Man with Van Nine Elms Privacy Policy
This Privacy Policy explains how Man with Van Nine Elms collects, uses, stores and protects personal data relating to customers and prospective customers in the Nine Elms area. It also explains the legal bases we rely on under the UK General Data Protection Regulation and the Data Protection Act, how long we keep your data, the processors we use, and your rights in relation to your personal information.
This Privacy Policy applies to all Man with Van Nine Elms customers and service users in the Nine Elms area who engage with us, request a quote, make a booking or otherwise provide personal information in the course of using our services.
Data controller
Man with Van Nine Elms is the data controller in respect of the personal data we collect and process about you. This means we determine the purposes and means of processing your personal information in connection with our services in Nine Elms.
Personal data we collect
We may collect and process the following categories of personal data about you when you contact us, request a quote or use our services:
Identification and contact details: name, address, pick up and drop off addresses, contact preferences and related details necessary to communicate with you and provide the service.
Service and booking information: details of your requested or booked service, property access details that you choose to provide, dates and times of moves, inventory notes and any instructions you supply that are relevant to delivering the service.
Payment and transaction details: information about payments you make for our services and related billing information. We do not store full payment card details when you pay through a secure payment provider.
Communication records: records of communications with you, such as emails, messages and notes relating to your enquiries, quotes, bookings, feedback or complaints.
Technical and usage data: limited technical data that may be generated when you visit our website or online booking tools, such as device type and basic usage information, to help us operate and improve our online services.
How we collect your personal data
We collect personal data directly from you when you contact us by phone, online forms, messages or other communication channels, request a quotation, confirm a booking or otherwise use our services.
We may also obtain limited information about you from third parties where this is necessary to provide our services, such as where another person books a service on your behalf, or where an estate agent or property manager passes on contact details to arrange access for a move, always ensuring such sharing is lawful.
Purposes and lawful bases for processing
We process your personal data only where we have a lawful basis under the UK GDPR. We rely on the following legal bases:
Contract: We process your personal data to take steps at your request before entering into a contract and to perform our contract with you. This includes providing quotes, confirming bookings, carrying out moves, processing payments, communicating about your service and handling any issues that arise.
Legitimate interests: We may process your data where it is necessary for our legitimate business interests and these are not overridden by your rights and freedoms. This includes managing our business operations, improving our services, keeping appropriate records, preventing fraud and ensuring the security of our systems and vehicles.
Legal obligations: We process some personal data to comply with legal obligations, for example accounting and tax record keeping requirements and responding to lawful requests from regulatory bodies or law enforcement.
Consent: In limited situations we may rely on your consent, for example if you choose to receive optional marketing communications. Where we rely on consent, you can withdraw it at any time.
How we use your personal data
We use the personal data we collect for the following purposes:
To provide and manage our man and van services in the Nine Elms area, including arranging and completing moves, collections and deliveries.
To respond to enquiries, provide quotations and give you information about services you have requested.
To manage bookings, process payments, issue invoices and handle changes or cancellations.
To communicate with you about your service, including confirmations, reminders, updates and follow up questions.
To manage our relationship with you, including handling complaints, resolving disputes and seeking feedback to improve our services.
To keep accurate internal records for operational, accounting and legal purposes.
To protect our rights, property and safety, and those of our staff, customers and others, including fraud prevention and security measures.
Data sharing and processors
We may share your personal data with carefully selected third parties where this is necessary and lawful. These third parties act as data processors or, in some cases, as independent controllers.
We may use service providers who process personal data on our behalf to support the delivery of our services. These may include providers of payment processing services, booking or scheduling tools, cloud storage services, email and communication platforms, and professional advisers such as accountants.
Each data processor is only permitted to process your personal data according to our instructions and for the purposes described in this Privacy Policy. We require processors to implement appropriate technical and organisational measures to protect your data and to comply with applicable data protection laws.
We may also share data with third parties where required by law, in connection with legal claims or to enforce our rights, for example with law enforcement authorities or regulatory bodies where we are legally obliged to do so.
We do not sell your personal data to third parties.
International data transfers
If any of our service providers or systems are located outside the United Kingdom, your personal data may be transferred to and stored in a country that may have different data protection laws. Where this occurs, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent legal mechanisms, to protect your information in line with UK data protection standards.
Data retention
We keep your personal data only for as long as is reasonably necessary for the purposes for which it was collected and to meet legal, accounting or reporting requirements.
Service and booking records are typically retained for a period that allows us to manage our relationship with you, handle any complaints or legal claims and comply with tax and accounting obligations. After this period, personal data will be securely deleted or anonymised so that it can no longer be associated with you.
The exact retention period may vary depending on the type of data and our legal obligations. In all cases we apply the principle of keeping personal data in identifiable form only for as long as necessary.
Data security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. Measures may include secure storage systems, restricted access controls, staff awareness and appropriate security procedures.
While we take reasonable steps to safeguard your information, no system can be completely secure. You are also responsible for taking reasonable steps to protect your own information when communicating with us.
Your data protection rights
As a data subject within the scope of the UK GDPR, you have a number of rights in relation to your personal data held by Man with Van Nine Elms. These rights are subject to certain conditions and exemptions.
Right of access: You can request confirmation of whether we process your personal data and obtain a copy of the data we hold about you, together with certain information about how it is used.
Right to rectification: You can ask us to correct inaccurate personal data about you and to complete incomplete information.
Right to erasure: You can, in certain circumstances, request that we delete your personal data, for example where the data is no longer needed for the purposes for which it was collected or where you withdraw consent and there is no other legal basis for processing.
Right to restriction of processing: You can request that we restrict the processing of your data in certain situations, such as where you contest its accuracy or object to our processing.
Right to object: You can object to processing based on our legitimate interests where you believe your rights and interests override ours. You also have an absolute right to object to direct marketing.
Right to data portability: In certain cases, you can request that we provide your personal data in a structured, commonly used, machine readable format and, where technically feasible, transmit it to another controller.
Right to withdraw consent: Where we rely on your consent, you can withdraw it at any time. This will not affect the lawfulness of any processing carried out before you withdrew consent.
To exercise any of these rights, or to raise any questions about how we handle your data, you can contact us using the contact details you normally use for our services. We may need to verify your identity before responding to your request.
Complaints
If you are unhappy with how we handle your personal data, we encourage you to contact us in the first instance so we can attempt to resolve your concerns. You also have the right to lodge a complaint with the relevant supervisory authority for data protection 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, our data processing practices or applicable law. Any updated policy will be made available through our usual customer communication channels, and the revised version will apply from the date it is published.
We recommend that you review this Privacy Policy periodically so that you remain informed about how we handle personal data for Man with Van Nine Elms customers in the Nine Elms area.
