Man with Van Teddington Privacy Policy
This Privacy Policy explains how Man with Van Teddington collects, uses, stores and protects personal data relating to customers and prospective customers in the Teddington area and surrounding locations. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act.
This Privacy Policy applies to all services provided by Man with Van Teddington to customers and website users in our service area. By engaging our services or contacting us, you acknowledge that you have read and understood this Privacy Policy.
Who We Are and Scope of This Policy
Man with Van Teddington is a local removals and transport service provider. For the purposes of data protection law, Man with Van Teddington is the data controller in relation to the personal data described in this Privacy Policy.
This Privacy Policy covers personal data we collect when you contact us, request a quote, make a booking, receive services from us, or otherwise interact with Man with Van Teddington in the course of our business.
Personal Data We Collect
We may collect and process the following categories of personal data about you, depending on how you interact with us:
Identification and contact details, such as your name, address, collection and delivery addresses, and any other address relevant to your move or transport service.
Communication details, such as any contact information you choose to provide, and the content of your communications with us, including enquiries, quotes, and service instructions.
Service and booking information, such as details of the items to be moved, property access information where provided by you, preferred dates and times, and any special requirements you tell us about.
Payment and transaction details, such as basic billing information and records of payments made and received. We do not store full payment card details if payment is processed by a payment processor.
Technical and usage data, such as basic information about how you use our website, including pages viewed and dates and times of access, which may be collected through standard server logs or similar technologies.
If you provide personal data about other individuals, for example someone who will be present at a collection or delivery address, you should ensure that you have their permission to share their details and that they understand how their data may be used.
How We Use Your Personal Data
We use your personal data only for purposes that are compatible with data protection law and this Privacy Policy, including:
To provide quotations and respond to enquiries, including preparing and communicating quotes based on the information you give us and answering questions about our services.
To manage bookings and deliver services, including confirming bookings, planning routes, scheduling staff and vehicles, and carrying out your move or transport service safely and efficiently.
To manage our relationship with you, including handling feedback, queries, and complaints, and communicating important information about your booking or our services.
To process payments and maintain financial records, including issuing invoices, recording payments, and maintaining appropriate business and accounting records.
To improve and manage our business, including monitoring service quality, staff training, and internal record keeping.
To comply with legal and regulatory obligations, such as tax and accounting requirements, and to protect our legal rights where necessary.
Lawful Basis for Processing
We rely on one or more of the following lawful bases under the UK General Data Protection Regulation to process your personal data:
Contract: We process your personal data when it is necessary to enter into or perform a contract with you, such as when you request a quote, make a booking, or receive our services.
Legitimate interests: We process personal data when it is necessary for our legitimate business interests, and where these are not overridden by your rights and freedoms. This includes responding to general enquiries, improving our services, keeping appropriate business records, and protecting our legal rights.
Legal obligation: We process certain personal data to comply with legal and regulatory obligations, including tax and accounting requirements, and obligations related to health and safety.
Consent: In limited circumstances, where required by law and where no other lawful basis applies, we may rely on your consent. Where we rely on consent, you have the right to withdraw your consent at any time.
Data Retention
We keep your personal data only for as long as necessary for the purposes described in this Privacy Policy or as required by law.
In general, we retain customer and booking records, including basic contact details, service information, and associated financial records, for a period consistent with legal and accounting requirements. This is typically several years after the end of your last service or transaction with us.
Information collected solely for initial enquiries and quotations that do not result in a booking may be kept for a shorter period, where it is reasonably necessary for our legitimate interests, such as maintaining records of quotes given and responding to follow-up enquiries.
When personal data is no longer needed, we will securely delete or anonymise it, unless we are legally required to retain it for a longer period.
Data Sharing and Processors
We may share your personal data with third parties only when necessary and in accordance with data protection law.
Service providers and processors: We may use third party companies to provide certain services on our behalf, such as payment processing providers, accounting or bookkeeping services, document storage or office support, information technology and system support providers, and, where appropriate, vehicle tracking or logistics tools. These service providers act as data processors and are only permitted to process your personal data on our instructions and for the purposes we specify. They are required to keep your data secure and confidential.
Professional advisers: We may share personal data with professional advisers such as accountants, auditors, or legal advisers where this is necessary for legitimate business purposes or to obtain professional advice.
Legal and regulatory authorities: We may disclose personal data where required to comply with legal obligations, court orders, or requests from regulatory or law enforcement authorities, or to establish, exercise, or defend legal claims.
We do not sell your personal data to third parties. If at any point we intend to share your data for a purpose not covered in this Privacy Policy, we will inform you and, where required, seek your consent.
International Transfers
Our services are primarily provided within the Teddington area and the United Kingdom. If any of our service providers or systems involve transfers of personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent protections required by data protection law, to protect your personal data.
Data Security
We take appropriate technical and organisational measures to protect your personal data from accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access.
Security measures may include controlled access to personal data, appropriate physical security for paper records, the use of passwords and, where suitable, other safeguards for electronic data, and staff training on data protection responsibilities.
While we take steps to protect your personal data, no method of transmission or storage can be guaranteed to be completely secure. You are responsible for keeping any information you send to us as secure as possible on your own devices and systems.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all Man with Van Teddington customers and prospective customers in our service area, subject to certain legal limitations and exemptions.
Right of access: You have the right to request a copy of the personal data we hold about you, together with information about how we use it.
Right to rectification: You have the right to ask us to correct or complete personal data that is inaccurate or incomplete.
Right to erasure: In certain circumstances, you have the right to request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected and we have no legal reason to retain it.
Right to restrict processing: You have the right to ask us to restrict the processing of your personal data in certain situations, such as while we are investigating a concern you have raised about its accuracy.
Right to object: You may have the right to object to certain types of processing, including where we rely on legitimate interests as our lawful basis.
Right to data portability: In limited circumstances, you may have the right to receive personal data you have provided to us in a structured, commonly used and machine-readable format, and to request that we transmit that data to another organisation where technically feasible.
Right to withdraw consent: Where we rely on your consent, you have the right to withdraw your consent at any time. This will not affect the lawfulness of any processing carried out before you withdrew your consent.
Exercising Your Rights and Complaints
If you wish to exercise any of your data protection rights or have any questions about this Privacy Policy or how we handle your personal data, you can write to us using the contact details made available on our service information or other documentation you have received from us.
We aim to respond to all valid requests within one month, although this may take longer if your request is particularly complex or if you have made multiple requests. We may ask you to provide information to help us confirm your identity before we respond to your request.
You also have the right to raise a concern or complaint with the relevant data protection supervisory authority if you are unhappy with how we have handled your personal data. We encourage you to contact us first so that we can try to resolve your concerns.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or for other operational reasons. Any changes will apply from the date the updated version is made available. We recommend that you review this Privacy Policy periodically to stay informed about how we handle your personal data.
Your continued use of our services after any changes to this Privacy Policy have been made available will constitute your acknowledgement of the updated terms.
