Privacy Policy
Man with Van Orpington Privacy Policy
This Privacy Policy explains how Man with Van Orpington collects, uses, stores and shares your personal data when you use our services. It is designed to comply with the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Man with Van Orpington customers in the Orpington area, including prospective, current and past customers who contact us, request a quotation or use our moving and transport services.
By contacting us, requesting a quote, booking a service or otherwise providing your personal data, you acknowledge that you have read and understood this Privacy Policy.
Who We Are
Man with Van Orpington is a local moving and transport service provider operating in and around the Orpington area. For the purposes of data protection law, we are the data controller in respect of the personal data that we collect and process about our customers and prospective customers.
Personal Data We Collect
We collect and process personal data that is necessary to provide our services, manage our business and meet our legal obligations. The types of personal data we may collect include:
Identification and contact details, such as your name, title, postal address, collection and delivery addresses, and other contact details such as your preferred contact method.
Booking and service information, including details of the services you request, dates and times of moves, access information for premises, inventory details you provide, and any special instructions relevant to the service.
Communication records, including information contained in enquiries, messages and correspondence you send to us by phone, text, online form or other communication channels, and any notes we make to manage your booking.
Payment and transaction data, such as details of payments you make to us and related billing information. We do not store full payment card details; payment processing is carried out by third party payment processors.
Technical and usage information, such as basic technical data that may be collected when you visit our website or online profiles, including IP address, device type and general usage information where this is necessary for site operation or security.
How We Collect Your Data
We may collect your personal data directly from you when you contact us to request a quotation, make a booking, ask a question, provide feedback, or otherwise communicate with us about our services.
We may also receive personal data about you from third parties, for example where another person books our services on your behalf, or where partners or platforms pass us enquiry details that you have submitted to them about our services.
Lawful Basis for Processing
We process your personal data only when we have a lawful basis under data protection law. The main lawful bases we rely on are:
Performance of a contract: to take steps at your request before entering into a contract, and to perform our contract with you. This includes handling enquiries, providing quotations, managing bookings, carrying out moves and transport services, communicating with you about your booking, and processing payments.
Legitimate interests: to pursue our legitimate business interests, provided your interests and fundamental rights do not override these. This includes managing our operations, improving our services, keeping appropriate business records, handling queries and complaints, and protecting against fraud or misuse of our services.
Legal obligations: to comply with legal and regulatory requirements, such as tax, accounting and record-keeping obligations, and to respond to lawful requests from public authorities.
Consent: in limited circumstances where we rely on your consent, for example for certain types of direct marketing communications where required by law. Where 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 to you, including responding to enquiries, supplying quotations, confirming and managing bookings, planning your move or transport, and carrying out the agreed services.
To communicate with you about your booking or enquiry, including sending confirmations, updates, service messages and responding to your questions or requests.
To process payments and manage invoices and accounts related to the services you receive from us.
To manage our relationship with you, including obtaining feedback, handling complaints, and keeping you informed about relevant changes to our services and policies.
To operate, protect and improve our business, services and customer experience, including internal reporting, training and quality control.
To meet our legal, regulatory and tax obligations, and to assist with the prevention and detection of fraud and other unlawful activities.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with selected third parties when this is necessary for the purposes described in this Privacy Policy, including:
Service providers acting as data processors, such as payment processing providers, IT and system support providers, customer management and communication service providers, and other professional service providers who help us to operate our business. These processors are only permitted to use your personal data in accordance with our instructions and for the purposes we specify, and they must keep your data secure.
Professional advisers, such as accountants or legal advisers, where this is necessary for the management of our business or in connection with legal obligations or disputes.
Law enforcement, regulators or other public authorities where we are legally required to do so, or where disclosure is necessary to protect our rights, your safety or the safety of others.
International Transfers
If any of our service providers are located outside the United Kingdom or the European Economic Area, and your personal data is transferred internationally, we will take appropriate steps to ensure that your data remains adequately protected. This may include using standard contractual clauses or relying on other legally recognised safeguards.
Data Retention
We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected and to meet our legal and regulatory obligations.
In general, we keep records of bookings, invoices and related communications for a period required by tax and accounting rules. Enquiry records and correspondence may be kept for a reasonable period to allow us to manage our relationship with you, handle any follow-up enquiries or disputes, and maintain accurate business records.
When personal data is no longer required for these purposes, we will securely delete or anonymise it so that it can no longer be used to identify you.
Your Data Protection Rights
You have several rights in relation to the personal data we hold about you, subject to certain conditions and exemptions under data protection law. These include:
Right of access: you can request confirmation of whether we process your personal data and obtain a copy of the personal data we hold about you, together with information about how we use it.
Right to rectification: you can ask us to correct or complete any inaccurate or incomplete personal data that we hold about you.
Right to erasure: in some 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 or where you withdraw consent and there is no other lawful basis for processing.
Right to restriction of processing: you can ask us to restrict the processing of your personal data in certain situations, such as where you contest its accuracy or object to our use of it.
Right to data portability: in certain cases, you can request a copy of the personal data you have provided to us in a structured, commonly used, machine-readable format and have it transmitted to another controller where this is technically feasible.
Right to object: you can object to our processing of your personal data where we rely on legitimate interests as our lawful basis. We will stop processing unless we can demonstrate compelling legitimate grounds which override your interests, rights and freedoms, or where processing is needed for legal claims. You also have the right to object to direct marketing at any time.
Where we rely on consent to process your personal data, you have the right to withdraw your consent at any time. Withdrawal will not affect the lawfulness of processing based on consent before it was withdrawn.
Security of Your Personal Data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures include restricting access to personal data to those who need it for business purposes, using secure systems and applying suitable safeguards when sharing data with third party processors.
Privacy Policy Scope and Changes
This Privacy Policy applies to all customers, prospective customers and users of Man with Van Orpington services in the Orpington area. We may update this Privacy Policy from time to time to reflect changes in our practices, services or legal obligations. When we make significant changes, we will take reasonable steps to inform you, where appropriate. The latest version will always apply to the personal data we hold about you.
