Man with Van Longlands Privacy Policy

This Privacy Policy explains how Man with Van Longlands collects, uses, stores, and protects personal data relating to customers and prospective customers within the Longlands area. It also explains your rights under the UK General Data Protection Regulation and associated data protection laws. This policy applies to all Man with Van Longlands customers and users of our services in the area, whether you contact us online, by message, or by any other means.

Who We Are and Scope of This Policy

Man with Van Longlands provides transport and removal services to residential and business customers in the Longlands area. For the purposes of data protection law, Man with Van Longlands is the data controller in relation to the personal data described in this policy. This Privacy Policy applies to all personal data we process about our customers, prospective customers, and individuals who contact us with enquiries relating to our services in the Longlands area.

Types of Personal Data We Collect

We collect and process different categories of personal data depending on how you interact with us and which services you use. This may include the following.

Identification and contact details, such as your name, address, service pickup and delivery addresses, and other contact details you choose to provide to arrange or manage a booking. Communication details, such as the content of your messages, booking instructions, feedback, or complaints that you send to us. Service and booking information, such as details of the services you request, dates and times of bookings, access information for properties, and any special instructions related to your move or item transport. Payment-related information to the extent necessary to process payments, such as the amount paid, payment method type, and transaction identifiers. We do not store full payment card details, as these are processed by secure payment providers. Technical and usage information that may be collected when you use online tools to contact us or submit an enquiry, such as basic device or browser information and the date and time of contact, where applicable.

How We Collect Your Data

We collect personal data directly from you when you contact us to request a quote, make a booking, or ask a question about our services. This can include information provided by phone, through online contact forms, or through written messages. We may also collect personal data when you provide feedback, leave a review, or contact us in relation to a concern or complaint.

In some cases, we may receive your details from a third party who books a service on your behalf, for example a family member, friend, landlord, or business partner who provides your contact details and addresses necessary to carry out the service. In such situations, we rely on the third party to confirm that they are authorised to share this information with us.

Lawful Basis for Processing Your Data

We only process your personal data when we have a lawful basis to do so under the UK General Data Protection Regulation. The main lawful bases we rely on are the following.

Contract: We process your personal data where it is necessary to enter into a contract with you or to perform a contract for removal or transport services, including arranging bookings, communicating about your move, and taking payment.

Legitimate interests: We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include managing our business operations, improving our services, handling customer queries, and maintaining appropriate records.

Legal obligation: We process certain data to comply with legal and regulatory requirements, such as tax, accounting, and record-keeping obligations.

Consent: In some limited situations, we may rely on your consent, for example if you ask us to keep your details for future quotations or if we wish to use your feedback for promotional purposes in a way that identifies you. Where we rely on consent, you can withdraw it at any time.

How We Use Your Personal Data

We use the personal data we collect for the following purposes.

To provide our services, including giving quotations, confirming bookings, planning collection and delivery routes, and carrying out transport and removal work. To communicate with you about your booking, including confirming arrangements, notifying you of any changes, and responding to your enquiries. To process payments and maintain accurate financial and accounting records relating to the services we provide. To manage our customer relationships and provide customer support, including dealing with feedback, resolving complaints, and handling insurance or damage claims where applicable. To improve and manage our business operations, for example by analysing service usage in an aggregated way to understand peak periods and resource needs. To comply with legal and regulatory requirements, including responding to lawful requests from public authorities and maintaining records.

Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, or as required by law. We consider the type of data, the nature of our relationship with you, and any legal or regulatory requirements.

Basic booking and service records, including your name, contact details, service addresses, and transaction information, are typically retained for a period necessary to meet our tax and accounting obligations and to deal with any queries or disputes that may arise after the service. Communications and correspondence connected to bookings, complaints, or claims are retained for as long as needed to manage and resolve the relevant matter and to demonstrate how we handled it. Where data is held on the basis of your consent, we will retain it until you withdraw your consent or until it is no longer needed for the stated purpose, whichever occurs first.

When data is no longer required, we will delete it or anonymise it so that it can no longer be used to identify you.

Use of Data Processors and Third Parties

We may use carefully selected third party service providers to help us operate our business and deliver our services. These third parties act as data processors and may process personal data on our behalf, in accordance with our instructions and subject to appropriate contractual safeguards.

Examples of such processors may include payment processing providers to securely handle card or electronic payments, technology and hosting providers that supply tools for storing or managing booking and communication data, and professional advisers such as accountants for the purposes of managing our accounts. We only share personal data with processors where it is necessary for them to perform their services and we require them to keep your data secure and to use it only for the agreed purposes.

In limited circumstances, we may also share personal data with other third parties acting as independent controllers, for example with legal or regulatory authorities where we are required to do so by law, or with insurers or legal advisers in connection with a claim or dispute.

International Data Transfers

Our intention is to store and process personal data within the United Kingdom or other jurisdictions that provide an adequate level of protection. If it becomes necessary to transfer your personal data outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent measures, to protect your information in line with data protection law.

How We Protect Your Data

We take reasonable technical and organisational measures to safeguard the personal data we hold from unauthorised access, disclosure, alteration, or destruction. These measures may include limiting access to personal data to those who need it to perform their duties, using secure systems and storage, and implementing procedures for the safe handling and disposal of information. While we strive to protect your data, no system can be completely secure, and we cannot guarantee absolute security of information transmitted to or from us.

Your Data Protection Rights

Under the UK General Data Protection Regulation, you have a number of rights in relation to your personal data. These rights apply to all Man with Van Longlands customers in the area, subject to certain conditions and legal exceptions.

Right of access: You can request confirmation of whether we hold personal data about you and ask for a copy of that data.

Right to rectification: You can request that we correct 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 needed for the purposes for which it was collected and we have no legal obligation to retain it.

Right to restriction: You can ask us to restrict the processing of your personal data in certain situations, such as while we consider a request to correct or erase it.

Right to data portability: Where processing is based on your consent or a contract and is carried out by automated means, you may have the right to receive your personal data in a structured, commonly used, machine-readable format and to have it transmitted to another controller where technically feasible.

Right to object: You can object to processing based on our legitimate interests, on grounds relating to your particular situation. We will stop processing your data unless we have compelling legitimate grounds to continue or we need to process the data for legal claims.

Right to withdraw consent: Where we rely on your consent, you may withdraw that consent at any time. This will not affect the lawfulness of processing carried out before withdrawal.

You also have the right to raise a concern with a data protection supervisory authority if you believe your rights have been infringed. We encourage you to contact us in the first instance so that we can try to resolve any issue.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, how we handle personal data, or legal requirements. Any changes will take effect from the date the updated policy is made available. We encourage you to review this policy periodically to stay informed about how we protect your information.