Man with Van Upton Privacy Policy
This Privacy Policy explains how Man with Van Upton collects, uses, stores and protects personal data relating to our customers and potential customers in the Upton area and surrounding locations. It also explains the rights individuals have under the UK General Data Protection Regulation and related data protection laws. This Privacy Policy applies to all Man with Van Upton customers in our service area, including anyone who contacts us for a quote or makes a booking.
Who we are
Man with Van Upton is a local removals and transport service. We act as the data controller for the personal data described in this Privacy Policy. This means we decide how and why your personal data is processed when you use our services.
Types of personal data we collect
We only collect personal data that is necessary to arrange and provide our services or to handle enquiries. The types of information we may collect include:
Identification and contact details, such as name, postal address, pick up and drop off addresses, and any other relevant location information needed to carry out the service. We may also collect communication preferences so we can contact you in the way you prefer.
Booking and service information, such as details of the job you request, property access notes, dates and times of moves, inventory or item descriptions, and any special instructions about the service.
Payment and transaction data, such as amounts charged, dates of payment, and method of payment. We do not store full payment card details; these are handled by our payment service providers.
Communications and correspondence, such as records of messages, calls or other communications relating to quotes, bookings, complaints or feedback.
Technical information, where relevant, such as basic device or browser information that may be collected when you visit our website or digital services.
How we collect personal data
We collect personal data in a variety of ways, including:
Directly from you when you contact us for a quote, make a booking, ask a question, make a complaint, or provide feedback.
Through our website or other online contact forms if you choose to submit your details online.
From third party providers where necessary to process payments or verify certain details, for example payment service providers that confirm whether a payment has been successful.
Lawful bases for processing your data
We will only use your personal data when we have a lawful basis for doing so. Depending on the circumstances, this may be:
Contract: We process your personal data to take steps at your request before entering into a contract and to perform our contract with you when you book our services. This includes handling quotes, arranging bookings, carrying out moves, and managing payments.
Legitimate interests: We may process your data for our legitimate business interests, provided these are not overridden by your rights and interests. This can include managing our business operations, improving our services, keeping appropriate business records, and responding to enquiries and complaints.
Legal obligation: We may need to process personal data to comply with legal obligations, such as tax, accounting, and record-keeping requirements.
Consent: In some limited cases we may rely on your consent, for example where required by law to send you certain types of marketing. 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 our services, including handling bookings, planning routes, carrying out moves, and managing any follow up required.
To communicate with you about your booking, including confirming arrangements, updating you about timings, and responding to your questions.
To manage payments, invoices, and receipts associated with the services we provide.
To maintain our business records, including information about the services provided, for accounting, auditing and internal reporting.
To handle complaints, disputes, or claims, and to defend our legal rights where necessary.
To improve our services by reviewing feedback and analysing typical enquiries and bookings in the Upton area.
Data sharing and processors
We do not sell your personal data. We may share or disclose personal data where necessary for the purposes set out in this Privacy Policy, including with:
Service providers who act as data processors on our behalf, such as payment processors, information technology and hosting providers, and companies that provide software or systems we use to manage bookings and communications. These processors are only permitted to use your personal data in accordance with our instructions and must protect it in line with data protection law.
Professional advisers, such as accountants or legal advisers, where necessary for business, legal or tax purposes.
Public authorities, regulators or law enforcement bodies, where we are required to disclose personal data to comply with legal obligations or to protect our rights or the rights of others.
Retention of your personal data
We keep personal data only for as long as it is necessary for the purposes for which it was collected, including for the purpose of satisfying any legal, accounting or reporting requirements.
In general, information related to bookings and services will be retained for as long as necessary to manage the contract, handle any issues that arise, and comply with legal and tax requirements. This will typically be for a number of years as required by applicable laws.
Information collected for enquiries that do not lead to a booking may be kept for a shorter period, to allow us to respond to your query and manage our records.
When we no longer need your personal data, we will delete or anonymise it in a secure manner.
Protecting your personal data
We take appropriate technical and organisational measures to safeguard personal data against unauthorised access, accidental loss, disclosure or destruction. These measures include limiting access to personal data to staff and service providers who need it to perform their duties and who are subject to obligations of confidentiality.
Your rights under data protection law
As a customer or potential customer of Man with Van Upton, you have a number of rights under data protection law. These include:
The right of access: You can request a copy of the personal data we hold about you and information about how we use it.
The right to rectification: You can ask us to correct inaccurate or incomplete personal data about you.
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 purpose for which it was collected.
The right to restrict processing: You can ask us to restrict our use of your personal data in certain situations, such as while we are considering a request for rectification or objection.
The right to object: You can object to our processing of your personal data where we are relying on legitimate interests as the lawful basis, including for direct marketing.
The right to data portability: In some cases, you can ask us to provide your personal data in a structured, commonly used and machine readable format, or to transfer it to another organisation.
Where we rely on consent to process your personal data, you have the right to withdraw your consent at any time. Withdrawing consent will not affect the lawfulness of any processing carried out before you withdrew it.
Transfers outside the UK or European Economic Area
If we use service providers or systems that are based outside the UK or European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data, in line with data protection law. This may include using standard contractual clauses or ensuring that the destination country has been recognised as providing an adequate level of data protection.
Updates to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our data protection practices. When we make changes, we will update the date of the latest version and take reasonable steps to inform customers where appropriate. We encourage you to review this Privacy Policy periodically so that you remain informed about how we use and protect personal data for all Man with Van Upton customers in the area.
