Man and a Van Bermondsey Privacy Policy
This Privacy Policy explains how Man and a Van Bermondsey collects, uses, stores and protects personal data relating to customers and prospective customers in Bermondsey and the surrounding area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws.
This policy applies to all Man and a Van Bermondsey customers and individuals who contact us, request a quotation, make a booking, or otherwise use our services in the Bermondsey area, whether as private individuals or on behalf of a business.
Data Controller
For the purposes of data protection law, Man and a Van Bermondsey is the data controller in respect of the personal data we collect and process about you. This means we determine the purposes and means of processing your personal information when you use our services.
Personal Data We Collect
We collect and process personal data that you provide directly to us or that arises from your use of our services. The categories of personal data we may collect include:
Identification and contact details: name, title, postal address, service addresses for collection and delivery, and general location details relating to your move or transport requirements.
Communication details: information provided when you contact us, request a quote, make an enquiry, confirm a booking, or provide feedback, including the content of your messages and any information you choose to share.
Service and booking details: dates and times of requested or confirmed moves, types and quantity of items to be moved, access information, special instructions, and any other logistical details necessary to plan and complete the job.
Billing and payment information: invoicing details, records of payments made, payment method used and related transaction details. We do not store full card details if a card payment service is used; these are processed securely by our payment service provider.
Usage and technical information: limited information related to how you contact us online, such as the date and time of enquiries made through online forms, and technical logs used to maintain the security and performance of our website or online tools.
We do not intentionally collect special category data such as health information or data about your racial or ethnic origin, political opinions, religious beliefs, or criminal records. If you choose to provide such information, for example to explain particular access or moving requirements, we will only use it for the specific purpose for which you provided it.
How We Use Your Personal Data
We process your personal data for the following purposes:
To provide quotations and respond to enquiries about our services.
To plan, manage and carry out your booking, including route planning, item handling and scheduling.
To communicate with you regarding dates, times, changes to bookings, confirmations and follow up messages after a job is completed.
To issue invoices, process payments, manage accounts and maintain business and tax records.
To manage customer relationships, handle complaints and resolve disputes.
To meet our legal and regulatory obligations, including record keeping and responding to lawful requests from authorities.
To improve and develop our services, including internal analysis of typical jobs and customer needs in the Bermondsey area.
Lawful Basis for Processing
We rely on the following lawful bases under data protection law when processing your personal data:
Contract: processing is necessary to enter into or perform a contract with you, such as when you request a quotation, confirm a booking or receive our removal and transport services.
Legal obligation: processing is necessary to comply with legal obligations, for example maintaining financial records for tax and accounting purposes.
Legitimate interests: we have a legitimate interest in managing and operating our business, ensuring the quality and safety of our services, communicating with customers, and protecting our rights. When relying on this basis, we balance our interests with your rights and expectations.
Consent: in limited cases, where required by law, we may rely on your consent, for example for certain types of direct marketing communication. Where we rely on consent, you have the right to withdraw it at any time.
Data Retention
We keep your personal data only for as long as necessary for the purposes for which it was collected, and in line with applicable laws and regulations.
Enquiry and quotation records: retained for a reasonable period to manage follow up enquiries, typically up to one year where no booking is made, unless a longer period is needed for resolving disputes.
Booking and service records: retained for the duration of the contract and for a period afterwards, typically up to six years, to comply with accounting, tax and legal requirements and to handle any complaints or claims that might arise.
Payment and invoice records: kept for as long as required by financial and tax regulations, which usually means up to six years following the end of the relevant financial year.
If your data is no longer required for the purposes described, we will securely delete or anonymise it.
Data Sharing and Processors
We may share your personal data with trusted third parties where necessary for the operation of our services and in accordance with data protection law.
Service providers: we may use external service providers to support our operations, such as payment processing companies, accounting and bookkeeping services, digital or IT service providers, and secure data storage providers. These third parties act as data processors and are only permitted to process your personal data in accordance with our instructions and for specified purposes.
Professional advisers: we may share necessary information with legal, financial or insurance advisers where needed to obtain advice, manage risks, protect our rights or handle disputes and claims.
Authorities and regulators: we may disclose personal data where required by law or in response to lawful requests from public authorities or law enforcement bodies.
We do not sell your personal data and do not allow our processors to use your information for their own independent purposes.
International Transfers
Your personal data is generally processed and stored within the United Kingdom. If any of our service providers transfer personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place, such as the use of approved standard contractual clauses or other legally recognised transfer mechanisms, to protect your information.
Security of Your Data
We take appropriate technical and organisational measures to protect personal data against unauthorised access, disclosure, alteration or destruction. These measures include restricting access to personal data to those members of staff and service providers who need it to perform their duties, using secure storage methods, and maintaining procedures to handle any suspected data security incidents.
While we use reasonable efforts to protect your data, no system can be guaranteed as completely secure. We continuously review our security practices and update them where necessary to help safeguard your information.
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: to obtain confirmation of whether we process your personal data and to request a copy of the information we hold about you.
Right to rectification: to request that we correct or complete any inaccurate or incomplete personal data.
Right to erasure: to request that we delete your personal data where there is no good reason for us to continue processing it, subject to legal or contractual obligations that may require us to keep certain information.
Right to restriction of processing: to request that we limit the way we use your data in certain circumstances, for example while we verify its accuracy.
Right to data portability: to receive certain personal data in a structured, commonly used and machine readable format and to request that we transfer it to another controller where technically feasible.
Right to object: to object to processing that is based on our legitimate interests or for direct marketing purposes. If you object to direct marketing, we will stop sending it to you.
Where we rely on consent, you also have the right to withdraw that consent at any time, without affecting the lawfulness of processing carried out before withdrawal.
Exercising Your Rights and Complaints
If you wish to exercise any of your data protection rights or have questions about this Privacy Policy, you can contact us using the usual communication channels you use for enquiries and bookings with Man and a Van Bermondsey.
If you are not satisfied with our response or believe that your data protection rights have been infringed, you have the right to lodge a complaint with the relevant supervisory authority. In the United Kingdom, this is 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, in how we process personal data, or in legal requirements. When we make significant changes, we will take appropriate steps to bring them to your attention. The most recent version of this policy will always apply to the personal data we hold about you in connection with Man and a Van Bermondsey services in the Bermondsey area.
