Man with Van Norbury Privacy Policy

This Privacy Policy explains how Man with Van Norbury collects, uses, stores and protects personal data relating to its customers and prospective customers in the Norbury area. It also sets out your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Man with Van Norbury customers and service users in the Norbury area, including anyone who contacts us to request a quote or information about our services.

Who We Are

Man with Van Norbury is a local removals and transportation service provider operating in and around the Norbury area. For the purposes of data protection law, Man with Van Norbury is the data controller in respect of the personal data described in this Privacy Policy. This means we determine the purposes and means of processing your personal information.

Personal Data We Collect

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

Identification and contact details such as your name, title, address, service location addresses, and general area information. We also collect contact details such as your preferred contact method and any other details you provide in communications with us.

Service details such as information about your requested move or transport job, including dates and times, collection and delivery addresses, access information, property type, items to be moved, and any special instructions you provide.

Transaction and payment information such as the amount charged, payment method type and payment status. We do not store full payment card details. Where third party payment processors are used, they process payment card details on our behalf in accordance with their own security standards.

Communications and correspondence such as information you provide when you contact us by phone, through online forms, or by other means, including enquiries, quotes, feedback and complaints, as well as any notes we make in relation to your enquiry or booking.

Technical usage data where applicable, such as basic information about how you interact with our website or online forms, for example date and time of visits and general device or browser information. This is used for security, troubleshooting and service improvement.

How We Collect Your Data

We collect personal data directly from you when you make an enquiry, request a quote, make a booking, communicate with us about a job, or provide feedback following a completed service.

We may also receive personal data about you indirectly from third parties where this is necessary to provide our services. For example, another person may book a service on your behalf, or we may receive limited data from online booking platforms or advertising services where you have submitted an enquiry for our services.

Lawful Basis for Processing

We only process your personal data where we have a lawful basis under data protection law. The lawful bases we rely on include:

Contractual necessity where processing your personal data is required to enter into or perform a contract with you. This includes handling enquiries, providing quotes, making and managing bookings, delivering our man and van services, and communicating with you about your booking.

Legitimate interests where we have a legitimate business interest in processing your data and this is not overridden by your rights and interests. This may include managing our business operations, improving our services, preventing fraud, maintaining security, handling queries and complaints, and keeping basic records of past jobs in case of disputes.

Legal obligation where we need to process your data to comply with legal or regulatory requirements, such as tax, accounting and record-keeping obligations.

Consent where you have given your clear consent for a specific purpose, for example, if we ever wish to send optional marketing communications you have actively signed up for. You can withdraw your consent at any time by contacting us using the details provided in this policy.

How We Use Your Personal Data

We use your personal data for the following purposes:

To respond to enquiries and provide quotes for our services.

To set up, manage and deliver your booking, including planning routes, allocating staff and vehicles, and carrying out the move or delivery.

To communicate with you about your booking, including confirmations, reminders, changes, and follow-up messages related to the service provided.

To process payments and keep financial and accounting records.

To maintain business and operational records, improve our services, and train our staff.

To handle queries, feedback and complaints and to resolve disputes.

To comply with legal and regulatory obligations and cooperate with law enforcement or regulatory authorities where required.

Data Sharing and Processors

We may share your personal data with carefully selected third parties where necessary for the purposes described in this Privacy Policy.

Service providers and data processors such as payment processing providers, IT and hosting providers, secure document storage providers, and other professional or administrative support services. These third parties process personal data only on our documented instructions and under a written contract, and they are not allowed to use your data for their own independent purposes.

Operational partners such as subcontracted drivers or additional vehicles where these are required to complete your job. In such cases, they receive only the information necessary to carry out the service.

Professional advisers such as accountants, auditors, or legal advisers as necessary for business management, financial reporting and legal compliance.

Public authorities where we are required to do so by law, or where it is necessary to protect our rights, property or safety, or that of our staff, customers, or others.

International Transfers

Our services are primarily based in the Norbury area and within the United Kingdom. If in future any service providers or systems are located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data, such as standard contractual clauses or other lawful transfer mechanisms.

Data Retention

We retain your personal data only for as long as is reasonably necessary to fulfil the purposes we collected it for, including to provide our services, meet our legal obligations, resolve disputes and enforce our agreements.

Enquiry and booking information is generally retained for a period that allows us to respond to follow-up queries and maintain accurate records of jobs carried out in the Norbury area. Payment and transaction records are retained for longer periods where required by tax and accounting regulations.

When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer be associated with an identifiable individual.

Data Security

We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include limiting access to personal data to staff and service providers who need it for their role, using secure systems for storing and transmitting data, and training staff on data protection responsibilities.

Your Data Protection Rights

Under data protection laws, you have a number of rights in relation to your personal data processed by Man with Van Norbury. These include:

The right of access to obtain confirmation of whether we process your personal data and to request a copy of the information we hold about you.

The right to rectification to have inaccurate or incomplete personal data corrected.

The right to erasure in certain circumstances, for example, where the data is no longer needed for the purpose for which it was collected, or where you withdraw consent and there is no other lawful basis for processing.

The right to restrict processing in certain situations, such as where you contest the accuracy of the data or object to our processing.

The right to object to processing based on our legitimate interests, and to object to any direct marketing activities.

The right to data portability where you have provided data to us and it is processed by automated means on the basis of consent or contract. You may request that we provide this data in a structured, commonly used and machine-readable format, or that we transmit it to another controller where technically feasible.

You also have the right to lodge a complaint with the UK Information Commissioner's Office if you believe your data protection rights have been infringed. We encourage you to contact us first so we can address any concerns directly.

Children's Data

Our services are not directed at children, and we do not knowingly collect personal data relating to individuals under the age of 18 for the purposes of our man and van services. If you believe that we have collected personal data about a child, please contact us so that we can remove it.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, operational or legal requirements. Any updated version will apply to all customers and service users in the Norbury area from the date it is published. You should review this policy periodically to stay informed about how we protect your personal data.