Man with Van Whitechapel Privacy Policy

This Privacy Policy explains how Man with Van Whitechapel collects, uses, stores and shares personal data relating to customers and prospective customers using our services in the Whitechapel area. It is intended to meet the requirements of the UK General Data Protection Regulation and the Data Protection Act 2018. By using our services, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all customers and prospective customers of Man with Van Whitechapel in the Whitechapel area, including individuals and businesses that make enquiries, request quotations, place bookings or otherwise interact with us in connection with our man and van, removal or transport services.

Who we are as the data controller

For the purposes of applicable data protection law, Man with Van Whitechapel is the data controller in respect of the personal data we collect about you. This means we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing is carried out in accordance with the law.

Personal data we collect

We only collect personal data that is relevant to arranging and delivering our services, running our business, and communicating with you. The categories of personal data we may collect include:

Identity and contact details, such as your name, title, billing address, collection and delivery addresses, and other contact information you provide to us when you make an enquiry, request a quote or place a booking.

Booking and service information, such as the date and time of your move or transport, details about the goods to be moved, access information for properties, and any instructions or notes you provide in relation to the service.

Communication records, such as enquiries, quotations, messages and other correspondence between you and us, including any feedback or complaints.

Payment and transaction information, such as records of payments you make for our services and associated transaction references. We do not store full payment card details; where card payments are used, these are processed securely by a payment processor.

Technical and usage information, which may include basic information about how you access and use our website or online tools, such as the date and time of visits and the pages viewed, where such data is collected.

How we collect your personal data

We collect personal data directly from you when you contact us, request a quote, place a booking, engage with us by phone or other communication channels, or otherwise interact with our services.

We may also receive personal data about you from third parties where this is necessary to provide our services. For example, if a third party arranges a move on your behalf and provides us with your contact details and service requirements, we will process this information to fulfil the requested service.

Lawful bases for processing your data

We process your personal data only where we have a lawful basis to do so under data protection law. Depending on the context, we may rely on the following lawful bases:

Contract. We process your personal data where it is necessary to enter into or perform a contract with you, for example to provide a quotation, confirm a booking, carry out the move or transport service, and manage any related communications.

Legal obligation. We may process your data where this is necessary for compliance with our legal obligations, such as record keeping, tax and accounting requirements, responding to lawful requests from authorities, or complying with court orders.

Legitimate interests. We may process your personal data where it is necessary for our legitimate business interests, and where these are not overridden by your rights and interests. This can include managing and improving our services, maintaining business records, handling enquiries and complaints, and protecting our business from fraud or misuse.

Consent. In limited cases, we may rely on your consent to process your data, for example where we send certain types of marketing communications. Where processing is based on consent, you may withdraw your consent at any time.

How we use your personal data

We use the personal data we collect for the following purposes:

To respond to your enquiries and provide quotations for our services.

To set up and manage bookings, including confirming dates, addresses, and service details.

To plan, schedule and perform our man and van and removal services.

To communicate with you about your booking, including any changes, delays or issues.

To process payments and maintain appropriate financial and accounting records.

To manage our relationship with you, including handling feedback, questions and complaints.

To improve our services and internal processes, including training, quality monitoring and service development.

To comply with legal and regulatory obligations and to protect or enforce our rights.

Sharing your personal data with processors and other recipients

We may share your personal data with third parties where this is necessary for the purposes described in this Privacy Policy and where we have a lawful basis to do so.

Data processors are third parties who process personal data on our behalf in accordance with our instructions. These may include providers of booking or scheduling tools, payment processing services, data storage and hosting services, customer management systems and other business support services. When we use data processors, we ensure that appropriate data processing agreements are in place and that they are required to keep your data secure and to use it only in accordance with our instructions.

In some cases, we may share your data with other independent controllers, such as insurers, professional advisers or authorities, where this is necessary for legal, regulatory or contractual reasons, or to protect our legitimate interests. Any such sharing will be limited to what is necessary and will be carried out in accordance with data protection law.

We do not sell your personal data to third parties.

International transfers

Where our use of service providers or systems involves transferring personal data outside the United Kingdom, we take steps to ensure an adequate level of protection for your personal data. This may involve using countries that have been recognised as providing an adequate level of protection, or implementing appropriate safeguards such as standard contractual clauses approved by relevant authorities.

Data retention and storage

We retain your personal data only for as long as is necessary for the purposes for which it was collected and to meet any legal, regulatory, tax or accounting requirements.

In general, we keep records relating to bookings, invoices and associated communications for a period that is sufficient to deal with any queries, disputes or claims that may arise, and to comply with our legal obligations. After the relevant retention period has ended, personal data will be securely deleted, anonymised or otherwise disposed of in a way that ensures it can no longer be used to identify you.

The specific retention period can vary depending on the category of data, the nature of our relationship with you and the applicable legal requirements.

How we protect your personal data

We implement appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include restricting access to personal data to those staff and service providers who need it for legitimate business purposes, as well as maintaining appropriate security and organisational policies.

Your data protection rights

Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all Man with Van Whitechapel customers in the Whitechapel area, subject to certain limitations and exemptions. Your rights include:

Right of access. You have the right to request confirmation of whether we process your personal data and, if so, to receive a copy of the personal data we hold about you, together with certain information about how we use it.

Right to rectification. You have the right to request that we correct any inaccurate or incomplete personal data that we hold about you.

Right to erasure. In certain circumstances, you have the right to request that we delete your personal data. This right is not absolute and may be limited where we need to retain the data to comply with legal obligations or to establish, exercise or defend legal claims.

Right to restriction of processing. You may have the right to request that we restrict the processing of your personal data in certain situations, for example where you contest the accuracy of the data or object to our processing.

Right to data portability. In some cases, you have the right to receive personal data that you have provided to us in a structured, commonly used and machine readable format, and to request that we transmit that data to another controller where this is technically feasible.

Right to object. You have the right to object to our processing of your personal data where we rely on legitimate interests as our lawful basis. We will then stop processing your personal data unless we can demonstrate compelling legitimate grounds to continue.

Rights in relation to consent. Where we rely on your consent to process your personal data, you have the right to withdraw that consent at any time. Withdrawing consent will not affect the lawfulness of processing carried out before you withdraw it.

You also have the right to lodge a complaint with the relevant data protection authority if you are unhappy with how we have handled your personal data. We would, however, welcome the opportunity to address your concerns directly before you approach an authority.

Children's data

Our services are not directed at children, and we do not knowingly collect personal data relating to anyone under the age of 18 except where necessary to provide services to a household and only with appropriate involvement of a responsible adult.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations or data processing practices. Any updated version will apply from the date it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.