Man with Van Richmond Privacy Policy
This Privacy Policy explains how Man with Van Richmond collects, uses, stores and protects personal data relating to our customers and prospective customers. It applies to all Man with Van Richmond customers in our service area and to anyone who contacts us to enquire about, book, or receive our services.
We are committed to complying with the United Kingdom General Data Protection Regulation and all applicable data protection laws. This Policy is intended to provide clear information about our data practices and about your rights as a data subject.
Who We Are
Man with Van Richmond is a service provider offering transport, removals and related services to private and business customers in the Richmond area and surrounding locations. When we refer to we, us or our in this Privacy Policy, we are referring to Man with Van Richmond as the controller of your personal data in relation to the services we provide.
Scope Of This Privacy Policy
This Privacy Policy applies to personal data we collect from or about individuals in connection with:
Enquiries about our services made by telephone, online forms, written correspondence or other means.
Bookings and contracts for services provided by Man with Van Richmond.
Communications before, during and after the provision of our services.
Any feedback, reviews or complaints submitted to us following the completion of services.
Personal Data We Collect
We collect and process only the personal data that is necessary for the purposes described in this Policy. The categories of data we may collect include:
Identification and contact details such as name, postal address, service addresses, and any other contact details you provide to us for communication and invoicing purposes.
Booking and service information such as dates and times of your move or transport booking, pick-up and drop-off addresses, property access details where relevant, and any special instructions related to the service.
Payment and billing information such as billing address, details required to process payments and records of payments made. Payment card information may be processed securely by our chosen payment processor and is not stored by us unless clearly stated and lawfully justified.
Communication records such as messages, notes of conversations, and other communications between you and us, including enquiries, confirmations, updates and complaints.
Usage and technical information where applicable, such as data generated when you visit our website or online booking pages, including pages visited, time spent and basic technical details provided by your browser or device. We only process this information in accordance with applicable law.
Lawful Bases For Processing
We process your personal data under one or more of the following lawful bases:
Contract: Processing is necessary to enter into or perform a contract with you. This includes handling enquiries at your request prior to entering into a contract, confirming bookings, delivering our services, communicating about service arrangements, and managing payments.
Legal obligation: We may process certain personal data to comply with legal and regulatory obligations, such as tax and accounting requirements and record-keeping duties imposed by law.
Legitimate interests: We may process personal data where it is necessary for our legitimate interests, provided that your interests and fundamental rights do not override those interests. This may include managing and improving our services, handling queries and complaints, ensuring the security of our operations and property, and defending our legal rights.
Consent: Where we rely on consent, we will ask you clearly for your consent before processing your data for that specific purpose, and you may withdraw your consent at any time. Typical examples may include certain types of marketing communications where required by law.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To respond to enquiries and provide quotes for our services.
To set up, confirm and manage bookings and service arrangements.
To provide our moving, transport and related services safely and efficiently.
To manage invoicing, payments, refunds and accounting processes.
To communicate with you about your booking and any aftercare, including updates and changes to services.
To manage and resolve complaints, disputes or claims.
To maintain and improve our services, operations and customer experience.
To comply with legal obligations and cooperate with lawful requests from authorities where required.
Data Sharing And Processors
We do not sell your personal data. However, we may share your data with trusted third parties where necessary for the purposes set out in this Policy and in compliance with data protection law.
Categories of recipients may include:
Service providers acting as processors who provide services such as payment processing, booking or scheduling tools, secure data storage, customer relationship management systems or accounting support.
Professional advisers such as accountants, insurers or legal advisors who require access to relevant personal data to provide professional services to us.
Regulators, law enforcement or government authorities where we are required by law to disclose personal data or where disclosure is necessary to protect our rights or the rights of others.
Where we use processors, they process personal data only on our documented instructions, are subject to confidentiality obligations and are required to implement appropriate technical and organisational security measures.
International Data Transfers
Where any of our processors or service providers are located outside the United Kingdom or the European Economic Area, we will only transfer personal data where appropriate safeguards are in place in accordance with data protection law. These safeguards may include adequacy regulations or standard contractual clauses approved by the relevant authorities.
Data Retention
We retain personal data only for as long as necessary for the purposes for which it was collected, and to meet any legal, accounting or reporting requirements.
In general:
Enquiry and booking information is retained for the duration of the enquiry and booking process and for a reasonable period afterwards to respond to any follow-up questions or potential disputes.
Contract and billing information is retained for the period required by tax and accounting laws and for limitation periods relevant to potential legal claims.
Communications, complaints and feedback may be retained for as long as reasonably necessary to manage our relationship with you, improve our services and defend or pursue legal claims.
When personal data is no longer required, we will either securely delete it or anonymise it so that it can no longer be linked to an identifiable individual.
Data Security
We take appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing and against accidental loss, destruction or damage. These measures may include access controls, secure storage, encryption or pseudonymisation where appropriate, staff awareness and data minimisation practices.
While we strive to protect your data, no method of transmission or storage is completely secure. We therefore cannot guarantee absolute security, but we continuously review and enhance our security measures in line with industry standards and legal requirements.
Your Data Protection Rights
Under applicable data protection law, including the United Kingdom General Data Protection Regulation, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and exemptions. They may include:
Right of access: You have the right to request confirmation as to whether we process your personal data and to obtain a copy of that data, together with certain information about how we use it.
Right to rectification: You have the right to request that inaccurate or incomplete personal data about you is corrected or updated.
Right to erasure: In certain circumstances, you may have the right to request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected or where you withdraw consent and there is no other lawful basis for processing.
Right to restriction: You may have the right to request that we restrict the processing of your personal data in certain situations, such as where you contest the accuracy of the data or object to our processing.
Right to data portability: In certain cases, you may have the right to receive personal data you have provided to us in a structured, commonly used and machine-readable format, and to request that we transmit it to another controller where technically feasible.
Right to object: You have the right to object to processing based on our legitimate interests, including profiling based on those interests, and we will stop such processing unless we can demonstrate compelling legitimate grounds which override your interests, rights and freedoms or for the establishment, exercise or defence of legal claims.
Right to withdraw consent: Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.
You also have the right to lodge a complaint with your local data protection authority if you believe your data protection rights have been infringed.
Children's Data
Our services are not directed to children, and we do not knowingly collect personal data relating to children except where it is strictly necessary in the context of providing services to an adult customer and permitted by law. If we become aware that we have collected personal data from a child inappropriately, we will take steps to delete it as soon as reasonably possible.
Changes To This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or other operational needs. Any substantial changes will be highlighted by updating the date of the latest revision and, where appropriate, we may provide additional notice. We encourage you to review this Policy periodically to stay informed about how we process your personal data.
Contact And Queries
If you have any questions about this Privacy Policy, our data protection practices or your rights, or if you wish to exercise any of your data protection rights, you can contact us using the usual communication channels made available for Man with Van Richmond customers in our service area.
