Privacy Policy
Man with Van Crews Hill Privacy Policy
This Privacy Policy explains how Man with Van Crews Hill collects, uses, stores, and shares personal data relating to its customers and prospective customers. It applies to all Man with Van Crews Hill customers and prospective customers in the Crews Hill area who use our services, make enquiries, or otherwise interact with us.
We are committed to protecting your privacy and handling your personal data in a fair, transparent, and secure way in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.
Who this Privacy Policy covers
This Privacy Policy applies to individuals who use or express an interest in our man with van and related services in the Crews Hill area, including:
Customers who book or use our services.
Individuals who request a quotation or information about our services.
Individuals who contact us by phone, message, or through any online form we may use.
Individuals whose data is provided to us as a contact point for a booking, such as a sender or recipient at a collection or delivery address.
Personal data we collect
We collect only the personal data that is necessary for us to provide our services, manage bookings, and run our business. The types of personal data we may collect include:
Identity and contact details: name, address, service locations, and other contact details shared with us for the purpose of delivering the service.
Booking and service information: details of your requested service, such as collection and delivery addresses, access details, timing preferences, and any special instructions.
Communication data: information you provide when you contact us, including the content of messages, notes from conversations, and any follow up communication related to your booking or enquiry.
Payment and transaction data: information about payments you make to us and related billing records. We do not store full card details when third party payment processors are used.
Technical and usage data: limited technical data such as your IP address and basic usage information where this is necessary for the secure and effective operation of any website or online booking tools we may use.
How we collect personal data
We collect your personal data in several ways, including:
Directly from you when you contact us to request a quotation, make a booking, or ask a question about our services.
During the provision of our services when we confirm details such as access instructions, contact persons at collection and delivery locations, and timing arrangements.
From third parties who are authorised to act on your behalf, such as a family member, employer, or business partner who books our services for you.
Automatically through technical means such as server logs or similar technologies that help us secure and improve any online services we use.
Lawful bases for processing personal data
We process personal data only when we have a lawful basis to do so under data protection law. The main lawful bases we rely on are:
Contract: we process your personal data when it is necessary to enter into or perform a contract with you, such as when you request a quotation, make a booking, or use our services. This includes managing your booking, providing the service, communicating with you, and handling payments.
Legitimate interests: we process personal data when it is necessary for our legitimate business interests, provided that your interests and fundamental rights do not override those interests. This may include improving our services, managing our business operations, protecting our property and vehicles, handling customer queries, and exercising or defending legal claims.
Legal obligation: we may process your personal data where this is necessary for us to comply with a legal obligation, such as record keeping, accounting, tax obligations, or responding to lawful requests from authorities.
Consent: in limited circumstances we may rely on your consent, for example where we wish to send certain types of marketing communication that you have chosen to receive. Where we rely on consent, you can withdraw it at any time.
How we use your personal data
We use the personal data we collect for the following purposes:
To provide and manage our man with van services, including arranging collections and deliveries, planning routes, and ensuring safe and secure handling of your items.
To create and manage bookings, including confirming details, rescheduling where necessary, and informing you of updates related to your service.
To communicate with you about your enquiry, quotation, booking, or any concerns you may have.
To handle payments, issue invoices or receipts, and keep appropriate business and financial records.
To manage our customer relationships, including dealing with feedback, complaints, or disputes.
To improve the efficiency, safety, and quality of our services and operations.
To comply with applicable laws and regulations and to cooperate with regulators and law enforcement where required.
Data sharing and processors
We do not sell your personal data. We share your data only where necessary and with appropriate safeguards in place. We may share your personal data with:
Service providers that act as data processors on our behalf. These may include providers of booking systems, payment processing, accounting tools, secure data storage, and communication or messaging tools used to manage bookings and customer interactions.
Professional advisers such as accountants, auditors, or legal advisers where this is necessary for managing our business and complying with legal obligations.
Regulators, law enforcement, or other authorities where we are legally required or permitted to do so.
In all cases where third parties act as processors, they are only permitted to process your personal data in accordance with our instructions and for the purposes described in this Privacy Policy, and they are required to protect your data appropriately.
Data retention and storage
We keep your personal data only for as long as it is necessary for the purposes for which it was collected, including to provide our services, meet legal, accounting, or reporting requirements, and handle any queries or disputes.
In general, we apply the following retention principles:
Booking and service records are usually kept for a period that allows us to manage repeat bookings, address any follow up queries, and meet our legal and tax obligations. After this period, data is securely deleted or anonymised.
Communication records related to bookings or enquiries are kept for a period that reflects the nature of the communication and our need to retain evidence of interactions.
Payment and transaction information is retained for the period required by tax and accounting regulations.
Where data is no longer needed for the purposes for which it was collected and there is no legal requirement to retain it, we will securely delete or anonymise it.
International transfers
Where we use processors or service providers located outside the United Kingdom or the European Economic Area, we take steps to ensure that your personal data is given an equivalent level of protection. This may involve using jurisdictions that have been recognised as providing an adequate level of protection, or implementing appropriate safeguards such as standard contractual clauses approved by relevant authorities.
Your data protection rights
You have a number of rights in relation to your personal data under data protection law. These rights may be subject to certain conditions and exemptions, and we will always explain if we are unable to comply with a request for legal reasons. Your rights include:
Right of access: you can request confirmation of whether we hold personal data about you and obtain a copy of that data, together with information about how it is processed.
Right to rectification: you can ask us to correct inaccurate or incomplete personal data that 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 purpose for which it was collected or where you withdraw consent and there is no other legal 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 while we are dealing with a request to correct inaccurate data.
Right to data portability: where processing is based on consent or on a contract and carried out by automated means, you can request that we provide your data in a structured, commonly used, and machine readable format, and that it be transmitted to another controller where technically feasible.
Right to object: you can object to processing based on our legitimate interests, including profiling, and we will stop processing your data unless we have compelling legitimate grounds that override your interests, rights, and freedoms, or we need the data for legal claims. You can always object to direct marketing.
Right to withdraw consent: where we rely on your consent, you can withdraw it at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.
Security of your personal data
We take appropriate technical and organisational measures to protect your personal data from unauthorised access, disclosure, alteration, or destruction. These measures include limiting access to personal data to those who need it for legitimate business purposes, using secure systems for storing and transmitting information, and maintaining appropriate policies and procedures to manage data protection risks.
Updates to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any updated version will apply from the date it is made available. We encourage you to review this Privacy Policy periodically so that you remain informed about how we handle your personal data.
