Privacy Policy

Man with Van Clapham Privacy Policy

This Privacy Policy explains how Man with Van Clapham collects, uses, stores and protects personal data when providing our moving and transport services. It applies to all customers and prospective customers who use our services in the Man with Van Clapham service area, including individuals, households and business clients.

We are committed to complying with the UK General Data Protection Regulation and the Data Protection Act 2018. This Policy describes the types of personal data we collect, the lawful bases we rely on, how long we keep your data, your rights, and how you can exercise those rights.

Scope of this Privacy Policy

This Privacy Policy applies to all personal data processed by Man with Van Clapham in the context of providing collection, delivery, removal and related services to customers in our local service area. By contacting us, requesting a quotation, making a booking or otherwise using our services, you acknowledge that you have read and understood this Policy.

Personal Data We Collect

We may collect and process the following categories of personal data when you interact with Man with Van Clapham:

Identification and contact details, such as your name, title, and preferred contact methods.

Service and booking information, such as collection and delivery addresses, access details for the properties involved, preferred dates and times, details about items to be moved, and any special instructions you provide.

Payment and billing details, such as the billing name and address and details of payments made. We do not store full card details when a third-party payment provider is used.

Communication records, such as emails, messages, and notes about enquiries, quotes, bookings, complaints or feedback.

Technical and usage information, which may include information about how you contacted us online and basic device or browser details where this is provided automatically by your device.

Any other information you choose to provide that is necessary for us to deliver our services safely and effectively, for example information about fragile items, parking arrangements or access restrictions.

How We Collect Your Data

We collect personal data from you directly when you:

Request a quotation or make an enquiry.

Confirm a booking or amend an existing booking.

Communicate with us by phone, in writing or online.

Provide feedback or make a complaint.

We may also obtain personal data indirectly where another person books services on your behalf, for example when a business arranges a move for one of its employees. In such cases, we expect that person or organisation to have the necessary authority to share your details with us.

Lawful Bases for Processing

Man with Van Clapham will only process your personal data when there is a lawful basis to do so under data protection law. We rely on the following lawful bases:

Contract: We process personal data to take steps at your request before entering into a contract and to perform our contract with you. This includes providing quotations, managing bookings, carrying out the move, taking payment, and communicating with you about the services.

Legal obligation: We may process data where it is necessary to comply with legal obligations, such as tax, accounting and record-keeping requirements, or to respond to lawful requests from authorities.

Legitimate interests: We may process personal data where it is necessary for our legitimate business interests and those interests are not overridden by your rights and freedoms. This can include managing our business operations, improving our services, handling customer queries, preventing fraud and ensuring the security of our staff, vehicles and customers.

Consent: In limited situations we may rely on your consent, for example where required for certain types of optional marketing. Where we rely on consent, you are free to withdraw it at any time.

How We Use Your Personal Data

We use the personal data we collect for the following purposes:

To provide our services, including giving quotations, arranging and carrying out moves, planning routes and allocating vehicles and staff.

To manage our relationship with you, including confirming bookings, sending service messages, responding to enquiries, and dealing with complaints or feedback.

To process payments, issue invoices, manage refunds where appropriate, and maintain proper financial records.

To improve and develop our services, processes and customer experience based on feedback and usage information.

To protect our business, customers and staff, including verifying information where appropriate, preventing fraud and managing disputes.

To comply with legal and regulatory obligations, including maintaining appropriate records for tax and audit purposes.

Data Sharing and Processors

We do not sell your personal data. We may share your data with trusted third parties where this is necessary for the purposes described in this Policy, including:

Service providers who act as data processors on our behalf, such as providers of booking or scheduling systems, secure data storage, payment processing, accounting or administrative support.

Professional advisers, such as accountants or legal advisers, where necessary for them to provide services to us.

Authorities or regulators, where we are required to do so by law or to protect our legal rights, for example in connection with a legal claim or dispute.

Whenever we use data processors, we ensure they are subject to appropriate contractual obligations regarding confidentiality, security and data protection, and that they only process your personal data in accordance with our instructions and for the agreed purposes.

International Transfers

Where any of our service providers are located outside the United Kingdom or the European Economic Area, or where data is stored or accessed from another country, we will take appropriate steps to ensure that your personal data is adequately protected in accordance with data protection law. This may include using standard contractual clauses or relying on other recognised safeguards.

Data Retention

We keep your personal data only for as long as necessary for the purposes set out in this Privacy Policy and to meet legal, accounting or reporting requirements.

In general, information related to bookings, invoices and payments is kept for a period consistent with applicable tax and accounting rules. Communication records and service-related information may be retained for an appropriate period to enable us to handle any queries, complaints or potential legal claims.

When personal data is no longer required for these purposes, we will delete it or anonymise it so that it can no longer be linked to an identifiable individual.

Data Security

We take reasonable and appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, alteration or disclosure. These measures include limiting access to data to those who need it for their role, using secure storage methods, and ensuring that our staff and contractors are aware of their data protection responsibilities.

While we take steps to safeguard your information, no system can be completely secure. You should take care when sharing personal data and ensure that any information you send to us is transmitted securely where possible.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all Man with Van Clapham customers in our service area, subject to certain conditions and exemptions.

Right of access: You have the right to request confirmation that we process your personal data and to receive a copy of that data, together with certain information about how we use it.

Right to rectification: You have the right to request correction of any inaccurate or incomplete personal data we hold about you.

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 needed for the purpose for which it was collected and we have no other legal basis to retain it.

Right to restriction: You may be entitled to ask us to restrict the processing of your personal data, for example while we verify its accuracy or consider an objection you have raised.

Right to object: You have the right to object to processing of your personal data that is based on our legitimate interests, on grounds relating to your particular situation. We will stop processing unless we have compelling legitimate grounds or the processing is needed for legal reasons.

Right to data portability: In certain cases, you may request that we provide you or another organisation with a copy of your personal data in a structured, commonly used and machine-readable format.

Where we rely on consent to process your personal data, you have the right to withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before consent was withdrawn.

Exercising Your Rights

If you wish to exercise any of your data protection rights, or if you have any questions or concerns about how we handle your personal data, you can contact Man with Van Clapham using the contact details on our website or any correspondence we have sent you. To help us respond, please provide enough information to identify yourself and describe your request clearly.

We will respond to your request as required by data protection law. We may need to request additional information to confirm your identity or to clarify your request.

Complaints

If you are not satisfied with how we handle your personal data or respond to your requests, you have the right to lodge a complaint with the relevant data protection authority in the United Kingdom. We encourage you to contact us first so we can try to resolve any issues directly.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, our data processing practices or legal requirements. Any updates will be effective when the revised Policy is made available. We recommend that you review this Policy periodically to stay informed about how we protect your personal data.