Man with Van Tooting Privacy Policy

This Privacy Policy explains how Man with Van Tooting collects, uses, stores, and protects personal data of customers and potential customers in the Tooting area. It also explains your rights under the United Kingdom General Data Protection Regulation and related data protection laws. This Privacy Policy applies to all services provided by Man with Van Tooting to individuals and businesses in the Tooting area.

1. Who this Privacy Policy applies to

This Privacy Policy applies to all Man with Van Tooting customers and prospective customers in the Tooting area, including individuals booking moves, businesses arranging transport, and anyone who contacts us to request a quote, ask a question, or otherwise engage with our services.

2. Personal data we collect

We only collect personal data that is necessary for us to provide and manage our man and van services. The types of personal data we may collect include:

Identification and contact details, such as name, address, collection and delivery addresses, and any other location details you provide. Contact information, such as telephone number and any other contact details you choose to provide when you request a quote or make a booking. Booking and service details, such as date and time of the move, description of items to be transported, access information for properties, and any special instructions you give us. Communication records, such as information you provide when you contact us by phone or other communication channels and any notes we make to manage your booking. Payment related information, such as payment confirmations and records of payments received. We do not store full card details when you pay through a third party payment provider.

We generally collect data directly from you. In some cases, we may receive data from another person who books on your behalf, for example a family member, friend, or business representative.

3. Lawful bases for processing your personal data

We process your personal data only where we have a lawful basis to do so. Depending on the circumstances, this will usually be one or more of the following:

Performance of a contract: We need to process your data to provide our services, including handling enquiries, providing quotes, confirming bookings, carrying out moves, issuing invoices, and managing any follow-up. Legitimate interests: We may process your data where it is necessary for our legitimate business interests and where these are not overridden by your rights. This includes managing our business operations, preventing fraud, improving our services, and keeping basic records. Legal obligations: We may process and retain certain information to comply with legal and regulatory requirements, including tax and accounting rules. Consent: In limited situations, we may rely on your consent, for example where required for specific forms of optional communication. When we rely on consent, you can withdraw it at any time.

4. How we use your personal data

We use your personal data for the following main purposes:

To provide our services: Managing enquiries, providing quotes, taking bookings, planning routes, carrying out moves, and communicating with you about your booking. To manage our relationship: Responding to your messages, handling any complaints or disputes, and keeping records of past moves we provided for you. To operate and improve our business: Analysing how our services are used so that we can improve our operations, vehicle planning, and customer service. To meet legal and regulatory obligations: Keeping appropriate records for tax, accounting, and compliance reasons, and responding to lawful requests from authorities when required.

5. Data sharing and data processors

We do not sell your personal data. We may share your personal data with trusted third parties where necessary to provide our services or to support our business, including:

Service providers: Companies that provide services to us, such as payment processors, accountants, business management tools, and secure data storage providers. Professional advisers: External professionals such as accountants, legal advisers, or insurers where needed for legitimate business reasons. Authorities and regulators: Public authorities, regulators, law enforcement, or courts, where we are required to share data to comply with the law or to protect our legal rights.

When we use third party service providers that process personal data on our behalf, they act as data processors. We only use processors that provide sufficient guarantees that they will apply appropriate technical and organisational measures to protect your data and process it only on our documented instructions.

6. International data transfers

Where our service providers or systems may be located outside the United Kingdom, we will ensure that any international transfers of personal data are made in compliance with data protection law. This may include using countries that have been recognised as providing an adequate level of data protection or using approved safeguards such as standard contractual clauses.

7. Data retention

We keep your personal data only for as long as is reasonably necessary for the purposes for which it was collected and to meet any legal, regulatory, or operational requirements. This generally means:

Enquiry and booking data: Kept for a period necessary to manage your booking and any follow-up queries or issues. In many cases this will be a period of several years after your last interaction, to allow us to respond to queries and to keep appropriate business records. Financial records: Information that is relevant for accounting and tax purposes is retained for the period required by law. Communications: Records of communications may be kept for the time needed to manage our relationship and to protect our legal interests if a dispute arises.

When data is no longer needed, we will securely delete it or anonymise it so that it can no longer be linked to you.

8. How we protect your personal data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, destruction, or damage. These measures may include access controls, secure storage practices, staff awareness, and carefully selecting third party suppliers that meet recognised security standards. While no system can be completely secure, we are committed to regularly reviewing and improving our safeguards.

9. 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, you may have the right to:

Access: Request confirmation of whether we process your personal data and obtain a copy of that data. Rectification: Ask us to correct or complete your personal data if it is inaccurate or incomplete. Erasure: Request deletion of your personal data where there is no longer a lawful basis for us to keep it or where you successfully object to our processing. Restriction: Ask us to limit the way we use your data in certain circumstances. Data portability: Receive certain personal data you have provided to us in a structured, commonly used format and request that we transfer it to another organisation where technically feasible and lawful. Objection: Object to our processing of your personal data where we rely on legitimate interests, including any direct marketing activities.

You also have the right to withdraw your consent at any time where our processing is based on consent. Withdrawing consent does not affect the lawfulness of processing that took place before you withdrew it.

10. Exercising your rights

If you wish to exercise any of your data protection rights, or if you have any questions about this Privacy Policy or how we handle your personal data, you can contact us using the usual contact methods you have for Man with Van Tooting. We may need to verify your identity before responding to your request to help protect your privacy and security.

11. Complaints

If you are concerned about how we handle your personal data, we encourage you to contact us first so we can try to resolve your concern directly. You also have the right to lodge a complaint with the relevant supervisory authority for data protection in the United Kingdom if you believe your data protection rights have been infringed.

12. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or how we process personal data. Any 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 information.