Privacy Policy
Man with Van Colney Hatch Privacy Policy
This Privacy Policy explains how Man with Van Colney Hatch collects, uses, stores and protects personal data relating to our customers and prospective customers in the Colney Hatch area. It also sets out your rights under the UK General Data Protection Regulation and related data protection laws. This Privacy Policy applies to all Man with Van Colney Hatch customers and service users in the area, whether you contact us online, by phone, or in person.
Who We Are
Man with Van Colney Hatch is a removals and transport service operating in and around the Colney Hatch area. For the purposes of data protection law, we act as the data controller for the personal data we collect about you in connection with providing our services.
Personal Data We Collect
We may collect and process the following categories of personal data when you enquire about or use our services:
Identification and contact details, such as your name, address, service address, billing address, and any other relevant locations, and any contact details you choose to provide so that we can communicate with you about your booking or enquiry.
Service and booking information, such as requested dates and times for a move or collection, description of items to be moved, access details for properties, special instructions or additional services requested, and any notes needed to safely and efficiently carry out the service.
Payment and billing information, such as amounts charged, payment status, and basic billing records that allow us to manage our accounts and comply with our legal and tax obligations. We do not store full card details if you pay using card-based payment services; any such data is handled by our chosen payment processors.
Communications data, including information contained in enquiries, emails, messages, and any feedback or complaints you send us, as well as records of any relevant phone conversations where we need to keep a record for service or legal reasons.
Technical and usage data, where applicable, such as your IP address, device type, or basic usage information if you visit our website or online pages, to help us maintain security and improve our services.
How We Collect Your Data
We collect personal data directly from you when you contact us to request a quote, make a booking, ask a question, or provide feedback. This may be done by phone, via an online form, or in writing. We may also receive personal data indirectly when someone else arranges a service on your behalf and provides your details as the contact person or service address.
Lawful Basis for Processing
We process your personal data only where we have a lawful basis under data protection law. The main lawful bases we rely on are:
Contract: We process data that is necessary to provide our services, give you a quote, respond to your booking or enquiry, perform the removal or transport work, and manage any follow-up or aftercare.
Legal obligation: We retain certain records and process data where required by law, such as for tax, accounting, and regulatory compliance purposes, and to respond to lawful requests from authorities.
Legitimate interests: We may process your data for our legitimate business interests, such as managing and improving our services, safeguarding our staff and customers, ensuring the security of our operations, handling complaints, and preventing or detecting fraud. We balance these interests against your rights and freedoms.
Consent: In some cases, we may rely on your explicit consent, for example, where you choose to receive non-essential marketing communications. You can withdraw your consent at any time by contacting us.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide and manage our services, including preparing and sending quotes, confirming bookings, planning routes, allocating vehicles and staff, carrying out the move or collection, and communicating with you about the progress of your service.
To manage customer relationships, including handling your enquiries, requests, feedback, and complaints, and keeping appropriate records of our interactions and services provided.
To manage payments and accounts, including issuing invoices, processing payments via our chosen payment processors, maintaining accounting and financial records, and managing any refunds or disputes.
To improve our services and operations, including reviewing how services are used, assessing customer satisfaction, training staff, and enhancing the safety and efficiency of our operations.
To ensure security and prevent misuse, including verifying identity where appropriate, protecting our staff and property, and preventing or investigating suspected fraud or unlawful activity.
To comply with legal and regulatory requirements, including responding to legitimate requests from public authorities where we are legally obliged to do so.
Data Processors and Sharing of Data
We may share your personal data with carefully selected third parties that act as data processors on our behalf. These processors are only permitted to use your personal data in accordance with our instructions and for the purposes described in this Privacy Policy. They must also implement appropriate security measures.
Typical categories of processors include providers of payment processing services that handle card or online payments, IT and hosting providers that support our website, email, and data storage systems, and professional service providers such as accountants or legal advisers where they need limited access to data to provide their services.
We may also share personal data where required by law, for example with law enforcement agencies, regulatory bodies, or courts, when we are under a legal obligation to disclose information or when disclosure is necessary to establish, exercise, or defend legal claims.
We do not sell your personal data to third parties.
International Transfers
Where any of our processors or systems involve the transfer of personal data outside the United Kingdom or the European Economic Area, we ensure that appropriate safeguards are in place to protect your data, such as standard contractual clauses approved by relevant authorities, or other legally recognised mechanisms designed to ensure an equivalent level of protection.
Data Retention
We keep your personal data only for as long as necessary for the purposes for which it was collected, and to meet legal, accounting, or reporting requirements.
In practice, this usually means that basic customer and service records related to bookings and completed services are retained for a number of years after the end of our relationship, to allow us to respond to queries, manage any legal claims, and comply with tax and accounting rules. Communications such as routine enquiries may be kept for a shorter period.
When personal data is no longer required, we will securely delete it or anonymise it so that it can no longer be linked to an identifiable individual.
How We Protect Your Data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures include secure storage of records, restricted access to personal data on a need-to-know basis, staff awareness and guidance on data protection, and the use of security features on our devices and systems where appropriate.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These rights apply in most situations, subject to certain limitations and exceptions. Your rights include:
Right of access: You can request confirmation of whether we hold personal data about you, and ask for a copy of that data 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 we hold about you.
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 reason to retain it.
Right to restriction of processing: You can ask us to restrict the use of your personal data in certain situations, for example while we are verifying its accuracy or assessing an objection you have raised.
Right to object: You can object to our processing of your personal data where we rely on legitimate interests as the lawful basis, especially in relation to direct marketing or profiling.
Right to data portability: Where processing is carried out by automated means and based on your consent or a contract, you may have the right to receive your personal data in a structured, commonly used, machine-readable format and to request that it is transmitted to another controller where technically feasible.
Right to withdraw consent: Where we rely on consent as the lawful basis for processing, you have the right to withdraw that consent at any time. This will not affect the lawfulness of any processing that took place before you withdrew consent.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe your rights have been infringed. 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 services, how we handle personal data, or legal requirements. Any changes will take effect when the updated policy is made available. We recommend that you review this Privacy Policy periodically to stay informed about how we protect your personal data.
