Man with Van Spitalfield Privacy Policy
This Privacy Policy explains how Man with Van Spitalfield collects, uses and protects personal data relating to our customers and prospective customers. It applies to all Man with Van Spitalfield customers and users of our services within our operating area, including individuals and businesses who make enquiries, request quotes, or book our services.
We are committed to protecting your privacy and handling your personal data in a lawful, fair and transparent manner in accordance with the UK General Data Protection Regulation GDPR and applicable data protection laws.
Scope of this Privacy Policy
This Privacy Policy applies whenever you interact with Man with Van Spitalfield, including when you contact us, request a quote, make a booking, use our services, or otherwise provide personal data to us. By using our services or providing your personal data, you acknowledge that you have read and understood this Privacy Policy.
Personal Data We Collect
We may collect and process the following categories of personal data when you interact with Man with Van Spitalfield:
Identification and contact details, such as your name, postal address, collection and delivery addresses, and any alternative contact names you provide. Communication details, such as your preferred communication method and any messages or correspondence you send to us. Service and booking information, such as details of the services you request, inventory or description of items to be moved, access information for properties, dates and times of bookings, and any special instructions you provide. Payment and transaction information, such as payment confirmations, invoices, records of amounts paid, and any information required for accounting and tax purposes. Usage and enquiry information, such as how you found our service, the date and time of your enquiry, and the channel you used to contact us.
We generally do not seek to collect special category data such as health data or information about your racial or ethnic origin. If you voluntarily provide such information, for example to inform us of access needs, we will treat it with additional care and only use it where necessary to provide the service you request.
How We Collect Personal Data
We collect personal data in the following ways:
Directly from you when you contact us for a quote, make a booking, use our services, or communicate with us by any means. Indirectly through our service providers or platforms that help us manage enquiries, bookings or payments, when these are necessary to provide our services to you. From publicly available sources or third parties where it is necessary to verify addresses or service locations, or to meet our legal obligations.
Lawful Bases for Processing
We only process your personal data where we have a lawful basis under GDPR. The main bases we rely on are:
Performance of a contract. We process your data when it is necessary to provide our services, manage your booking, arrange collections and deliveries, issue invoices, and handle related communications. Legal obligation. We process certain data to fulfil our legal and regulatory obligations, for example for accounting, tax and record keeping requirements. 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. This includes managing and improving our services, responding to enquiries, maintaining service records, and protecting our rights and property. Consent. In limited cases, we may rely on your consent, for example where required for certain forms of direct marketing communications. Where we rely on consent, you have the right to withdraw it at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide and manage our services, including responding to enquiries, providing quotes, managing bookings, carrying out moves and deliveries, and providing customer support. To communicate with you, including confirming bookings, arranging access and timing, updating you on service status, and responding to your questions or feedback. To manage payments and records, including issuing invoices, processing payments where applicable, and maintaining financial and accounting records. To improve our services, by reviewing service usage, monitoring quality, and training staff. To manage our business, including handling complaints, preventing fraud, and exercising or defending legal claims. To comply with legal and regulatory requirements, including data protection, tax and accounting obligations.
Data Sharing and Processors
We may share your personal data with trusted third parties where necessary for the purposes described in this Privacy Policy, always under appropriate data protection agreements. These may include:
Service providers who assist in the provision of our services, such as booking management systems or subcontracted drivers where required to fulfil your booking. Payment and accounting service providers who support our billing, payment processing, accounting and financial reporting. Professional advisers, such as legal or accounting advisers, where necessary to protect our legitimate interests or meet legal obligations. Regulatory or law enforcement authorities, if we are required to do so by law or in order to protect our rights, property, or safety.
When we use third party processors, they are only permitted to process your personal data on our documented instructions and in accordance with data protection law. We do not sell your personal data.
International Data Transfers
Our intention is to store and process personal data within the United Kingdom or the European Economic Area wherever possible. If we ever need to transfer personal data to countries outside this area, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or an adequacy decision, to protect your data in accordance with GDPR requirements.
Data Retention
We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including to provide services to you and to meet any legal, accounting or reporting requirements.
In general, we retain basic booking and transaction information for a period that aligns with statutory limitation periods and tax and accounting rules. Enquiry information from prospective customers who do not proceed to booking may be kept for a shorter period, sufficient to manage follow up and service quality monitoring. Where we no longer need personal data, or there is no legal basis for further retention, we will securely delete or anonymise it.
Your Data Protection Rights
Under GDPR and applicable data protection law, you have several important rights in relation to your personal data. Subject to certain conditions and limitations, you have the right to:
Access your personal data and receive a copy of the data we hold about you. Request correction of inaccurate or incomplete personal data. Request erasure of your personal data, where there is no longer a lawful basis for us to process it. Object to processing where we rely on legitimate interests, particularly in relation to direct marketing. Request restriction of processing in certain circumstances, for example while we verify the accuracy of your data or our basis for processing it. Request data portability, to receive certain personal data in a structured, commonly used and machine readable format and to have it transmitted to another controller where technically feasible. Withdraw consent where we rely on your consent as the lawful basis for processing.
You also have the right to lodge a complaint with a data protection supervisory authority if you believe that your data protection rights have been infringed.
Security of Your Personal Data
We take appropriate technical and organisational measures to safeguard your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures are designed to ensure a level of security appropriate to the risks presented by the processing of your personal data. Access to personal data is limited to personnel and service providers who need it for the purposes described in this Privacy Policy and who are subject to confidentiality obligations.
Children
Our services are not directed at children and we do not knowingly collect personal data relating to children as customers. If we discover that we have collected personal data about a child without appropriate basis, we will take steps to delete that information.
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 protection practices. Any updates will apply from the date they are published. You are encouraged to review this Privacy Policy periodically to stay informed about how we process and protect your personal data.
Contact and Further Information
If you have any questions about this Privacy Policy, how we handle your personal data, or if you wish to exercise any of your data protection rights, you can contact us using the details provided on our main service information and contact channels. Please clearly state that your request relates to data protection or the Privacy Policy so that we can handle it efficiently and in accordance with GDPR.
