Man With a Van Tolworth Privacy Policy

This Privacy Policy explains how Man With a Van Tolworth collects, uses, stores, and protects personal data relating to our customers and prospective customers in the Tolworth area and surrounding locations. It also explains your rights under applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act.

By using our services, making an enquiry, or otherwise providing personal data to Man With a Van Tolworth, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all Man With a Van Tolworth customers and prospective customers in our service area, including individuals and businesses who contact us, request a quote, make a booking, or otherwise interact with us in relation to our moving and transportation services.

This Policy covers personal data collected through any communication channels that we use, including telephone, text or messaging services, online forms, and in-person communications.

Personal Data We Collect

We only collect personal data that is necessary for us to provide our services, manage our business, and comply with legal obligations. The types of personal data we may collect include:

Identification and contact details, such as your name, address, service address, and any alternative contact address you provide.

Communication details, such as information you provide when you contact us to request a quote, make a booking, change or cancel a booking, or raise a query or complaint.

Service information, such as details about the move or transportation required, access information for the collection and delivery locations, preferred dates and times, and any special instructions you provide.

Transaction data, such as records of services provided, amounts charged, and payment status. Payment card information may be processed securely by our payment processor where applicable, and is not stored by us beyond what is necessary for invoicing and financial records.

Technical and usage data, where applicable, such as basic information about how you interact with our website or online tools, including the date and time of visits and general device information. This is only collected to the extent necessary to operate and improve our services.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide our services, including preparing and issuing quotes, scheduling and delivering moving and transportation services, and handling any changes, cancellations, or follow-up communications.

To manage our relationship with you, including handling enquiries, customer service, complaints, and feedback, and maintaining appropriate records of our interactions.

To manage payments and accounts, including issuing invoices, processing payments via our chosen payment processors, and maintaining necessary financial and accounting records.

To operate, maintain, and improve our business and services, including internal administration, logistics planning, staff training, and quality control.

To meet legal, regulatory, and insurance obligations, including record-keeping, handling disputes or claims, and cooperating with authorised authorities where required by law.

We do not sell your personal data and we do not use it for unrelated marketing activities without your consent, where consent is required.

Lawful Basis for Processing

We process your personal data under one or more of the following lawful bases:

Performance of a contract: Processing is necessary to enter into and perform our contract with you, including providing quotes, accepting bookings, supplying moving and transportation services, and managing related communications.

Legitimate interests: We may process personal data where it is necessary for our legitimate interests or the legitimate interests of a third party, and where your interests and fundamental rights do not override those interests. This includes running and improving our business, preventing fraud, ensuring the security of our operations, and maintaining appropriate business records.

Legal obligation: We process personal data where required to comply with legal obligations, such as accounting, taxation, insurance requirements, and responding to lawful requests from public authorities.

Consent: In circumstances where we rely on your consent, we will obtain it clearly and specifically. You can withdraw your consent at any time, although this will not affect the lawfulness of processing based on consent before its withdrawal.

Data Retention

We retain personal data only for as long as is necessary for the purposes for which it was collected, or for as long as we are required to keep it by law, regulation, or legitimate business needs.

In general, we retain customer records for a period that allows us to manage ongoing services, handle any queries or complaints, and meet our legal and accounting obligations. After this period, personal data will be securely deleted, anonymised, or archived in a way that no longer allows it to be associated with identifiable individuals, unless we are required to retain it for a longer period due to legal or regulatory requirements.

Retention periods may vary depending on the type of data, the nature of our relationship with you, and any applicable statutory requirements.

Data Sharing and Processors

We may share your personal data with trusted third parties where necessary for the purposes described in this Privacy Policy, subject to appropriate safeguards.

These third parties may include:

Service providers and processors who assist us in delivering our services, such as payment processing providers, administrative support, and information technology services. These parties act on our behalf and are required to process personal data only in accordance with our instructions and in compliance with data protection law.

Professional advisers, such as accountants, auditors, or legal advisers, where necessary to obtain professional advice, manage our business, or handle disputes and claims.

Public authorities, regulators, and law enforcement agencies, where we are required to do so by law or where disclosure is necessary to protect our rights, the rights of our customers, our employees, or others.

We do not allow our processors to use your personal data for their own purposes and we take reasonable steps to ensure that they maintain appropriate security measures to protect your data.

International Transfers

Our primary operations are based within the United Kingdom. If we use service providers that are located outside the United Kingdom or the European Economic Area, we will take appropriate steps to ensure that your personal data is afforded an equivalent level of protection. This may include relying on adequacy decisions, entering into data protection agreements based on approved standard contractual clauses, or using other lawful transfer mechanisms.

Data Security

We take the security of your personal data seriously and implement reasonable physical, technical, and organisational measures to protect it from unauthorised access, loss, misuse, alteration, or disclosure.

These measures include limiting access to personal data to individuals who need it for legitimate business purposes, using secure methods for storing and transmitting information where appropriate, and ensuring our staff and contractors are aware of their data protection responsibilities.

While we endeavour to protect your personal data, no system can be guaranteed to be completely secure. In the event of a data breach that is likely to result in a risk to your rights and freedoms, we will act promptly in accordance with our legal obligations, which may include notifying you and the relevant supervisory authority.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These include:

Right of access: You have the right to request confirmation that we are processing your personal data and to request a copy of the data we hold about you.

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 or remove your personal data, for example where it is no longer necessary for the purposes for which it was collected or where you have withdrawn consent and there is no other legal basis for processing.

Right to restriction of processing: You have the right to request that we restrict the processing of your personal data in certain situations, for example while we are reviewing a request for rectification or an objection to processing.

Right to object: You may have the right to object to the processing of your personal data where we are relying on legitimate interests as our lawful basis, including profiling based on those interests.

Right to data portability: Where processing is based on consent or on a contract and is carried out by automated means, you may have the right to request that your personal data is transferred to you or to another controller in a structured, commonly used, and machine-readable format.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your rights have been infringed or that your personal data has been handled unlawfully.

How to Exercise Your Rights

If you wish to exercise any of your data protection rights, or if you have any questions or concerns about how your personal data is being processed by Man With a Van Tolworth, you can contact us using the contact details you already have for our business in the Tolworth area. We may need to verify your identity before responding to your request.

We aim to respond to all legitimate requests within the time limits set by data protection law. Where your request is complex or we have received numerous requests, we may need more time, but we will keep you informed of the progress.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or the way we process personal data. The most current version will always apply to the personal data we hold. We encourage you to review this Policy periodically to stay informed about how we protect your information.

This Privacy Policy is intended to provide clear and accessible information about how Man With a Van Tolworth handles personal data for all customers and prospective customers in our service area.