Man with Van Custom House Privacy Policy

This Privacy Policy explains how Man with Van Custom House collects, uses and protects your personal data when you use our services in the Custom House area. It applies to all Man with Van Custom House customers and prospective customers within our service area, including individuals and businesses making enquiries, bookings or otherwise interacting with us.

We are committed to protecting your privacy and handling your personal data in a lawful, fair and transparent way, in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.

Personal data we collect

We collect and process different types of personal data depending on how you interact with us and the services you request. The categories of personal data we may collect include:

Identification and contact details such as your name, billing address, collection and delivery addresses, and any additional contact details you choose to provide. Service and booking information such as details about your move or delivery, property access information, preferred dates and times, inventory details, and any special instructions. Communication records such as information you provide when you contact us by phone, through online forms, or in writing, including the content of your messages, feedback or complaints. Payment and billing information such as records of payments made to us, the amounts paid, and related billing information. We do not store full payment card details. Technical and usage information such as information about how you interact with our website or online booking tools, including the date and time of your visit and basic device or browser information where this is collected.

We will only collect the minimum personal data that we need for the purposes set out in this Privacy Policy.

How we collect personal data

We collect personal data directly from you when you request a quote, make a booking, contact us with a query, use our website to submit information, or communicate with us in any other way in the course of receiving our services. We may also receive personal data indirectly from third parties, for example if another person books our services on your behalf or provides your details as an alternative contact.

Lawful bases for processing

We rely on the following lawful bases to process your personal data under data protection law:

Contractual necessity: We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes, confirming bookings, planning and carrying out removals or deliveries, handling payments and communicating with you about your booking. Legal obligation: We may process personal data where this is necessary to comply with legal and regulatory obligations, such as tax, accounting, and record keeping requirements. Legitimate interests: We may process personal data where it is necessary for our legitimate business interests and those interests are not overridden by your rights and freedoms. This may include managing and improving our services, preventing fraud, ensuring the security of our staff and customers, and handling customer queries and complaints. Consent: In situations where none of the other lawful bases apply and where required by law, we may rely on your consent to process certain personal data. Where we rely on consent, you have the right to withdraw it at any time.

How we use your personal data

We may use your personal data for the following purposes:

To provide our man and van and related services in the Custom House area, including arranging and completing moves, collections and deliveries. To prepare and issue quotes, confirm bookings and manage your account or customer record. To communicate with you about your enquiries, bookings, changes to services, and any issues that may arise. To process payments, manage invoices and maintain appropriate financial records. To improve our services, including monitoring demand, planning resources and analysing feedback. To maintain the security and integrity of our operations, for example to prevent and investigate potential fraud or misuse of our services. To comply with legal and regulatory obligations, including responding to lawful requests from public authorities.

Retention of personal data

We keep your personal data only for as long as is necessary for the purposes described in this Privacy Policy and to meet any legal, accounting or reporting requirements.

In general, we will retain booking and service records, including related personal data, for a period that allows us to handle any queries, disputes or claims that may arise after the service is provided and to comply with statutory retention periods. Financial and invoicing records will usually be retained for the period required by tax and accounting laws. Where we hold personal data based solely on your consent, we will keep it until you withdraw your consent or until it is no longer needed for the purpose for which it was collected, whichever occurs first.

When personal data is no longer required, we will securely delete or anonymise it.

Data processors and sharing of personal data

We may share your personal data with selected third parties that act as data processors on our behalf. These processors are engaged under written contracts that require them to process personal data only in accordance with our instructions and to implement appropriate technical and organisational measures to protect your data.

Categories of processors may include payment processing providers, information technology and hosting service providers, customer service and administration support providers, and professional advisers such as accountants where needed for business operations.

We may also share personal data where necessary with third parties that act as independent controllers, such as insurers, legal advisers and public or regulatory authorities where required by law.

We do not sell your personal data. We only share personal data to the extent required to provide our services, run our business lawfully and meet our legal obligations.

International data transfers

Where we use third party service providers that process personal data outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your data in accordance with data protection law. These safeguards may include the use of standard contractual clauses approved by the relevant authorities or other legally recognised transfer mechanisms.

Security of your personal data

We take reasonable and appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure or destruction. These measures include limiting access to personal data to staff and service providers who need it for legitimate business purposes, using secure methods to store and transmit data where appropriate, and maintaining policies and procedures designed to protect data confidentiality and integrity.

Your data protection rights

As a data subject, you have a number of rights in relation to the personal data we hold about you, subject to certain conditions and exemptions under data protection law:

Right of access: You have the right to request confirmation of whether we process your personal data and to obtain a copy of that data, together with certain information about how and why it is processed. Right to rectification: You have the right to request correction of inaccurate personal data and to have incomplete data completed. Right to erasure: In certain circumstances, you have the right to request that we delete your personal data, for example where the data is no longer needed for the purposes for which it was collected or you have withdrawn consent and there is no other legal basis for processing. Right to restriction of processing: You may request that we restrict our processing of your personal data in certain circumstances, for example while we verify the accuracy of the data or consider an objection you have raised. Right to object: You have the right to object to processing based on our legitimate interests if you believe your rights and interests outweigh our reasons for processing. Right to data portability: Where processing is based on consent or on a contract and carried out by automated means, you have the right to request a machine readable copy of your personal data or request that we transmit it to another controller where technically feasible. Right to withdraw consent: Where we rely on your consent to process personal data, you may withdraw that consent at any time. This will not affect the lawfulness of processing before consent was withdrawn.

Exercising your rights

If you wish to exercise any of your data protection rights or have questions about how we handle your personal data, you can contact us using the contact details provided on our website or through the usual communication channels you use with us. We may need to confirm your identity before responding to a request to ensure that your data is protected.

If you are not satisfied with our response, you also have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom.

Policy scope and updates

This Privacy Policy applies to all customers and service users of Man with Van Custom House in our local service area, including anyone who makes enquiries, obtains quotes, books services or otherwise engages with us in relation to our man and van services.

We may update this Privacy Policy from time to time to reflect changes in our services, business practices or legal requirements. Any updated version will be made available through our usual communication channels. We encourage you to review this Privacy Policy periodically to stay informed about how we use your personal data.