Man with Van Winchmore Hill Privacy Policy
This Privacy Policy explains how Man with Van Winchmore Hill collects, uses, stores, and protects personal data. It also explains your rights under applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Man with Van Winchmore Hill customers in our local service area, including people who make enquiries, book our services, or otherwise interact with us.
Who we are
Man with Van Winchmore Hill is a local removals and transport service. For the purposes of data protection law, Man with Van Winchmore Hill is the controller of the personal data described in this Privacy Policy, meaning we decide how and why your data is processed.
Personal data we collect
We collect only the personal data that we need in order to provide our services, respond to enquiries, and manage our business. The types of personal data we may collect include:
Identification and contact details such as name, postal address, collection and delivery addresses, and general location details within our service area. Booking and service details such as dates and times of moves, type and size of move, access details at each address, special instructions, and information related to the items being transported where this is necessary to plan and carry out the service. Communication records such as information you provide when you contact us by message or form, including the content of your enquiry, feedback, or complaints, and any follow up correspondence. Payment and transaction information such as records of services booked, amounts charged, payment status, and basic payment references necessary for our accounts and tax records. Technical and usage information, where relevant, such as basic information about how you found us and how you interact with our website or online forms, including dates, times, and general device or browser information.
How we collect your data
We collect data directly from you when you request a quote or make an enquiry, book a service, communicate with us, or provide feedback. We may also collect data automatically when you use our website or online booking tools, such as technical and usage data as described above, using common technologies such as cookies or log files. In limited cases, we may receive data from third parties where this is necessary to provide our services, for example if a letting agent or another person books a service on your behalf. In those cases, we assume they have your authority to share your details with us.
Lawful bases for processing
We process your personal data only when we have a valid legal basis to do so under data protection law. The main lawful bases we rely on are:
Contract. We process personal data to take steps at your request before entering into a contract and to perform our contract with you. This includes managing enquiries, providing quotations, arranging and delivering moving and transport services, and handling billing and payment. Legal obligation. We process personal data where necessary to comply with legal obligations, including accounting, tax, and record-keeping requirements, and to respond to lawful requests from authorities. Legitimate interests. We process personal data where it is necessary for our legitimate business interests, provided your rights and interests do not override those interests. These interests include managing and improving our services, preventing fraud or misuse, handling queries and complaints, maintaining business records, and protecting our legal rights. Consent. In limited situations, we may rely on your consent, for example for certain types of optional marketing communications. 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 respond to your enquiries, provide information about our services, and offer quotations. To create and manage bookings, plan and carry out moves, and provide customer support before, during, and after your move. To manage payments, issue invoices or receipts, and maintain accurate accounts and tax records. To communicate with you regarding changes to bookings, service updates, or important information relating to the services you have requested. To improve our services, operations, and customer experience, including reviewing feedback and analysing aggregated data. To protect our business, our staff, and our customers, including preventing misuse of our services, resolving disputes, and enforcing our terms.
Data sharing and processors
We do not sell your personal data to third parties. We may share your data with certain third parties where necessary to provide our services or run our business. These third parties act as processors or independent controllers, depending on their role.
Processors are service providers that process data on our behalf and according to our instructions. Examples may include administrative support, accounting or bookkeeping services, secure storage or hosting services, and technology or software providers that help us manage bookings, communications, or records. These processors are bound by contracts requiring them to protect your data and to use it only for the purposes we specify.
In some cases, we may need to share data with other independent controllers, such as professional advisers, insurers, or government and regulatory bodies where we are required to do so by law or to protect our legal rights. Where we use any third party based outside the UK or European Economic Area, we will ensure that appropriate safeguards are in place to protect your data in accordance with data protection law.
Data retention
We keep your personal data only for as long as necessary for the purposes for which it was collected, including any legal, accounting, or reporting requirements.
Enquiry records are kept for a period that allows us to manage your enquiry and follow up where appropriate. Booking and service records, including relevant contact details and transaction information, are generally kept for a period aligned with our legal obligations and limitation periods for claims. Financial and tax-related records are retained for the period required by applicable tax and accounting laws.
When personal data is no longer needed, we securely delete or anonymise it. If it is not practical to delete all data promptly, we will securely restrict access and use until deletion is possible.
Your rights under data protection law
If you are a customer or individual in our service area, you have a number of rights in relation to your personal data. These rights apply subject to certain conditions and exemptions.
Right of access. You can request confirmation of whether we hold personal data about you and obtain a copy of that data, along with information about how we use it. Right to rectification. You can ask us to correct or complete any personal data that is inaccurate or incomplete. Right to erasure. In certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected and we have no legal obligation to keep it. Right to restriction. You can ask us to restrict the processing of your data in certain situations, such as while we are verifying its accuracy or considering an objection you have raised. Right to object. You can object to processing that is based on our legitimate interests, including profiling related to those interests. We will stop processing unless we have compelling legitimate grounds that override your interests or we need to continue for legal reasons. Right to data portability. For data you provided to us and that we process by automated means on the basis of consent or contract, you can request a copy in a commonly used electronic format or ask us to transfer it to another controller where technically feasible. Right to withdraw consent. Where we rely on your consent, you may withdraw that consent at any time. This will not affect the lawfulness of processing carried out before withdrawal.
How we protect your data
We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. Measures include limiting access to personal data to those who need it for their role, using secure systems and storage, and ensuring that our staff and processors are aware of and follow data protection requirements.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or how we process personal data. When we make changes, we will update the wording on this page. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.
