Man with Van Petts Wood Privacy Policy
This Privacy Policy explains how Man with Van Petts Wood collects, uses, stores and protects personal data relating to our customers and potential customers in the Petts Wood area and surrounding locations. It also describes your rights under applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act.
This Privacy Policy applies to all Man with Van Petts Wood customers and anyone who contacts us to enquire about our services in the Petts Wood area, whether you communicate with us by phone, through online channels, in writing, or in person.
Who We Are
Man with Van Petts Wood is a local transport and removal service provider. For the purposes of data protection law, we act as the data controller for the personal data that we collect and process about you in connection with our services.
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:
Contact and identification details: name, title, billing address, collection and delivery addresses, and other contact details you choose to provide.
Communication details: information you provide when you contact us, such as the content of emails, messages, or notes from phone calls, including quotes requested, instructions, feedback and complaints.
Service details: information about the services you request, such as dates and times of booked jobs, type and size of items to be transported, access details, special handling instructions, and associated information necessary to provide the service.
Billing and transaction data: details relating to payments for our services, such as amounts, dates, methods of payment and basic invoice information. We do not directly store full card details where payment is handled by a third party payment processor.
Technical and usage information: where applicable, limited technical data from your use of any websites or online tools we operate, such as basic device and browser details and logs required for security and performance monitoring. We do not seek to identify you from this technical information alone unless required for legal or security reasons.
How We Collect Your Data
We collect personal data directly from you when you:
Request a quote or make an enquiry about our services.
Book a job with us or enter into a contract for our services.
Communicate with us by phone, message, or in writing.
Provide feedback, make a complaint, or respond to surveys.
Visit any website or online presence controlled by us, to the extent that technical or usage data is generated as part of providing that access.
We may also receive limited personal data about you from third parties where this is necessary to provide our services, for example where another person books a service on your behalf and provides your contact or address details for collection or delivery.
Lawful Bases for Processing
We only process your personal data when we have a lawful basis to do so. Depending on the context, the lawful bases we rely on include:
Contract: we process your personal data where it is necessary to take steps at your request before entering into a contract or to perform a contract for services that you have requested, for example to provide quotes, confirm bookings, carry out removals and transport services, and manage related billing.
Legal obligation: we may process certain information to comply with legal or regulatory requirements, such as tax, accounting, or record keeping obligations and 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. These legitimate interests may include maintaining and improving the quality of our services, managing our business operations, keeping records of past work and communications, handling queries and complaints, protecting our property and rights, and ensuring network and information security.
Consent: in limited situations we may rely on your consent, for example if you ask us to keep your details on file for future services beyond typical retention periods or if you specifically request marketing communications. Where we rely on consent, you can withdraw it at any time.
How We Use Your Personal Data
We use your personal data to:
Provide quotes, arrange visits and plan the logistics for removals and transport services.
Perform and manage your bookings, including collection, transport and delivery of items.
Communicate with you about your enquiries, bookings, changes to services and aftercare.
Issue invoices, process payments and maintain financial records.
Respond to feedback, handle complaints and resolve disputes.
Maintain internal records of jobs undertaken, locations served and customer interactions.
Improve our services, including reviewing typical requests, service performance and customer experience.
Protect our rights, property and safety, and that of our customers and third parties where necessary.
Data Retention
We retain your personal data only for as long as is reasonably necessary for the purposes for which it was collected and to meet any legal, regulatory, tax, accounting or reporting requirements.
In general, we may keep core customer and job records for a period that allows us to respond to queries about past services, demonstrate that we have performed our obligations and comply with legal obligations. Financial records such as invoices and payment confirmations are typically kept for periods required under tax and accounting legislation.
Where we hold personal data based solely on your consent, we will delete or anonymise this data if you withdraw your consent, unless another lawful basis applies or we are required to keep the data for legal reasons.
When data is no longer needed, we will securely delete it or irreversibly anonymise it so that it can no longer be associated with you.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with trusted third parties where necessary for the purposes set out in this Privacy Policy and where we have an appropriate lawful basis. These parties may include:
Service providers acting as data processors who provide functions such as payment processing, accounting support, customer management systems, data storage, information technology and system administration.
Professional advisers such as accountants or legal professionals where necessary for compliance, dispute resolution or the protection of our legal rights.
Public authorities or law enforcement agencies where we are legally required to do so, or where it is necessary to protect our rights, property or the safety of our customers or others.
Where we use third party processors, we require them to process personal data only on our instructions, to keep it secure and to comply with applicable data protection laws. We only share the minimum amount of data necessary for the relevant purpose.
International Transfers
Our primary operations and services are based in the United Kingdom. If we use third party service providers or systems that involve transferring personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect your data in accordance with data protection law, such as using countries with adequate data protection decisions or standard contractual clauses.
Data Security
We take reasonable and appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures may include access controls, secure storage methods, data minimisation practices, and limiting access to your personal data to personnel and service providers who have a business need to know and who are subject to confidentiality obligations.
Your Data Protection Rights
You have a number of rights in relation to your personal data under data protection law. Subject to certain conditions and exemptions, these rights may include:
Right of access: you can request confirmation that we process your personal data and request a copy of the personal data we hold about you.
Right to rectification: you can ask us to correct or complete any inaccurate or incomplete personal data we hold about you.
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 or where you withdraw consent and no other legal basis applies.
Right to restrict processing: you can ask us to suspend the processing of your personal data in certain situations, such as if you contest the accuracy of the data or object to our use of it.
Right to object: you can object to our processing of your personal data where we rely on legitimate interests as the lawful basis, especially if you feel it impacts your rights and freedoms.
Right to data portability: in some cases, you can request that we provide you or a third party with a copy of your personal data in a structured, commonly used and machine readable format.
Right to withdraw consent: where we rely on your consent to process your personal data, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing carried out before the withdrawal.
If you choose to exercise any of these rights, we may need to request specific information from you to help us confirm your identity and ensure that your rights are respected.
Complaints
If you have concerns about how we handle your personal data, you should contact us in the first instance so that we can try to resolve the issue. You also have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, our data processing practices or legal requirements. Any updates will take effect when the revised Privacy Policy is made available. We encourage you to review this page periodically to stay informed about how we protect your personal data.
