Man with Van Poplar Privacy Policy
This Privacy Policy explains how Man with Van Poplar collects, uses, stores and protects personal data relating to customers and potential customers in the Poplar area and surrounding locations. It also describes your rights under the UK General Data Protection Regulation and related data protection laws.
This Privacy Policy applies to all Man with Van Poplar customers and prospective customers in our service area, including individuals, households and business clients who make enquiries, request quotes or book services with us.
Who we are and scope of this policy
Man with Van Poplar provides man and van, removals, and related transport services in the Poplar area. When we refer to we, us or our in this Privacy Policy, we mean Man with Van Poplar as the organisation responsible for determining how and why your personal data is processed.
We act as a data controller for the personal data that we collect in relation to booking and delivering our services, handling enquiries, managing our relationship with you and complying with legal obligations.
Types of personal data we collect
The personal data we collect will depend on how you interact with us, but may include the following categories of information:
Identification and contact details, such as your name, postal address, moving addresses, and any other contact details you choose to provide when you make an enquiry or booking.
Booking and service information, such as details of the property or premises, access information relevant to the move, inventory or descriptions of items to be moved, preferred dates and times, and any specific instructions you provide.
Payment and transaction information, such as the amount charged and payment confirmation details. Card details are normally handled directly by our payment service provider and are not stored by us, except where necessary to process refunds or resolve payment issues in line with our lawful basis.
Communication data, such as records of your communications with us, including enquiries, quotes, feedback and complaints, and any information you provide during those interactions.
Technical or usage data, where applicable, such as basic information about how you contacted us online, including date and time of your enquiry and pages viewed. This may involve cookies or similar technologies, which are only used where permitted by law.
How we collect your data
We collect personal data directly from you when you contact us to request information, obtain a quote, make a booking or communicate with us in any way, whether by phone, online form, message or in person.
We may also receive personal data indirectly if another person arranges a service on your behalf, for example a relative or business contact who books a move for you and provides your details to us. In these cases, we rely on them having your permission to share that information.
We may obtain limited information from third party service providers, such as payment processors, for example to confirm whether a payment has been successful or to assist in preventing fraud.
Lawful basis for processing personal data
We process your personal data only where we have a lawful basis under data protection law. The main lawful bases we rely on are:
Contract. We process your data where it is necessary to take steps at your request before entering into a contract, or to perform a contract with you. This includes providing quotes, confirming bookings, carrying out removals and associated services, and communicating with you about those services.
Legitimate interests. We may process your data where it is necessary for our legitimate business interests and does not override your fundamental rights and freedoms. These interests include managing our business operations, improving our services, handling customer queries, preventing fraud, and maintaining accurate records.
Legal obligation. We may process your data where it is necessary to comply with a legal or regulatory obligation, such as record keeping, accounting, tax reporting, responding to lawful requests from authorities or meeting health and safety requirements.
Consent. In limited circumstances, we may rely on your consent, for example for certain types of direct marketing that are not based on legitimate interests. Where we rely on consent, you have the right to withdraw it at any time, without affecting the lawfulness of processing based on consent before it was withdrawn.
How we use your personal data
We use the personal data we collect for the following purposes:
To provide quotes, book services and manage your move or transport job, including planning routes, allocating staff and vehicles, and ensuring safe and efficient delivery of your items.
To communicate with you about your enquiry, booking or ongoing services, including sending confirmations, updates, reminders and important service information.
To process payments, issue invoices, arrange refunds where applicable, and maintain financial and accounting records.
To respond to questions, feedback or complaints, and to resolve disputes or claims related to our services.
To improve and develop our services, for example by reviewing patterns in bookings or feedback, and to support staff training and quality assurance.
To protect our business, staff and customers, including for security, fraud prevention and to exercise or defend legal claims where necessary.
Data processors and third party sharing
We may share your personal data with trusted third parties who act as data processors on our behalf. These processors only process your data according to our instructions and for the purposes set out in this Privacy Policy. Typical processors include:
Payment processing providers, who handle card and electronic payments and help us to process transactions securely.
IT and systems providers, who supply or support software, hosting, storage, communication tools and other systems we use to operate our business.
Professional advisers, such as accountants or legal advisers, who may need limited access to personal data for legitimate business or legal reasons.
Where required by law or regulation, we may also share your information with law enforcement agencies, courts, regulatory bodies or other public authorities.
We do not sell your personal data to third parties. Any sharing of personal data is limited to what is necessary for the purposes described in this Privacy Policy, and we take steps to ensure that your data remains protected.
Data retention periods
We keep personal data only for as long as it is reasonably necessary for the purposes for which it was collected, including to meet legal, accounting or reporting requirements, and to resolve disputes.
In general, we keep booking and transaction records, including basic contact details and service information, for a period aligned with legal limitation periods and statutory record keeping obligations. After this period, data will be securely deleted, anonymised or otherwise removed from our systems.
Where we rely on your consent for specific activities, such as certain types of marketing, we will retain the relevant data until you withdraw your consent or until it is no longer needed for that purpose, whichever occurs first.
Data security
We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration or disclosure. These measures may include restricted access controls, secure storage solutions, staff training and regular reviews of our data handling practices.
While we strive to protect your personal data, no method of transmission or storage can be guaranteed as completely secure. We therefore cannot guarantee absolute security but are committed to continually reviewing and improving our safeguards.
International transfers
Where we use service providers or systems that store or process data outside the United Kingdom or the European Economic Area, we take steps to ensure that your personal data is subject to appropriate safeguards. These may include using providers in countries that have been recognised as providing an adequate level of protection, or entering into approved standard contractual clauses designed to protect your data.
Your data protection rights
Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions. These rights include:
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 inaccurate or incomplete personal data is corrected or updated.
Right to erasure. In certain circumstances, you can ask us to delete your personal data, for example where it is no longer needed for the purpose for which it was collected and we have no legal reason to keep it.
Right to restriction. You can ask us to restrict the processing of your data in certain situations, such as while we are verifying its accuracy or considering an objection you have raised.
Right to object. You can object to processing based on our legitimate interests, including profiling related to those interests, and we will stop processing unless we have compelling legitimate grounds or need the data to establish, exercise or defend legal claims.
Right to data portability. In some cases, you may request that we provide your personal data in a structured, commonly used and machine readable format, or that we transmit it to another controller where this is technically feasible.
Right to withdraw consent. Where we rely on your consent as the lawful basis for processing, you can withdraw that consent at any time. This will not affect processing that has already taken place.
You also have the right to lodge a complaint with a supervisory authority if you believe your data protection rights have been infringed. In the United Kingdom, this is the Information Commissioner's Office.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, how we process personal data or changes in applicable law. Any updated version will apply from the date it is published. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.
