Privacy Policy
Man and a Van Merton Privacy Policy
This Privacy Policy explains how Man and a Van Merton collects, uses, stores and protects personal data relating to customers and prospective customers in the Merton area. It also explains your rights under data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018.
This Privacy Policy applies to all Man and a Van Merton customers and prospective customers in the Merton area, whether you contact us online, by message, or in person, and whether you are an individual, a sole trader or acting on behalf of a business.
Personal data we collect
We may collect and process the following categories of personal data when you use our services or contact us with an enquiry:
Identity and contact details, such as your name, address, service address, and any other contact information you choose to provide.
Service and booking information, such as details of the move or transport job, property or access details, dates and times of bookings, inventory descriptions you provide, and pick-up and drop-off locations.
Communication records, including messages, notes of telephone conversations or in-person discussions relevant to your booking or enquiry.
Payment-related information, such as confirmation that payment has been made, partial payment information where required for refunds or accounting, and associated transaction references. We do not store full card details where payment is processed by a third-party payment processor.
Technical and usage data, where applicable, such as basic information about how you contacted us online, for example the source of your enquiry, the date and time, and pages visited on our website where relevant.
In some cases, we may also process special instructions or information you give us in relation to access needs or preferences. We ask you not to provide any unnecessary sensitive personal data and will only use such information where it is directly relevant to providing the service you request.
How we collect your personal data
We collect personal data directly from you when you contact us to request a quote, make an enquiry, make a booking, or communicate with us about a move or transport job.
We may also receive personal data indirectly where a third party books our services on your behalf, for example a relative, friend, landlord, letting agent, or business contact. In these cases, we treat the information in accordance with this Privacy Policy and expect that the third party has your permission to share these details.
Purposes and lawful bases for processing
We process your personal data only where we have a lawful basis under data protection law. The main purposes and lawful bases are:
To provide quotes and respond to enquiries. When you request a quote or ask a question, we use your contact details and job information to respond. Our lawful basis is taking steps at your request prior to entering into a contract and our legitimate interests in responding to potential customers.
To perform a contract with you. When you book a service, we use your personal data to arrange, manage and deliver the move or transport job, including contacting you about timings, access and any changes. Our lawful basis is performance of a contract and taking steps necessary to enter into that contract.
To manage payments and accounts. We process payment-related data and retain records for accounting, tax and refund purposes. Our lawful bases are performance of a contract and compliance with our legal obligations.
To communicate with you about services. We may contact you about your existing booking, follow up after a job, or provide essential information relating to your move. Our lawful basis is performance of a contract and our legitimate interests in running our business and maintaining customer relationships.
To improve our services. We may use non-identifying or aggregated information about jobs, areas served and busy periods to help improve planning and customer service. Our lawful basis is our legitimate interests in operating and developing our business efficiently.
To comply with legal and regulatory obligations. We may need to retain or disclose certain information where required by law, for example for tax or insurance purposes, or to respond to lawful requests from authorities. Our lawful basis is compliance with legal obligations.
We do not carry out automated decision making that produces legal or similarly significant effects on you.
Data retention
We keep personal data only for as long as is reasonably necessary for the purposes described in this Privacy Policy, and to meet any legal, accounting or reporting requirements.
Enquiry records that do not lead to a booking are normally kept for a limited period so that we can handle follow-up enquiries and maintain records of quotes provided. Booking and service records, including associated communications and invoices, are usually kept for a longer period to comply with tax, accounting and insurance obligations.
When we no longer need your personal data, we will delete it or anonymise it so that it can no longer be linked to you. In some circumstances we may retain limited basic information about previous jobs, such as postcode areas and general job types, in an aggregated or anonymised form for business analysis and planning.
Data sharing and processors
We do not sell your personal data. We may share your personal data with trusted third parties where necessary to provide our services or operate our business. These may include:
Service partners, such as additional drivers, porters or subcontractors involved in fulfilling your booking, who need relevant information such as addresses, dates, times and access details.
Payment service providers, who process payments on our behalf. These providers act as independent controllers or processors for the payment information they handle, in accordance with their own data protection responsibilities.
Professional advisers, such as accountants or insurance providers, where they require information for legitimate business, tax, legal or insurance purposes.
IT and administration service providers, such as providers of email, messaging or data storage services, who act as data processors and only process your personal data on our instructions.
Public authorities or other third parties, where we are legally required to share information or where sharing is necessary to protect our rights, property or safety, or the rights, property or safety of others.
Where we use third-party processors, we take reasonable steps to ensure that they are subject to appropriate confidentiality and data protection obligations and only process personal data in accordance with our instructions and applicable law.
International transfers
Our primary services are provided within the Merton area and the United Kingdom. If any of our service providers transfer or store personal data outside the United Kingdom, we will take reasonable steps to ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent protections required by data protection law.
How we protect your data
We take reasonable technical and organisational measures to protect personal data from unauthorised access, loss, misuse or disclosure. These measures may include restricted access to records, secure storage of documentation and appropriate use of passwords or other access controls.
While we take care to protect your personal data, no method of transmission or storage can be guaranteed as completely secure. You are responsible for keeping any communication channels you use to contact us as secure as possible.
Your data protection rights
Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions:
The right of access. You can request a copy of the personal data we hold about you and information about how we process it.
The right to rectification. You can ask us to correct inaccurate or incomplete personal data.
The right to erasure. In some circumstances, you can ask us to delete your personal data, for example where it is no longer needed for the purposes for which it was collected.
The right to restrict processing. You can ask us to restrict how we use your personal data in certain situations, for example while we are considering a request to rectify it.
The right to object. You can object to our processing of your personal data where we are relying on legitimate interests, and we will consider your objection unless we have compelling legitimate grounds to continue.
The right to data portability. In some cases, you can request that we provide certain personal data to you or to another service provider in a structured, commonly used and machine-readable format.
You also have the right to lodge a complaint with the relevant data protection authority if you are concerned about how we handle your personal data. We encourage you to contact us first so that we can try to resolve any concerns directly.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, business practices or legal requirements. Any updates will take effect from the date they are published. We recommend that you review this Privacy Policy periodically to stay informed about how we handle personal data.
