Privacy Policy
Man with Van Bellingham Privacy Policy
This Privacy Policy explains how Man with Van Bellingham collects, uses, stores and protects personal data relating to our customers and prospective customers. It applies to all individuals who request, use or enquire about our services in the Bellingham area, whether contacting us by phone, online, or in person. We are committed to complying with the UK General Data Protection Regulation and the Data Protection Act 2018 and to handling your information fairly, transparently and securely.
Data Controller
For the purposes of data protection laws, Man with Van Bellingham is the data controller in relation to the personal data we process about you. This means we decide how and why your personal data is used, and we are responsible for ensuring that such use complies with applicable law.
Personal Data We Collect
We only collect personal data that is relevant to arranging and delivering our services, managing our relationship with you and meeting our legal obligations. The types of personal data we may collect include:
Identification and contact details, such as your full name, residential or business address, email address and any contact telephone numbers you provide.
Service details, such as collection and delivery addresses, access instructions, preferred dates and times, descriptions of items to be moved, parking information and any other information required to plan and perform the service.
Communication records, such as information you provide when you contact us to request a quote, make a booking, give feedback, make a complaint, or ask questions about our services. This may include notes of telephone conversations, written correspondence and any information you choose to share with us.
Billing and payment-related information, such as details required to issue an invoice, records of payments received, and information relating to changes, cancellations, refunds or disputes. We do not store full payment card details; where card payments are taken, these are processed by an external payment provider.
Technical and usage data, where relevant, such as information about how you use our website or online booking tools, including pages visited and basic device or browser details. This is generally collected using cookies or similar technologies where legally permitted and appropriate notices are provided.
How We Collect Your Data
We collect personal data directly from you when you contact us to request information or a quote, confirm a booking, or communicate with us in any way regarding our services. This may be via telephone, text message, online forms, or other written or verbal communication methods.
We may also receive personal data about you from third parties where this is necessary to provide our services, for example where a business books a move on your behalf and shares your contact details and address information with us. In these cases, we will process your data in accordance with this Privacy Policy.
Lawful Bases for Processing
We rely on specific lawful bases under data protection law to process your personal data. These include:
Contract. We process personal data when it is necessary to enter into or perform a contract with you. This covers activities such as providing quotes, confirming bookings, arranging and completing moves, communicating with you about the service, handling payments, and managing any changes or issues that arise.
Legitimate interests. We may process personal data where it is necessary for our legitimate business interests and where your rights and interests do not override those interests. Examples include improving our services, keeping basic records for business management, protecting our vehicles and staff, and responding to general enquiries or feedback.
Legal obligations. We process personal data when this is required to comply with laws and regulations, for example maintaining financial records for tax and accounting purposes or responding to lawful requests from public authorities.
Consent. In limited circumstances, we may rely on your consent, for example for certain types of marketing communications. Where we rely on consent, you have the right to withdraw it at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide quotations and respond to service enquiries, including assessing your requirements, estimating costs and discussing options.
To confirm, plan and deliver our services, including coordinating collection and delivery addresses, arranging times, and carrying out the physical move or transport as agreed.
To manage our relationship with you, including communicating with you about bookings, changes, cancellations, delays, feedback, complaints or aftercare.
To issue invoices, process payments, maintain financial records and handle any queries or disputes relating to charges.
To improve and develop our services, through analysis of customer feedback, service history and general operational data.
To comply with legal, regulatory and insurance requirements, including retaining certain records for prescribed periods.
Data Retention
We keep your personal data only for as long as is reasonably necessary for the purposes set out in this Privacy Policy and to meet our legal and regulatory obligations. In determining appropriate retention periods, we consider the type of data, the nature of our relationship with you, the potential risk of harm from any unauthorised use or disclosure, and applicable legal requirements.
In general, records relating to bookings, services performed and associated financial information are retained for a number of years to meet tax, accounting and contract law obligations. Communication records and other operational data may be kept for a shorter period where it is no longer needed for the original purposes. When personal data is no longer required, we will securely delete or anonymise it.
Data Sharing and Processors
We may share your personal data with trusted third parties where necessary for the operation of our business and the provision of our services. These third parties act as data processors on our behalf and are required to handle your data only in accordance with our instructions and with appropriate security measures in place.
Examples of such processors include payment service providers who process card or electronic payments, providers of accounting or invoicing software used to manage our financial records, and information technology or communications service providers who support our systems and facilitate our communications with you.
We may also share personal data with professional advisers such as accountants or legal advisers where reasonably necessary for the management of our business and compliance with our obligations, and with public authorities or regulators where required by law.
We do not sell your personal data to third parties. We take reasonable steps to ensure that third parties with whom we share data provide sufficient guarantees regarding the security and confidentiality of your information.
International Transfers
Where we use service providers or systems located outside the United Kingdom or the European Economic Area, your personal data may be transferred to countries that may have different data protection standards. In such cases, we will ensure that appropriate safeguards are in place, such as using standard contractual clauses or relying on other lawful transfer mechanisms, so that your data remains adequately protected.
Data Security
We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include access controls, secure storage and reasonable safeguards for both digital and physical records.
While we take reasonable steps to protect your data, no system is completely secure. We therefore cannot guarantee absolute security of information transmitted to or by us. However, we continually review and update our security practices to reduce risks as far as reasonably possible.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions.
Right of access. You have the right to request confirmation of whether we process your personal data and to obtain a copy of that data, together with certain information about how we use it.
Right to rectification. You have the right to ask us to correct or complete personal data that is inaccurate or incomplete.
Right to erasure. You may have the right to request that we 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 and there is no other legal basis for processing.
Right to restriction. You may have the right to request that we restrict the processing of your data in certain circumstances, such as while we verify its accuracy or consider an objection you have raised.
Right to object. You may have the right to object to our processing of your personal data where we rely on legitimate interests as the lawful basis. We will consider your objection and stop processing unless we have compelling legitimate grounds to continue or the processing is necessary for legal claims.
Right to data portability. Where our processing is based on your consent or on a contract and is carried out by automated means, you may have the right to receive your personal data in a structured, commonly used and machine-readable format and to transmit it to another controller.
Right to withdraw consent. Where we rely on your consent to process personal data, you can 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 data protection authority if you are concerned about our handling of your personal data. We encourage you to contact us first so that we can try to resolve any concerns directly.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or the services we provide. Any updated version will apply to all personal data we hold at the time of the change and any future data collected. We recommend that you review this policy periodically to stay informed about how we protect your information.
