Privacy Policy

Man with Van Shooters Hill Privacy Policy

This Privacy Policy explains how Man with Van Shooters Hill collects, uses, stores and protects personal data relating to customers and prospective customers in the Shooters Hill area. It is intended to comply with the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all services provided by Man with Van Shooters Hill and to all customers and enquirers within the Shooters Hill area.

Who this privacy policy applies to

This Privacy Policy applies to individual customers, prospective customers, and any persons acting on behalf of business customers who contact Man with Van Shooters Hill, request a quotation, make a booking, use our moving or transport services, or otherwise interact with us in the Shooters Hill area.

Types of personal data we collect

We only collect personal data that is necessary to provide our services and to run our business. The types of personal data we may collect include:

Identification details such as name and, where relevant, the name of your business or organisation. Contact details such as your address, collection and delivery addresses, and any alternative addresses you give us, as well as your preferred contact channels. Booking and service details such as requested dates and times, inventory or description of items to be moved, access information for properties, parking information and other logistical details. Communication records such as notes of enquiries, bookings, complaints or feedback, and records of communications you send to us or that we send to you. Payment information such as basic payment transaction details and records of invoices and payments received. We do not store or process full payment card details ourselves; where card payments are taken, they are processed by a secure third party payment processor. Technical information such as basic device or browser data and general usage information where you interact with us online, as far as this is strictly necessary to operate and secure our website or online contact forms.

How we collect your personal data

We collect personal data directly from you when you contact us by phone, through online forms, or in writing to request information, a quotation or a booking. We may also collect data during the provision of our services, for example when we attend a property, confirm details on site, or update booking information. In some cases, we may receive your details from another person arranging a move on your behalf, for example a family member, friend, landlord or letting agent. Where this occurs, we treat your data in accordance with this Privacy Policy.

Lawful bases for processing your data

We rely on the following lawful bases under data protection law to process your personal data. Contract: We process personal data where it is necessary to take steps at your request before entering into a contract, such as providing quotations, and to perform our contract with you when you book our services. Legal obligation: We retain certain records and process data where necessary to comply with legal and regulatory obligations, for example accounting, tax and record keeping requirements or responding to lawful requests from authorities. Legitimate interests: We process personal data where it is necessary for our legitimate business interests, provided these are not overridden by your rights and interests. This includes managing our business, improving services, preventing fraud or misuse, securing our systems and handling customer enquiries and complaints. Consent: In limited circumstances we may rely on your consent, for example for certain types of direct marketing or where consent is the most appropriate lawful basis. Where we rely on consent, you can withdraw it at any time.

How we use your personal data

We use your personal data to respond to enquiries and provide quotations, including assessing the resources required for a job and the likely costs. To manage and deliver bookings and services, including scheduling, route planning, and coordinating staff or vehicles. To communicate with you about your booking, including confirmations, changes, updates, and post-service follow up. To manage payments, invoicing, refunds and debt recovery where necessary. To maintain accurate business records for accounting, tax and audit purposes. To improve our services, for example by reviewing feedback and analysing non-identifiable usage patterns. To protect our business, staff, vehicles and customers, including detecting or preventing fraud, misuse or illegal activity, and cooperating with law enforcement where legally required. We do not use your personal data for automated decision making that produces legal or similarly significant effects concerning you.

Data sharing and processors

We share your personal data only when necessary and in a proportionate way. We may share data with service providers acting as data processors who assist us in running our business. These may include payment processors, providers of business software such as scheduling or invoicing tools, secure data storage and backup providers, and providers of communication or messaging services. These processors are only permitted to process your data on our instructions and must protect it in line with data protection law. We may share data with professional advisers such as accountants, legal advisers or insurers where this is necessary for advice, compliance, or to establish, exercise or defend legal claims. We may also share data with public authorities, regulators, law enforcement, courts or tribunals where we are legally required to do so or where this is necessary to protect our rights, safety or property or that of others. We do not sell your personal data to third parties.

International transfers

Where we use service providers that store or otherwise process personal data outside the United Kingdom, we take steps to ensure that your data is given an equivalent level of protection. This may include relying on adequacy regulations, standard contractual clauses or other safeguards permitted under data protection law.

Data retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting or reporting requirements. Enquiry records and quotations that do not lead to a booking may be retained for a limited period to allow us to respond to follow up enquiries and to understand demand for our services. Booking and service records, including contact and address details, service details and payment records, are typically retained for a number of years to meet legal obligations such as tax and accounting requirements and to handle any complaints or disputes. Where personal data is no longer required, we will securely delete or anonymise it in line with our data retention practices.

How we protect your data

We take appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, alteration or disclosure. These measures may include access controls, secure storage, encryption and staff awareness of data protection responsibilities. While no system can guarantee absolute security, we regularly review our safeguards and seek to maintain a level of security appropriate to the risk.

Your data protection rights

Under data protection law, you have certain rights in relation to your personal data. These rights may be subject to limitations or conditions in specific circumstances, but we will always respond to any request in line with legal requirements. Your rights include: The right of access, meaning you can request confirmation of whether we hold personal data about you and obtain a copy of that data, together with certain information about how it is used. The right to rectification, meaning you can ask us to correct inaccurate or incomplete personal data we hold about you. The right to erasure, sometimes called the right to be forgotten, meaning you can ask us to delete personal data where there is no good reason for us to continue to process it, subject to legal or contractual obligations that may require retention. The right to restrict processing, meaning you can ask us to limit the way we use your data in certain circumstances, for example while we are investigating a concern you raise. The right to data portability, meaning in some cases you can request that we provide certain data to you or to another controller in a structured, commonly used, machine readable format. The right to object, meaning you can object to processing based on our legitimate interests, including certain forms of direct marketing. The right to withdraw consent, where we rely on consent as our lawful basis, without affecting the lawfulness of processing carried out before withdrawal.

Exercising your rights and making complaints

If you wish to exercise any of your data protection rights or raise a question about how we handle your personal data, you can contact us using the usual communication channels you use for bookings and enquiries. We will respond as soon as we reasonably can and within the time limits set by data protection law. You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are unhappy with how we use your personal data. We encourage you to contact us first so that we have an opportunity to address your concerns.

Changes to this privacy policy

We may update this Privacy Policy from time to time to reflect changes in our services, our business practices or legal requirements. Any updated version will apply from the date it is made available. We recommend that you review this Privacy Policy periodically to stay informed about how we handle your personal data.