Man with Van Upper Clapton Privacy Policy

This Privacy Policy explains how Man with Van Upper Clapton collects, uses, stores, shares and protects personal data about customers and prospective customers in the Upper Clapton area. It is intended to comply with the UK General Data Protection Regulation and applicable UK data protection laws. This Privacy Policy applies to all services provided by Man with Van Upper Clapton and to all customers and individuals who contact us or use our services in the Upper Clapton area.

Who we are and scope of this policy

Man with Van Upper Clapton is a local transport and removals service provider offering moving, collection, delivery and related services in the Upper Clapton area. For the purposes of applicable data protection laws, Man with Van Upper Clapton is the controller of the personal data described in this Privacy Policy, meaning we determine the purposes and means of processing that data.

This Privacy Policy covers all personal data we collect from customers, prospective customers, website visitors where relevant, and individuals who contact us in relation to our services in the Upper Clapton area.

Types of personal data we collect

We collect and process different types of personal data, depending on how you interact with us and the services you request. This may include:

Identification and contact details: name, address, collection and delivery addresses, contact preferences and any other contact details you choose to provide when arranging a service or requesting a quote.

Service and booking information: details of your move or transport requirements, inventory descriptions you provide, access details for properties, preferred dates and times, and any instructions relevant to carrying out the service.

Communication records: information contained in messages you send to us by phone, text, messaging services or other communication channels, including enquiries, feedback and complaints.

Payment and billing information: limited payment-related details such as transaction amounts, dates, method of payment and billing address. We do not store full card details if card payments are processed through third-party payment providers.

Technical data: if you visit any website or online booking tools we operate, we may collect technical data such as IP address, browser type and similar usage information. This will only be used for site operation, security and improvement.

How we collect personal data

We collect personal data directly from you when you contact us, request a quote, make a booking, or communicate with us in relation to a service. This may be by phone, text, messaging services, online forms or other channels you choose to use to reach us.

We may also receive personal data indirectly where a third party arranges a service on your behalf, such as a friend, family member, landlord or business. In such cases, we rely on that third party to have your permission to share your details with us.

Lawful bases for processing personal data

We only process personal data where we have a lawful basis under data protection law. The main lawful bases we rely on are:

Contract: to take steps at your request before entering into a contract and to perform the contract for moving or transport services, including arranging and completing bookings, communicating with you about the service and processing payments.

Legitimate interests: to operate and improve our business, keep records of services provided, manage and respond to enquiries and complaints, prevent fraud, ensure the security of our operations, and maintain appropriate business and financial records. When relying on this basis, we balance our legitimate interests against your rights and interests.

Legal obligations: to comply with legal and regulatory requirements, including tax, accounting and record-keeping obligations.

Consent: in some limited situations, such as where required for specific types of optional communications or non-essential cookies where applicable, we may rely on your consent. Where processing is based on consent, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

How we use personal data

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

To provide our services: including taking bookings, planning and performing moves and deliveries, contacting you about arrangements, and ensuring we can access the relevant locations safely and efficiently.

Customer service and communication: to respond to your enquiries and requests, provide quotes, manage any issues or complaints, and keep you informed about important information relating to your service.

Administration and business operations: to manage our accounts, financial records and business planning, and to maintain internal records of services provided in the Upper Clapton area.

Safety, security and fraud prevention: to protect our staff, customers and property, and to detect and prevent misuse of our services.

Legal and regulatory compliance: to comply with legal obligations, respond to lawful requests from public authorities, and exercise or defend legal claims.

Data retention and storage

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, or for longer where required or permitted by law. The retention period depends on the type of information and the context in which it was collected.

In general, we keep basic booking, invoice and service records for a period required by tax and accounting laws. Communication records, quotes and other service-related information may be retained for a reasonable period after the service has been completed to answer queries, handle complaints and maintain a record of our services in case of future bookings.

When personal data is no longer required, we will securely delete it or anonymise it so that it can no longer be used to identify you.

Sharing personal data and processors

We do not sell your personal data. We may share personal data with trusted third parties where necessary to provide our services, comply with legal obligations or operate our business. These third parties act as processors or independent controllers, depending on the circumstances.

Service providers and processors: we may use third-party providers to support our operations, such as payment processors, accounting and record-keeping providers, communication service providers, and information technology support services. Where such providers process personal data on our behalf, they are required to only process it in accordance with our instructions, keep it secure and protect it in line with data protection laws.

Professional advisers and authorities: we may share personal data with professional advisers such as accountants or legal advisers, and with law enforcement or regulatory authorities where required by law or where necessary to protect our rights, property or safety, or the rights, property or safety of others.

Other third parties: in limited circumstances, we may share personal data with third parties you ask or permit us to share data with, for example where a landlord, letting agent or business partner is involved in arranging the service.

Where processors or other recipients are located outside the United Kingdom or the European Economic Area, we will take steps to ensure that appropriate safeguards are in place to protect your personal data in accordance with data protection law.

Your data protection rights

You have a number of rights in relation to the personal data we hold about you. These rights may be subject to certain conditions and legal limitations, but we will respect and facilitate them in accordance with the law. Your rights include:

Right of access: you can request confirmation of whether we process your personal data and obtain a copy of that data, together with other information about how it is processed.

Right to rectification: you can ask us to correct or complete inaccurate or incomplete personal data.

Right to erasure: in certain circumstances, you can 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 have withdrawn consent.

Right to restriction of processing: you can ask us to restrict the processing of your personal data in certain situations, such as while we are verifying its accuracy or assessing an objection you have raised.

Right to object: you can object to our processing of your personal data where we are relying on legitimate interests, including profiling based on those legitimate interests. We will stop processing unless we have compelling legitimate grounds that override your interests, rights and freedoms, or where processing is necessary for legal claims.

Right to data portability: in certain circumstances, you can request that we provide your personal data in a structured, commonly used and machine-readable format and that we transmit it to another controller where technically feasible.

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 withdrawal.

You also have the right to lodge a complaint with the relevant supervisory authority if you believe your data protection rights have been infringed. We encourage you to contact us first so that we can try to resolve any concerns directly.

Data security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration or destruction. These measures include limiting access to personal data to those who need it for their role, using secure methods to store and transmit information where possible, and regularly reviewing our data handling practices.

While we take reasonable steps to secure your data, no method of transmission or storage is completely secure, and we cannot guarantee absolute security. You should take care not to share sensitive information in unsecured communications unless necessary.

Updates to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, how we handle personal data, or changes in applicable laws. When we make changes, we will update the date of the most recent version. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.

By using our services in the Upper Clapton area or by contacting us in relation to our services, you acknowledge that you have read and understood this Privacy Policy and that your personal data will be processed as described here, in accordance with applicable data protection laws.