Privacy Policy
Man with Van Palmers Green Privacy Policy
This Privacy Policy explains how Man with Van Palmers Green collects, uses, stores and protects personal data relating to our customers in the Palmers Green area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. This policy applies to all customers and prospective customers who contact us, request a quote or use our services within the Palmers Green area.
Who we are and scope of this policy
Man with Van Palmers Green provides transport, removals and related services to individuals and businesses. In doing so, we act as a data controller in respect of the personal data we collect from you. This Privacy Policy covers all personal data we process about our customers in the Palmers Green area in connection with providing our services, including when you contact us, obtain a quotation, make a booking or communicate with us before or after a job.
Types of personal data we collect
We only collect information that is necessary for us to provide and manage our services. The types of personal data we may collect include:
Identification and contact details such as your full name, address, service addresses for collection and delivery, and any other contact details you choose to provide to us.
Booking and service details such as preferred dates and times, the type of service requested, information about items to be moved, accessibility of properties, special instructions relating to the job and any relevant notes you give us.
Communication records such as information you provide when you contact us by any means to ask a question, request a quote, make a booking, give feedback or raise a concern, including the content of messages and our responses.
Payment and transaction data such as details about payments made to us and from you, the date and time of the transaction, the amount paid and the method of payment. We do not store full payment card details; where required, these are handled securely by our chosen payment processor.
Technical and usage data where applicable, such as basic technical information automatically generated when you interact with our online presence, including device information or basic log data, to the extent this is necessary for security or service provision.
How we collect your personal data
We collect personal data directly from you when you contact us to request information, obtain a quote, make a booking, confirm details of a job, or communicate with us for any other reason related to our services.
We may also obtain limited information about you from third parties where it is necessary and lawful, for example if another person books our services on your behalf and provides your details for the purposes of completing a move to or from your address.
Lawful bases for processing
We process your personal data only when we have a lawful basis to do so under the UK General Data Protection Regulation. Depending on the context, we may rely on one or more of the following lawful bases:
Contract: We process your data when it is necessary to enter into or perform a contract with you, such as arranging, managing and completing your move or transport service.
Legitimate interests: We process personal data where it is necessary for our legitimate business interests and those interests are not overridden by your rights and freedoms. This can include managing our relationship with you, responding to enquiries, improving our services, maintaining records, and protecting our business against fraud or misuse.
Legal obligation: We may process certain information where we are required to do so by law, for example for accounting, tax or regulatory purposes.
Consent: In limited circumstances, we may rely on your consent, for example if you ask us to retain your details for future services beyond what is necessary for our standard retention periods. Where we rely on consent, you can withdraw it at any time.
How we use your personal data
We use your personal data for the following purposes:
To provide our services, including responding to requests for quotations, arranging bookings, planning routes, and carrying out transport and removal services at the agreed times and locations.
To manage our relationship with you, including confirming bookings, updating you on service status, handling queries or complaints, and providing after-service support.
To process payments, issue invoices or receipts and maintain financial records for accounting and tax purposes.
To improve and develop our services by analysing feedback, understanding customer needs and updating our internal processes.
To maintain security and prevent fraud, misuse or other unlawful activity that could affect our customers, staff or business operations.
To comply with applicable laws and respond to lawful requests from public authorities if required.
Data sharing and processors
We do not sell your personal data. We only share your information where it is necessary, lawful and proportionate. We may share your personal data with:
Service providers acting as data processors who provide services on our behalf, such as payment processors, accountants or providers of digital tools we use to manage bookings or store records. These processors are only permitted to process your data according to our instructions and must protect it in accordance with data protection laws.
Professional advisers such as accountants or legal advisers where necessary to obtain professional or legal advice or to exercise or defend legal claims.
Public authorities or law enforcement bodies where we are legally required to do so or where it is necessary to protect our rights, property or safety or that of our customers or staff.
Where data processors are used, we take reasonable steps to ensure that appropriate contractual and technical safeguards are in place to protect your personal data.
International transfers
Our services are focused on customers in the Palmers Green area. Where we use any third party service providers that store or process data outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place, such as adequacy regulations recognised by the UK government or standard contractual clauses, to ensure your personal data remains protected to a standard essentially equivalent to UK data protection laws.
Data retention
We retain personal data only for as long as it is reasonably necessary for the purposes for which it was collected and to meet any legal, accounting or reporting requirements.
In general:
Basic customer, booking and transaction records may be kept for a number of years after completion of the service, in line with legal limitation periods and tax and accounting requirements.
Routine enquiries or quotation requests that do not result in a booking may be kept for a shorter period, only as long as needed to handle your enquiry and for a limited period afterwards to manage any follow up.
Where personal data is no longer required, we will take reasonable steps to securely delete or anonymise it.
How we protect your data
We take appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures may include restricted access to systems, use of password protection, secure storage of physical records and staff awareness of data protection responsibilities.
Your data protection rights
Under data protection law, you have several rights in relation to the personal data we hold about you. These include:
Right of access: You can request confirmation as to whether we process your personal data and obtain a copy of that data, together with certain information about how we use it.
Right to rectification: You can ask us to correct or update personal data that you believe is inaccurate or incomplete.
Right to erasure: In certain circumstances, you can request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected and we have no legal basis to continue processing it.
Right to restriction: You can ask us to restrict the processing of your personal data in specific situations, for example while we are verifying the accuracy of the data or considering an objection.
Right to object: You may object to processing based on our legitimate interests where you believe your rights and interests outweigh ours. We will consider your request and stop processing unless we have compelling legitimate grounds or the processing is required for legal claims.
Right to data portability: In certain circumstances, you can ask to receive personal data you have provided to us in a structured, commonly used and machine-readable format and request that we transmit it to another organisation where technically feasible.
Where we rely on consent as a lawful basis, you also have the right to withdraw that consent at any time. Withdrawing consent will not affect the lawfulness of processing based on consent before its withdrawal.
Exercising your rights and complaints
If you wish to exercise any of your data protection rights or raise a concern about how we handle your personal data, you can contact us using the usual contact details you use to arrange our services. We will respond to legitimate requests as required by applicable data protection law.
You also have the right to lodge a complaint with a data protection supervisory authority if you are unhappy with how we have handled your personal data. In the United Kingdom, this is generally the Information Commissioner's Office.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or how we handle personal data. Any changes will apply from the date the updated policy is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data as a customer of Man with Van Palmers Green.
