Privacy Policy
Man with Van Westcombe Park Privacy Policy
This Privacy Policy explains how Man with Van Westcombe Park collects, uses, stores and protects personal data. It applies to all Man with Van Westcombe Park customers and prospective customers in the Westcombe Park area, including anyone who contacts us to request a quote, make a booking or obtain information about our services.
Who We Are and Scope of This Policy
Man with Van Westcombe Park provides man and van, removal and related transport services in and around the Westcombe Park area. For the purposes of applicable data protection laws, including the United Kingdom General Data Protection Regulation and the Data Protection Act, we act as the data controller for the personal data described in this Privacy Policy.
This Privacy Policy covers all personal data we process about our customers, prospective customers, and individuals who communicate with us in relation to our services in the Westcombe Park area, regardless of the communication channel used.
Types of Personal Data We Collect
We collect and process different categories of personal data, which may include the following:
Identification and contact details such as name, postal address, service address, pick up and drop off addresses, billing address, and general location information relevant to the provision of our services.
Communication details such as information you provide when you contact us, request a quote, make a booking, raise a query or complaint, or provide feedback about our services.
Service and booking information such as preferred dates and times for services, details of items to be moved, access information for properties, special instructions, and records of services we have provided to you.
Payment related information such as payment method details, transaction records, amounts charged, and related billing information. We do not store full card details where payment is processed through third party payment providers.
Technical and usage information where relevant, including information about how you interact with our website or online forms, such as basic device and browser details and pages accessed, where this is collected via standard web server logs or similar tools.
How We Collect Personal Data
We collect personal data in several ways:
Directly from you when you contact us by phone, through an online form, in person or by any other communication method to request a quote, make a booking, or ask a question.
When you use our services, including during the planning, execution and follow up of a removal or man and van job, where you provide details of addresses, access information and the items to be moved.
From third parties where necessary for providing our services, for example where you are not the property owner but have been authorised to arrange the service, or where another person provides your contact details in relation to a shared move or joint booking.
Automatically, to a limited extent, through basic website analytics and server logs used to maintain and secure our online presence.
Lawful Basis for Processing Your Data
We process your personal data only where we have a valid lawful basis under data protection law. The main lawful bases we rely on are:
Performance of a contract. We use your personal data to prepare quotes, make bookings, provide removal and man and van services, manage your account, and handle payments and billing. Without this information we would not be able to perform the contract or take steps at your request before entering into a contract.
Legitimate interests. We may process your data for our legitimate business interests, such as managing our relationship with you, improving our services, training staff, protecting our business, ensuring the security of our operations, and handling queries and complaints. We balance these interests against your rights and expectations and only rely on this basis where it is appropriate.
Legal obligations. We may process certain personal data to comply with legal and regulatory requirements, such as keeping accounting records, responding to lawful requests from authorities or regulators, and maintaining records necessary for tax or audit purposes.
Consent. In limited cases, we may rely on your consent, for example for certain types of direct marketing communications. Where we rely on consent, you may withdraw this consent at any time and we will stop processing your data for those purposes.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To provide quotations for man and van and removal services tailored to your specific needs and locations.
To manage bookings, plan routes, schedule staff and vehicles, and carry out the agreed services safely and efficiently.
To communicate with you before, during and after the provision of services, including confirming bookings, updating you about timings, and resolving any issues that may arise.
To process payments, issue invoices and receipts, manage refunds where applicable, and keep accurate financial records.
To improve our services and customer experience, including through internal reporting, training and service development.
To maintain the security of our operations, prevent fraud and misuse, and protect our legal rights and interests.
To comply with any legal or regulatory obligations that apply to our business.
Data Retention
We retain personal data only for as long as is necessary for the purposes for which it was collected, and in line with applicable legal and regulatory requirements.
Booking and service records, including your contact details, addresses and service history, are typically retained for a period that enables us to respond to questions, handle disputes, and demonstrate that we have fulfilled our contractual and legal obligations. This will usually be for several years after the end of our relationship with you, in accordance with tax and accounting requirements.
Payment and invoice records are retained for a period determined by applicable financial, tax and audit laws.
Where we rely on consent for specific forms of communication, we will retain the relevant contact information until you withdraw your consent or we determine that it is no longer needed for that purpose.
When personal data is no longer required, we will securely delete or anonymise it so that it can no longer be linked to you.
Data Sharing and Processors
We do not sell your personal data. We may share your data with third parties only where necessary for legitimate purposes and subject to appropriate safeguards.
Service providers and processors. We may use trusted third party providers to support our operations, such as payment processing companies, accounting and bookkeeping services, external drivers or subcontractors assisting with moves, website hosting and maintenance providers, and providers of business software. These third parties act as data processors and may only process your personal data on our instructions and for the relevant purposes. We ensure that appropriate contractual and security measures are in place.
Professional advisers. We may share data with professional advisers such as accountants, auditors or legal advisers where necessary for the services they provide to us.
Authorities and legal obligations. We may disclose personal data where required to do so by law or where we reasonably believe such action is necessary to comply with legal processes, respond to requests from public or regulatory authorities, or protect our rights, property, safety, customers or others.
In all cases, we limit the data shared to what is strictly necessary for the intended purpose and require recipients to protect the confidentiality and security of your personal data.
International Transfers
Our primary operations are based in the United Kingdom. If we engage processors or service providers located outside the United Kingdom or the European Economic Area, and your personal data is transferred internationally, we will ensure that appropriate safeguards are in place. These may include using standard contractual clauses or relying on an adequacy decision, in accordance with data protection laws.
Data Security
We take appropriate technical and organisational measures to protect your personal data from accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures may include access controls, secure storage, encryption or pseudonymisation where appropriate, staff training, and procedures for handling suspected data incidents.
While we take reasonable steps to protect your information, no transmission or storage system can be guaranteed as completely secure. We continuously review and enhance our security measures in light of technological developments and business needs.
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 Westcombe Park customers and prospective customers in the Westcombe Park area, subject to certain legal limitations and exemptions.
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 information about how and why we use it.
Right to rectification. You have the right to request that we correct or complete any personal data that you believe is inaccurate or incomplete.
Right to erasure. In certain circumstances, you may ask us to delete your personal data, for example where it is no longer necessary for the purposes for which it was collected or where you have withdrawn consent and there is no other legal basis for processing.
Right to restriction. You may request that we restrict the processing of your personal data in certain situations, such as where you contest its accuracy or object to our use of it.
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 stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms or the processing is required for legal claims.
Right to data portability. In some cases, you may request that we provide your personal data in a structured, commonly used and machine readable format, or that we transmit it directly to another controller, where this is technically feasible and the processing is based on consent or contract and carried out by automated means.
Right to withdraw consent. Where we rely on your consent, you may withdraw it at any time. This will not affect the lawfulness of any processing carried out before you withdrew your consent.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your rights have been infringed.
Children
Our services are not directed at children and we do not knowingly collect personal data relating to children. If we become aware that we have collected personal data from a child without appropriate consent, we will take steps to delete that information.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal or regulatory developments, or improvements in our services. Any changes will take effect from the time the updated Privacy Policy is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.
