Privacy Policy
Man with Van Eastham Privacy Policy
This Privacy Policy explains how Man with Van Eastham collects, uses, stores, and protects personal data relating to our customers and prospective customers in our service area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. By using our services, you acknowledge that you have read and understood this Privacy Policy.
Scope of this Privacy Policy
This Privacy Policy applies to all customers and prospective customers of Man with Van Eastham within our service area, including individuals requesting quotes, making bookings, or contacting us with enquiries about our man and van and related services. It covers personal data collected through any contact method you may use, including telephone, messaging services, in person, or online channels where applicable.
Who We Are and Our Role
Man with Van Eastham is a provider of transport, removals, and related services. For the purposes of data protection law, we act as the data controller in relation to the personal data we collect and process about you. This means we decide how and why your personal data is used, and we are responsible for ensuring that such use is lawful, fair, and transparent.
Personal Data We Collect
We may collect and process the following categories of personal data about you when you contact us or use our services:
Identification and contact details, such as your name, address, and general contact information needed to arrange quotes and bookings.
Service and booking information, such as pick-up and drop-off addresses, details of access to the properties, preferred dates and times, and information about the items to be transported.
Payment and transaction information, such as records of payments made for our services and details of the services you have purchased. We do not store full payment card details if an external payment provider is used.
Communication records, including information you provide in telephone conversations, messages, or written correspondence relating to quotes, bookings, feedback, and complaints.
Technical and usage data, where applicable, such as basic information about how you interact with any online presence we may have, for example basic device or browser information and interaction logs.
How We Collect Personal Data
We collect personal data about you in several ways:
Directly from you when you contact us to request a quote, make a booking, ask a question, or provide feedback or a complaint.
During the provision of our services, for example when our team attends at your property and records information required to carry out the job safely and efficiently.
From third parties where you have provided your details to another person who books our services on your behalf, or where a business partner or platform passes us your booking information.
Lawful Bases for Processing
We only process your personal data where we have a lawful basis to do so. Depending on the circumstances, we may rely on the following grounds:
Contract: We process your personal data when it is necessary to enter into or perform a contract with you, for example to provide a quote, confirm a booking, or deliver our man and van services.
Legal obligation: We may process personal data to comply with legal or regulatory requirements, such as tax or accounting rules, or to respond to lawful requests from authorities.
Legitimate interests: We may process your personal data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. Examples include improving our services, keeping records of completed jobs, and managing and protecting our business.
Consent: In limited cases, we may rely on your consent, for example for certain types of marketing communications where required by law. Where we rely on consent, you are free to withdraw it at any time.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To provide quotes, arrange bookings, and carry out our services, including planning routes, scheduling staff, and ensuring safe handling and transport of your belongings.
To communicate with you about your enquiries, bookings, changes to our terms or policies, and service updates relevant to your requests.
To manage our business operations, such as maintaining records of jobs, issuing invoices, managing payments, dealing with disputes, and keeping appropriate backups.
To improve our services, including analysing typical jobs, routes, and feedback to support training and service development.
To protect our rights, property, and safety, and those of our customers and staff, including the detection and prevention of fraud or misuse of our services.
Data Retention
We keep personal data only for as long as is necessary to fulfil the purposes we collected it for, including any period needed to satisfy legal, accounting, or reporting requirements.
In general, we retain basic customer and booking information for a period that allows us to handle queries, repeat bookings, and disputes and to meet our legal obligations. Financial records may be kept for longer periods as required by tax and accounting laws.
When personal data is no longer needed for the purposes for which it was collected, we will either securely delete it or irreversibly anonymise it so that it can no longer be associated with you.
Data Sharing and Processors
We may share your personal data with trusted third parties where necessary for the purposes set out in this Privacy Policy. These third parties act as data processors on our behalf or as independent data controllers, depending on their role.
Examples of such third parties include:
Service providers that support our operations, such as payment processors, accounting or administrative support services, and providers of communication tools or basic information technology services.
Business partners or platforms that help us receive and manage bookings, including online booking or quotation systems where used.
Professional advisers, including accountants or legal advisers, where necessary in the course of the services they provide to us.
Public authorities or law enforcement bodies, where required by law or where necessary to protect our rights or the rights of others.
Where we engage data processors, we require them to process your personal data only on our documented instructions, to keep it secure, and to comply with applicable data protection laws.
International Data Transfers
We aim to store and process personal data within the United Kingdom or another region with adequate data protection standards. If we use a service provider located outside this area, we will ensure that appropriate safeguards are in place to protect your personal data in accordance with data protection law, such as standard contractual clauses or an equivalent mechanism.
Data Security
We take appropriate technical and organisational measures designed to protect your personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures include limiting access to personal data to those who need it for legitimate business purposes, maintaining appropriate records, and using reasonable safeguards provided by our technology and service providers. While no system can be completely secure, we work to protect your information and to respond promptly to any suspected data incident.
Your Data Protection Rights
Under data protection law, you have several important rights in relation to your personal data. These rights apply to all Man with Van Eastham customers in our service area, subject to certain legal limitations and conditions. Your rights include:
The right to access your personal data and receive a copy of the information we hold about you.
The right to request correction of inaccurate or incomplete personal data.
The right to request erasure of your personal data in certain circumstances, for example where the data is no longer needed for the purposes for which it was collected, or where you withdraw consent and there is no other lawful basis for processing.
The right to request restriction of processing, for example while we verify the accuracy of your information or consider an objection you have raised.
The right to object to processing of your personal data where we are relying on legitimate interests and you believe your rights and interests outweigh our reasons for processing.
The right to data portability, in certain circumstances, which allows you to request that we provide your personal data in a structured, commonly used, and machine-readable format, or transfer it to another controller where technically feasible.
Where we rely on consent to process your personal data, you have the right to withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing that took place before consent was withdrawn.
Exercising Your Rights
If you wish to exercise any of your data protection rights, or if you have questions or concerns about how we handle your personal data, you can contact us using the contact details provided when you interact with us as a customer. We may need to verify your identity before we can respond to certain requests. We aim to respond without undue delay and within the time limits set by law.
You also have the right to lodge a complaint with the relevant data protection authority if you are unhappy with how we have processed your personal data. We would, however, appreciate the opportunity to address your concerns directly in the first instance.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, how we process personal data, or legal requirements. When we make material changes, we will take reasonable steps to bring them to your attention. The most current version of this Privacy Policy will apply to our use of your personal data.
