Man With a Van Wallington Privacy Policy

This Privacy Policy explains how Man With a Van Wallington collects, uses, stores and protects personal data in connection with our man and van and related services. It applies to all Man With a Van Wallington customers and prospective customers within our service area, as well as individuals who contact us to enquire about our services.

We are committed to processing your personal data in a lawful, fair and transparent manner, in accordance with the UK General Data Protection Regulation and any applicable data protection laws.

What Personal Data We Collect

We only collect personal data that is necessary for providing our services and managing our relationship with you. The types of data we may collect include:

Identification and contact details, such as your name, home or business address, collection and delivery addresses, and your preferred method of contact.

Booking and service details, such as the date and time of your move or delivery, property access details relevant to the service, descriptions of items to be moved, and any special instructions you provide.

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

Payment-related information, such as records of payments made, payment method used and related transaction details. We do not store full card numbers or detailed bank information if payment is processed through secure third-party providers.

Technical and usage data, where applicable, such as information about how you interact with our website or online forms, including basic device and browser information, and any data automatically collected through necessary cookies or similar technologies used to maintain and secure the site.

How We Collect Your Data

We collect personal data directly from you when you contact us to request a quote, make a booking, confirm or amend a service, or communicate with us for any other reason related to our services.

We may also receive personal data indirectly if another person books a service on your behalf and provides your details as a contact or delivery recipient. In such cases, we expect that the person providing your data has your permission to share it with us.

Purposes and Lawful Basis for Processing

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

To provide our services to you. We use your data to give quotes, confirm bookings, plan routes, carry out collections and deliveries, and manage your move or transport service. The lawful basis is the performance of a contract or taking steps at your request before entering into a contract.

To manage customer relationships. This includes communicating with you about your booking, responding to enquiries, handling complaints, and maintaining our records. The lawful basis is the performance of a contract and our legitimate interests in ensuring effective customer service.

To process payments and accounting. We use personal data to take payments, issue invoices or receipts, and maintain financial records. The lawful basis is the performance of a contract and compliance with legal obligations, such as tax and accounting requirements.

To improve and protect our business. We may use certain data for internal analysis, quality control, staff training, and to protect against fraud or misuse of our services. The lawful basis is our legitimate interests in running and improving our business and maintaining the security of our operations.

To comply with legal obligations. We may process and retain certain data to meet legal, regulatory or law enforcement requirements. The lawful basis is compliance with legal obligations.

Where we rely on legitimate interests, we balance those interests against your rights and freedoms and only process data where our interests are not overridden by your interests or fundamental rights.

Data Retention

We do not keep personal data longer than necessary for the purposes for which it was collected. Retention periods may vary depending on the type of data and our legal obligations.

Customer and booking records are typically kept for a period that allows us to manage ongoing or repeat services, respond to queries about previous work, and meet our tax and accounting obligations. After this period, data will be securely deleted or anonymised.

Payment and transaction data may be retained for a longer period where required by law, particularly for financial and audit purposes.

Communications and enquiry records may be kept for a reasonable period to assist with customer service, resolve disputes, and improve our services.

If you exercise your right to erasure, we will delete or anonymise your personal data where required by law, subject to any data we must retain to comply with legal obligations or to establish, exercise or defend legal claims.

Data Processors and Third Parties

We may share your personal data with trusted third parties who act as data processors and provide services that help us operate our business. These may include:

Payment processing providers that handle card payments or online transactions in a secure manner.

Accountants or bookkeeping service providers who assist with our financial records and legal compliance.

IT and hosting providers who support our website, email or data storage systems.

Where we use data processors, they are only permitted to process your personal data on our instructions, must keep it secure, and are bound by appropriate data protection obligations.

We may also share personal data where required by law, regulation, or a valid request from a public authority, or to protect our rights, property, or safety, or that of our customers or others.

We do not sell your personal data to third parties.

Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing, accidental loss, destruction or damage.

Measures may include restricted access to personal data, secure storage, appropriate access controls, and limiting the amount of personal data we retain. While no system is completely secure, we work to ensure that the level of security is appropriate to the nature of the data and the risks of processing.

Your Data Protection Rights

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

The right of access. You can request confirmation that we process your personal data and obtain a copy of the data, along with certain information about how it is used.

The right to rectification. You can request that we correct or complete any personal data that is inaccurate or incomplete.

The right to erasure. In certain circumstances, you can ask us to delete your personal data, for example where it is no longer needed for the purposes for which it was collected, or where you withdraw consent if consent was the lawful basis.

The right to restrict processing. You can ask us to temporarily restrict the processing of your personal data in certain situations, for example while a dispute about accuracy or our use of the data is being resolved.

The right to object. You can object to processing carried out on the basis of our legitimate interests, on grounds relating to your particular situation. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or where processing is needed for legal claims.

The right to data portability. Where processing is based on consent or contract and carried out by automated means, you can request that certain personal data is provided to you in a structured, commonly used and machine readable format, or transferred to another controller where technically feasible.

You also have the right to lodge a complaint with a supervisory authority if you believe your data protection rights have been infringed. In the United Kingdom, this is generally the Information Commissioner's Office.

International Transfers

Where we transfer personal data outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place to protect your data in accordance with data protection law, such as using standard contractual clauses or ensuring the recipient is in a country with an adequate level of protection.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or how we process personal data. Any changes will take effect from the date the updated policy is made available. We encourage you to review this policy periodically to stay informed about how we protect your personal data.

By using Man With a Van Wallington services within our service area, you acknowledge that you have read and understood this Privacy Policy and that your personal data will be processed as described above, in accordance with applicable data protection laws.