Privacy Policy

Man With a Van Sutton Privacy Policy

This Privacy Policy explains how Man With a Van Sutton collects, uses, stores, and protects personal data. It also outlines the rights of individuals under the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Man With a Van Sutton customers and prospective customers in the Sutton area and any nearby locations that we serve.

Who We Are

Man With a Van Sutton is a local removals and transport service providing moving, delivery, and related services to residential and business customers. For the purposes of data protection law, Man With a Van Sutton is the data controller for the personal data described in this Privacy Policy.

Personal Data We Collect

We collect and process different types of personal data to provide our services, manage our relationship with you, and operate our business. The categories of data we may collect include:

Identification and contact details, such as your name, address, service addresses for collection and delivery, and other contact details that you choose to provide when you contact us or make a booking.

Booking and service information, including details of the services you request, dates and times of bookings, access information for properties, and any instructions you give us relating to the move or transport.

Communication records, including information contained in any enquiries, quotes, feedback, and complaints that you send to us, as well as our responses.

Payment-related information, such as payment confirmation details or transaction references from your bank or payment provider. We do not store full payment card details if payments are made via an external payment processor.

Technical and usage information, which may include basic information about how you found our services, limited website or device information, and any information required to prevent or detect fraud or misuse of our services. We aim to keep this to the minimum necessary.

How We Collect Your Data

We collect personal data directly from you when you request a quote, make a booking, contact us by phone or other communication methods, or provide information to our staff in person during a job. We may also receive limited personal data from third parties where you have authorised them to share your details with us, such as comparison or directory services, or where another person books a service on your behalf.

Lawful Bases for Processing

We process your personal data only when we have a lawful basis to do so under data protection law. Depending on the context, the lawful basis may be:

Contract: We process your data where it is necessary to take steps at your request before entering into a contract or to perform our contract with you. This includes providing quotes, confirming bookings, carrying out removals and transport services, and handling payments.

Legal obligation: We may process your data to comply with legal obligations, such as tax, accounting, and insurance requirements, or to respond to lawful requests from authorities.

Legitimate interests: We may process your data where it is necessary for our legitimate business interests and your interests and fundamental rights do not override those interests. Our legitimate interests include managing and improving our services, keeping appropriate business records, protecting our business from fraud and misuse, and handling enquiries, feedback, or complaints.

Consent: In limited cases, we may rely on your consent, for example if we wish to send certain types of marketing communications. Where we rely on consent, you have the right to withdraw it at any time.

How We Use Your Personal Data

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

To provide and manage our services, including giving quotes, arranging and completing removals and transport services, and communicating with you about your bookings.

To manage our relationship with you, including confirming bookings, rescheduling where necessary, responding to queries and complaints, and seeking feedback to improve our services.

To handle payments and invoicing, including generating invoices, processing refunds where applicable, and maintaining accounting records.

To operate and improve our business, such as planning routes, managing staff and vehicles, improving customer service, and ensuring the safety and security of our operations.

To comply with legal and regulatory obligations, including maintaining records for tax and insurance purposes and cooperating with lawful requests from public authorities.

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 described in this Privacy Policy. These third parties act either as data processors, who process data on our behalf, or as separate controllers.

Examples of data processors we may use include providers of payment processing services, accounting or bookkeeping services, and IT or hosting services used to store our records securely. These processors are only permitted to use your personal data in accordance with our instructions and for the specific purposes we have agreed with them.

We may also share personal data with insurance providers, legal advisers, or public authorities where necessary to manage claims, resolve disputes, comply with legal obligations, or protect our rights and the rights of others.

Whenever we use data processors, we take steps to ensure that there are appropriate contractual and technical safeguards in place to protect your personal data.

Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting, or reporting requirements.

In general, customer records related to bookings, invoicing, and service delivery are kept for a period that allows us to handle queries, complaints, tax obligations, and insurance or legal claims. After this period, personal data is either securely deleted or anonymised so that it can no longer be linked to an identifiable individual.

The exact retention period may vary depending on the type of data, the nature of your relationship with us, and applicable legal requirements. We regularly review the data we hold and remove personal data that is no longer needed.

Data Security

We take appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include limiting access to personal data to those staff and service providers who need it for legitimate business purposes, maintaining secure storage systems, and providing staff with guidance on handling personal data responsibly.

While we take reasonable steps to protect your personal data, no system can be completely secure. If we become aware of a personal data breach that is likely to result in a high risk to your rights and freedoms, we will inform you and any relevant authorities where we are required to do so by law.

Your Data Protection Rights

If you are a customer or prospective customer of Man With a Van Sutton in the Sutton area, you have various rights under data protection law in relation to the personal data we hold about you. Subject to certain conditions and exemptions, you have the right to:

Access your personal data and receive a copy of the information we hold about you.

Request correction of any inaccurate or incomplete personal data.

Request erasure of your personal data where there is no good reason for us to continue processing it, for example where it is no longer needed for the purposes for which it was collected.

Object to processing of your personal data where we are relying on legitimate interests and you believe that your interests or rights override those interests.

Request restriction of processing, which means asking us to suspend the processing of your personal data in certain circumstances.

Request the transfer of your personal data to you or to a third party in a structured, commonly used, and machine-readable format, where the processing is based on consent or contract and carried out by automated means.

Withdraw consent where we rely on your consent to process your personal data, without affecting the lawfulness of processing based on consent before its 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 breached. We encourage you to contact us first so that we can try to resolve any concerns.

International Transfers

Our main operations are based in the United Kingdom. If we need to transfer personal data outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place, such as using standard contractual clauses or relying on an adequacy decision, so that your personal data remains protected in accordance with data protection law.

Changes to This Privacy Policy

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