Man with Van Shacklewell Privacy Policy
This Privacy Policy explains how Man with Van Shacklewell collects, uses, stores and protects personal information relating to our customers. It applies to all customers and prospective customers of Man with Van Shacklewell in our service area who use or enquire about our man and van, moving, or related services.
We are committed to complying with the United Kingdom General Data Protection Regulation UK GDPR and the Data Protection Act 2018. We handle your personal data lawfully, fairly and transparently, and only for specified and legitimate purposes.
Personal Data We Collect
We may collect and process the following categories of personal data when you contact us, request a quote, make a booking or use our services.
Identity and contact details such as your name, address, pickup and delivery addresses, and any alternative contact person you provide.
Communication details such as the content of your messages and enquiries that you send to us by any communication channel, including the date, time and subject of your enquiry.
Service and booking information such as the type of move or transport required, details about items to be moved where you choose to provide them, access details, preferred dates and times, and any special instructions that are relevant to delivering the service.
Payment and transaction data such as details of payments made, payment status, amounts, invoices and receipts. We do not store full card details if you pay by card. Where card payments are processed, these are handled via secure third party payment processors who comply with relevant security standards.
Technical and usage information where relevant, such as basic technical data when you interact with our website, including your approximate location based on IP address, browser type and general usage statistics. This is used to help improve our services and understand demand across our service area.
How We Collect Your Data
We collect personal data directly from you when you contact us by phone, through our website forms, by message or in person, when you request a quote, confirm a booking, or during the provision of the moving service.
We may also receive certain personal data indirectly where you are named as a contact or delivery recipient by another customer, for example when a third party books our services on your behalf and shares your contact details and address so we can complete the job.
Lawful Bases for Processing
We will only process your personal data where we have a valid lawful basis under UK GDPR. Depending on the context, we rely on the following lawful bases.
Contract. We process your personal data where it is necessary to take steps at your request before entering into a contract for our services, such as providing a quote, and to perform the contract once you have made a booking. This includes using your contact details, addresses and service details to plan and complete your move.
Legal obligation. We may process and retain certain information where we are required to do so in order to comply with legal or regulatory obligations, including record keeping, accounting and taxation requirements.
Legitimate interests. We may process your data when it is necessary for our legitimate business interests, provided that your interests and fundamental rights do not override those interests. This may include maintaining business records, managing customer relationships, improving and developing our services, and handling queries, complaints or potential legal claims.
Consent. In limited cases, we may rely on your consent, for example if you request that we keep your details on file for future moves beyond normal retention periods, or where local law requires consent for specific forms of marketing. You can withdraw your consent at any time.
How We Use Your Personal Data
We use your personal data for the following purposes.
To provide quotations and respond to enquiries, including assessing your requirements and giving you an estimate or confirmation of price and availability.
To set up, manage and fulfil bookings, including planning routes, scheduling, communicating with you before and during the move, and ensuring that collection and delivery occur at the agreed locations and times.
To manage payments and invoicing, including confirming payment, issuing receipts and dealing with any payment queries or disputes.
To communicate with you about our services, updates to bookings, operational issues affecting your move, or changes to this Privacy Policy where we are required to notify you.
To maintain business and financial records, respond to complaints, manage disputes and exercise or defend legal claims.
To improve our services and operations, including using aggregated and anonymised information derived from bookings and enquiries to understand customer needs across our area.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with selected third parties where this is necessary for the purposes described above.
Service providers and processors. We may use trusted third party providers to support the operation of our business, for example payment processors, accountancy or bookkeeping services, IT and website hosting providers, and communication service providers. These third parties act as processors and only process your personal data on our documented instructions and for the agreed purposes.
Drivers and operational partners. Where necessary to perform the service, your relevant contact details, addresses and service instructions may be shared with our drivers or carefully selected subcontracted van operators so that they can carry out the move.
Professional advisers and authorities. We may share relevant information with professional advisers, such as legal or financial advisers, and with regulatory bodies or law enforcement agencies where required by law or where necessary to protect our rights or the rights of others.
When we use processors, we put in place appropriate contracts and safeguards to help ensure your personal data is protected and processed in accordance with UK GDPR.
International Data Transfers
Our services and customers are based in our local area, and we aim to keep your personal data within the United Kingdom or European Economic Area where possible. If we ever need to transfer personal data to a country outside the UK or EEA, we will only do so where there is an adequate level of protection for your data, such as through adequacy regulations or standard contractual clauses, as required by data protection law.
Data Retention
We keep your personal data only for as long as is necessary for the purposes for which it was collected, and in line with our legal obligations.
Enquiries and quotes that do not lead to a booking may be retained for a limited period in case you contact us again and for our business records, after which they will be securely deleted or anonymised.
Booking and transaction records, including contact details, service information and payment records, are generally retained for the duration of your relationship with us and for a number of years afterwards where required or justified by legal, tax or accounting requirements and for the establishment, exercise or defence of legal claims.
When personal data is no longer required, we will delete, anonymise or securely destroy it in accordance with our retention practices.
Security of Your Personal Data
We take appropriate technical and organisational measures to protect your personal data from accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include limiting access to personal data to those who need to know it for their role, using secure systems for record keeping, and training relevant personnel on data protection responsibilities.
Your Data Protection Rights
As a data subject under UK GDPR, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions.
Right of access. You have the right to request confirmation of whether we process your personal data and to obtain a copy of that data together with certain information about how we use it.
Right to rectification. You have the right to request that inaccurate or incomplete personal data about you is corrected or updated.
Right to erasure. In certain circumstances, you may have the right to request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected and there is no legal reason for us to keep it.
Right to restriction. You may have the right to request that we restrict the processing of your personal data in certain situations, for example while we verify its accuracy or consider an objection you have raised.
Right to object. You may have the right to object to our processing of your personal data where we rely on legitimate interests as our lawful basis. We will then no longer process your data unless we have compelling legitimate grounds or we need to do so for legal reasons.
Right to data portability. Where our processing is based on consent or the performance of a contract and is carried out by automated means, you may have the right to receive the personal data you have provided to us in a structured, commonly used and machine readable format, and to request that we transmit it to another controller where technically feasible.
Right to withdraw consent. Where we rely on your consent, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.
You also have the right to lodge a complaint with the relevant supervisory authority if you believe that your data protection rights have been infringed.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or services. The updated version will apply from the date it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
