Privacy Policy

Man With a Van Richmond Privacy Policy

This Privacy Policy explains how Man With a Van Richmond collects, uses, stores and protects personal data relating to our customers and prospective customers. It also explains your rights under the UK General Data Protection Regulation and associated data protection laws. This Privacy Policy applies to all Man With a Van Richmond customers and customers making enquiries within our service area.

Who we are

Man With a Van Richmond provides transport, removal and related services to customers in Richmond and the surrounding area. In relation to the personal data we collect, Man With a Van Richmond acts as the data controller and determines how and why your personal data is processed.

Personal data we collect

We only collect personal data that we need to provide our services, manage our relationship with you and meet our legal obligations. The types of data we may collect include:

Identification and contact details such as your name, address, service addresses, and basic contact preferences.

Booking and service information such as dates and times of bookings, collection and delivery locations, property access details that you choose to give us, item descriptions relevant to the move, and any special instructions.

Communication records such as information you provide when you contact us by phone, online forms, or other communication channels, including enquiries, feedback, and complaints.

Payment and transaction details such as payment method information and records of payments made and received. We do not store full card details when using third party payment processors.

Technical and usage information where relevant, such as basic technical data relating to use of our online services, including IP address, browser type and general usage data, to help operate and secure our services.

How we collect your personal data

We collect personal data directly from you when you make an enquiry, request a quotation, make a booking, use our website or communicate with us in any other way. We may also receive personal data about you indirectly from third parties where it is necessary for us to provide our services, for example where a booking is made on your behalf by a third party and they provide your contact and service details.

Lawful bases for processing

We rely on several lawful bases under data protection law to process your personal data:

Contract: We process personal data to enter into and perform a contract with you, including providing quotations, managing bookings, carrying out removal services and handling payments.

Legal obligation: We process personal data where it is necessary to comply with legal obligations, such as maintaining accounting records and complying with tax and insurance requirements.

Legitimate interests: We process personal data for our legitimate business interests, for example to manage and improve our services, ensure the security of our operations, respond to enquiries, prevent fraud and manage our business operations, provided that these interests are not overridden by your rights and interests.

Consent: In some cases, we may rely on your consent, for example for certain types of direct marketing communications where consent is required. When we rely on consent, you can withdraw it at any time.

How we use your personal data

We use your personal data for the following purposes:

To provide quotations, process bookings and deliver our man and van, transport and removal services.

To communicate with you about your enquiry, booking, service updates, changes to our terms or policies and customer support.

To take and process payments, issue invoices and manage accounts, including dealing with refunds or disputes.

To manage our business operations, including planning routes and schedules, staffing, vehicle allocation and service improvements.

To comply with legal, regulatory and insurance requirements.

To protect our rights, property and safety and that of our customers, staff and third parties.

Data processors and sharing of personal data

We do not sell your personal data. We may share your personal data with trusted third parties who act as data processors on our behalf, or as separate controllers where appropriate. These may include:

Service providers who assist us in operating our business, such as IT and hosting providers, communication tools, customer management systems and payment processors.

Professional advisers such as accountants, insurers or legal advisers where necessary for their professional services to us.

Regulators, law enforcement or other authorities where we are required to do so by law or where it is necessary to protect our legal rights.

Where we use data processors, they only process personal data on our instructions, are subject to appropriate confidentiality and security obligations and are not permitted to use the data for their own purposes.

International transfers

Where we use service providers based outside the United Kingdom or the European Economic Area, we take steps to ensure that your personal data is given appropriate protection. This may include relying on adequacy regulations, using standard contractual clauses or other approved safeguards in accordance with data protection law.

Data retention

We retain personal data only for as long as is necessary for the purposes for which it was collected, including for the purposes of satisfying legal, accounting or reporting requirements. In general:

Enquiry information is kept for a limited period to enable us to respond to your enquiry and, where appropriate, follow up on quotations.

Booking and service records, together with related payment and invoice information, are typically retained for a number of years to meet our legal and tax obligations and to deal with any queries, complaints or legal claims.

Where we rely on consent and you withdraw that consent, we will stop processing the relevant data for that purpose, while retaining a record of your request where legally required or necessary to evidence compliance.

When personal data is no longer required, we will delete it or anonymise it in a secure manner.

Security of your personal data

We take reasonable and appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration or disclosure. These measures may include access controls, secure storage, staff training and procedures for handling potential incidents. While we strive to protect your personal data, no system can be guaranteed as completely secure.

Your data protection rights

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

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

Right to rectification: You have the right to request correction of personal data that is inaccurate or incomplete.

Right to erasure: In some circumstances, you may request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected and we have no other lawful basis for retaining it.

Right to restriction: You may request that we restrict the processing of your personal data in certain situations, for example while we verify the accuracy of the data or our reasons for processing it.

Right to data portability: Where we process personal data based on your consent or on a contract and by automated means, you may request that we provide your personal data in a structured, commonly used and machine readable format, or that we transmit it to another controller where technically feasible.

Right to object: You have the right to object to processing carried out on the basis of our legitimate interests, including profiling, and we will stop processing unless we can demonstrate compelling legitimate grounds to continue. You always have the right to object to direct marketing.

Rights in relation to automated decision making: Man With a Van Richmond does not carry out automated decision making that produces legal or similarly significant effects on you.

Exercising your rights

If you wish to exercise any of your data protection rights, you can contact us using our normal contact channels. We may need to verify your identity before dealing with your request. We aim to respond within the time limits set by data protection law and will explain if we are unable to fully comply with your request due to legal or regulatory obligations or the rights of others.

Complaints

If you have concerns about how we handle your personal data, we encourage you to contact us so we can address your concerns. You also have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, the way we process personal data or legal requirements. Any updated version will be made available through our usual communication channels, and the date of the latest revision will be indicated. We recommend that you review this Privacy Policy periodically to stay informed about how we protect your personal data.

This Privacy Policy applies to all Man With a Van Richmond customers and prospective customers in our service area and is intended to provide clear information about how we use and protect your personal data.