Man with Van Pentonville Privacy Policy
This Privacy Policy explains how Man with Van Pentonville collects, uses, stores, and protects personal data relating to customers in the Pentonville area. It also explains your rights under applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Man with Van Pentonville customers in the area who use our services or interact with us in any way.
1. Who We Are
Man with Van Pentonville is a local removal and transport service provider operating in the Pentonville area. For the purposes of data protection law, Man with Van Pentonville is the data controller for the personal data described in this Privacy Policy, meaning we decide how and why your personal data is processed.
2. Scope Of This Privacy Policy
This Privacy Policy covers personal data we collect when you request a quote, make a booking, contact us, receive our services, or otherwise interact with us as a customer or potential customer within the Pentonville area. It applies whether you contact us by phone, in person, through a website form, via messaging services, or any other communication channel we use to provide our services.
3. Personal Data We Collect
We may collect and process the following categories of personal data about you:
Identification and contact details: name, address, pickup and delivery addresses, billing address, and other contact details you provide such as communication handles on relevant platforms.
Booking and service information: details of the items to be moved, property access details, dates and times of moves, any special instructions you give, and information about the type of vehicle or service required.
Payment and transaction data: details relating to payments and invoices, such as the amount paid, payment date, and anonymised or tokenised payment references as provided by our payment processor. We do not store your full card details.
Communications data: records of communications you have with us, such as queries, complaints, feedback, and correspondence concerning your booking.
Technical and usage information: limited technical information when you interact with any online contact or quote forms, such as basic device or browser information and the time and date of your interaction, to ensure security and proper functioning of our services.
4. Lawful Bases For Processing
We process your personal data only when we have a lawful basis under data protection law. Depending on the context, the lawful bases we rely on include:
Contractual necessity: We process data to take steps at your request before entering into a contract and to perform a contract with you. For example, we use your contact and booking details to provide a quote, confirm your booking, and carry out the removal service.
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. This includes managing our business operations, improving our services, handling queries, maintaining security, and keeping basic records of services provided.
Legal obligations: We may process personal data where necessary to comply with legal obligations, such as accounting, tax, and regulatory requirements, and to assist law enforcement authorities when we are legally required to do so.
Consent: In limited cases, we may rely on your consent, for example, if we wish to send you certain types of marketing communications not covered by our legitimate interests. When we rely on consent, you can withdraw it at any time.
5. How We Use Your Personal Data
We use your personal data for the following purposes:
To provide quotes and respond to enquiries, including assessing your requirements and giving you an accurate price and availability.
To manage bookings and deliver services, including planning routes, allocating vehicles and staff, carrying out the move, and keeping you informed about timing and changes.
To process payments and manage invoices, including providing receipts, handling refunds where applicable, and maintaining financial records for accounting and tax purposes.
To communicate with you, including confirming bookings, sending service-related updates, answering your questions, addressing complaints, and requesting feedback.
To improve and manage our business, including analysing typical service requests, improving efficiency, training staff, and ensuring the security and reliability of our operations.
To comply with legal and regulatory obligations, including responding to lawful requests from public authorities and enforcing or defending legal claims.
6. Data Retention
We keep your personal data only for as long as is necessary for the purposes for which it was collected and to comply with applicable laws.
In general, we retain booking and transaction records, including basic customer details, for up to seven years to meet accounting, tax, and contractual obligations.
Enquiry information that does not lead to a booking may be kept for a shorter period, typically up to two years, to help us understand demand, respond to follow-up questions, and manage our business records.
In some cases, we may need to keep data for longer if required by law or if it is necessary in connection with potential or ongoing legal claims. When data is no longer needed, we securely delete or anonymise it.
7. 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.
Service providers acting as data processors: We may use third-party companies to provide services on our behalf, such as payment processing, accounting support, secure data storage, and communication tools. These providers act under our instructions and are contractually required to protect your data and use it only for the agreed purposes.
Professional advisers: We may share necessary data with accountants, legal advisers, or insurers where needed for business management, compliance, or the establishment, exercise, or defence of legal claims.
Public authorities and law enforcement: We may disclose your data where required by law or where we reasonably believe disclosure is necessary to protect our rights, your safety, or the safety of others, or to investigate fraud or other wrongdoing.
Where we use data processors, we take appropriate steps to ensure that they handle your personal data in line with this Privacy Policy and applicable data protection laws.
8. International Data Transfers
Our core operations are based in the UK, and we aim to store and process personal data within the UK or the European Economic Area where possible. If we need to use a service provider that processes personal data outside of the UK or the EEA, we will ensure that appropriate safeguards are in place, such as relying on an adequacy regulation or using standard contractual clauses approved by relevant authorities, in order to protect your rights and freedoms.
9. Data Security
We take reasonable technical and organisational measures to protect your personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures include access controls, restricted access to systems, secure storage, and staff training on data protection responsibilities. While we work to protect your personal data, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.
10. Your Data Protection Rights
Under data protection laws, you have a number of rights in relation to your personal data. These include:
Right of access: You can request confirmation of whether we process your personal data and obtain a copy of that data, along with information about how it is used.
Right to rectification: You can ask us to correct inaccurate personal data and to complete incomplete information.
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. This right is subject to our legal obligations to retain certain information.
Right to restriction of processing: You can request that we restrict the processing of your data in specific situations, such as while we are handling a request to rectify or erase your data.
Right to data portability: In some cases, you can request to receive the personal data you have provided to us in a structured, commonly used, and machine-readable format, and you may have the right to request that we transmit that data to another controller, where technically feasible.
Right to object: You can object to processing based on our legitimate interests, including certain forms of direct marketing. We will stop processing your data unless we can demonstrate compelling legitimate grounds that override your interests or where processing is required for legal claims.
Right to withdraw consent: Where we rely on your consent, you can withdraw it at any time. This will not affect the lawfulness of processing before consent was withdrawn.
You also have the right to lodge a complaint with the UK data protection authority if you believe your rights have been infringed. We encourage you to contact us first so that we can try to resolve your concerns directly.
11. Changes To This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or privacy practices. When we make significant changes, we will take appropriate steps to inform you, which may include updating the date of this notice and making the revised version available through our usual communication channels. Your continued use of our services after any changes have been made indicates your acknowledgement of the updated Privacy Policy.
