Privacy Policy
Man with Van Southgate Privacy Policy
This Privacy Policy explains how Man with Van Southgate collects, uses, stores and protects personal data relating to our customers and prospective customers in the Southgate area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws.
By using our services or contacting us to request a quote or information, you acknowledge that you have read this Privacy Policy. We are committed to handling your personal data lawfully, fairly and transparently.
Scope of this Privacy Policy
This Privacy Policy applies to all Man with Van Southgate customers, and to anyone who contacts us to enquire about our services, within the Southgate area and surrounding localities that we serve. It covers personal data collected through telephone calls, text messages, online enquiries, written correspondence and any other method of communication you choose to use with us.
Personal Data We Collect
We collect only the personal data that is necessary for us to provide our man and van, removals and related services. The types of personal data we may collect include:
Identification and contact details such as name, postal address, collection and delivery addresses, contact preferences and other basic identifying details you provide.
Service information such as details of the items to be moved, property access information, preferred dates and times for the service, and any special instructions you give us.
Contract and transaction information such as quotes requested, bookings made, job references, payment status, invoices, and records of services provided to you.
Communication information such as the content of your messages, feedback or complaints, and any other information you choose to provide when you contact us by phone, text, online form or other communication channels.
Technical information such as basic device and usage data that may be collected when you visit our website, for example IP address, browser type and pages visited, for the purposes of security and service improvement. We do not use this information to identify you directly unless it is combined with other information you provide.
How We Collect Your Data
We collect personal data directly from you when you contact us to request a quote or make a booking, when you speak to our team, when you provide information about your move or transport requirements, and when you pay for or use our services.
In some cases, we may receive your personal data from another person who is arranging services on your behalf, for example a family member, friend, landlord, employer or letting agent. In such cases, we will treat your data in accordance with this Privacy Policy.
Lawful Bases for Processing
We process your personal data only where we have a valid legal basis under the UK GDPR. Depending on the context, the lawful bases we rely on include:
Contract. We process your personal data where it is necessary to enter into a contract with you or to perform a contract for man and van, removals or related services. This includes providing quotes, confirming bookings, carrying out the move, and handling payments.
Legal obligation. We may process certain information to comply with legal requirements, such as tax, accounting and record-keeping obligations.
Legitimate interests. We may process your data where it is necessary for our legitimate business interests, provided that your interests and fundamental rights do not override those interests. This may include managing our business operations, improving our services, responding to enquiries and complaints, and maintaining security and fraud prevention.
Consent. In limited circumstances, we may rely on your consent, for example if you request that we keep your details on file for future moves, or where you have specifically asked to receive certain types of optional communications. Where we rely on consent, you can withdraw it at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide our services, including assessing your requirements, issuing quotes, arranging and carrying out collections and deliveries, and managing any follow up work.
To communicate with you about your enquiry or booking, including sending confirmations, updates about your move, and responding to any questions you raise.
To manage payments, including issuing invoices, processing payments through chosen payment methods, and dealing with related financial queries.
To manage our relationship with you, including handling feedback, resolving complaints, and keeping appropriate service and transaction records.
To improve our services and operations, including reviewing past work, monitoring service quality and training our staff.
To comply with our legal, regulatory and insurance obligations and to protect our legal rights, for example in relation to disputes or claims.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with trusted third parties where this is necessary to provide our services, meet legal requirements or operate our business. These third parties act as data processors or, in some cases, as separate controllers.
Examples of third parties we may use as processors include companies that provide payment processing services, accounting and bookkeeping providers, IT and cloud storage providers, communication tools and customer management systems, and providers of secure document storage or destruction services.
We only use processors that provide sufficient guarantees that they will implement appropriate technical and organisational measures to protect your personal data and process it only according to our documented instructions and applicable law.
In certain situations, we may also need to share your data with insurance providers, professional advisers such as lawyers or accountants, and public authorities or law enforcement if required by law.
International Transfers
Where any of our service providers or systems involve transferring personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses or equivalent safeguards recognised under data protection law.
Data Retention
We keep your personal data only for as long as necessary for the purposes for which it was collected and to meet our legal and operational obligations.
In general, we retain customer and transaction records for a period required for tax, accounting and contractual limitation purposes. Enquiry information that does not lead to a booking may be kept for a shorter period, where necessary to handle follow up questions and for basic business analytics.
When personal data is no longer required, we will securely delete or anonymise it so that it can no longer be linked to you.
Data Security
We take appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. Measures may include access controls, secure storage, staff training and the use of reputable service providers.
While we strive to protect your personal data, no method of transmission or storage can be guaranteed as completely secure. We therefore encourage you to take reasonable steps to protect your own information, particularly when sending information electronically.
Your Data Protection Rights
Under the UK GDPR and related laws, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions. These include:
Right of access. You can request a copy of the personal data we hold about you and information about how we process it.
Right to rectification. You can ask us to correct inaccurate or incomplete personal data we hold about you.
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 purposes for which it was collected.
Right to restriction. You can ask us to restrict the processing of your personal data in certain situations, for example while we verify its accuracy or consider an objection you have raised.
Right to object. You can object to certain types of processing based on our legitimate interests, on grounds relating to your particular situation. We will stop the processing unless we have compelling legitimate grounds to continue or the processing is needed for legal claims.
Right to data portability. In some circumstances, you can request that we provide the personal data you have given us in a structured, commonly used and machine-readable format, or that we transmit it to another controller where technically feasible.
Right to withdraw consent. Where we rely on your consent to process your data, you can withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before consent was withdrawn.
How to Exercise Your Rights or Raise Concerns
If you wish to exercise any of your data protection rights or have questions about this Privacy Policy or how we handle your personal data, you can contact us using the contact details published on our main information channels. Please provide enough information for us to identify you and respond to your request.
You also have the right to lodge a complaint with the relevant data protection authority if you are unhappy with how we handle your personal data. We would, however, appreciate the opportunity to address your concerns directly in the first instance.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or data processing practices. Any updates will be published under the title Man with Van Southgate Privacy Policy. You should review this policy periodically so that you remain informed about how we protect your personal data.
