Privacy Policy
Man with Van Totteridge Privacy Policy
This Privacy Policy explains how Man with Van Totteridge collects, uses, stores, and protects personal data belonging to its customers. It applies to all Man with Van Totteridge customers in the Totteridge area and surrounding locations where our services are offered. By using our services, you acknowledge that you have read and understood this Privacy Policy.
Who We Are
Man with Van Totteridge is a local service provider offering moving, transportation, and related services. We act as the data controller for the personal data that we collect and process about our customers in the context of providing our services.
Scope of this Privacy Policy
This Privacy Policy applies to all personal data that we collect from individuals who are customers or prospective customers of Man with Van Totteridge in the Totteridge area. It covers data collected in person, over the phone, through online enquiries, and in any other method by which you communicate with us about our services.
Personal Data We Collect
We may collect and process the following categories of personal data when you contact us or use our services:
Identification and contact details, such as your name, address, pick-up and delivery addresses, and other contact details you provide so that we can communicate with you about your booking.
Booking and service details, such as the date and time of your move, the type of items being transported, access information for the properties involved, and any special instructions you provide.
Payment and billing information, which may include partial card details processed through a payment provider and records of the amount paid, the date of payment, and any invoices issued.
Communication records, including enquiries, quotes, and any correspondence relating to your booking, complaints, feedback, or general questions.
Technical data, such as basic information related to how you contacted us through online forms or similar tools where applicable. This may include date and time of submission and technical logs generated by our systems or service providers.
How We Collect Your Data
We collect personal data directly from you when you:
Request a quote or make a booking with Man with Van Totteridge.
Communicate with us via phone, online forms, or other communication channels.
Provide information to our staff on the day of your move or service.
Give feedback, submit a review, or contact us regarding complaints or follow-up queries.
Lawful Bases for Processing
We process your personal data under one or more of the following lawful bases set out in the UK GDPR and EU GDPR, as applicable:
Performance of a contract: We process your data to provide our services, manage your booking, arrange transportation, and handle payments.
Legal obligation: We may process certain data to comply with legal requirements, such as tax, accounting, and record-keeping obligations.
Legitimate interests: We process data as necessary to operate and improve our business, to respond to enquiries, to handle complaints, and to protect our rights. When relying on legitimate interests, we ensure that our interests are balanced against your rights and freedoms.
Consent: In some limited circumstances, we may ask for your consent, for example to retain your details for optional follow-up or marketing communications. Where we rely on consent, you may 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 moving and van services, including organising pick-up and delivery, managing schedules, and ensuring that we can complete the service you have requested.
To provide quotes, respond to your enquiries, and communicate with you before, during, and after your booking.
To process payments, issue invoices, and maintain financial records for accounting and tax purposes.
To handle feedback, complaints, claims, and disputes, and to improve the quality of our services.
To maintain internal records, including service history, for operational and administrative purposes.
To comply with legal and regulatory requirements and to cooperate with law enforcement or regulatory authorities where required.
Data Sharing and Processors
We do not sell your personal data. However, we may share your information with trusted third parties who act as data processors on our behalf. These processors are only permitted to use your data in accordance with our instructions and for the specific purposes set out in a written agreement.
We may use data processors for the following purposes:
Payment processing services that handle card payments and other transactions.
Accounting or bookkeeping services that assist us with financial record-keeping.
IT and communication service providers that host or maintain our systems and communication tools.
Professional advisers, such as legal or insurance advisers, where needed in connection with claims, disputes, or legal requirements.
Where required by law, we may share data with public authorities, regulators, or law enforcement agencies, but only to the extent necessary to comply with legal obligations.
International Transfers
Where our service providers are located outside the United Kingdom or the European Economic Area, or where data is stored or accessed from outside these regions, we will ensure that appropriate safeguards are in place. These may include standard contractual clauses or other measures required by data protection law to protect your information.
Data Retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements.
In general, we keep customer and booking records for a period consistent with our legal obligations for tax and accounting, after which they are securely deleted or anonymised. Communication records and enquiry information are retained for a period necessary to handle your request and for routine business purposes, and then deleted or anonymised unless a longer retention period is required by law or needed in connection with a dispute.
Data Security
We take appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures include access controls, secure storage practices, and limiting access to your data to staff and service providers who need it for the performance of their duties and who are subject to confidentiality obligations.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain legal conditions and exemptions. Your rights include:
Right of access: You have the right to request a copy of the personal data we hold about you, along with information about how we process it.
Right to rectification: You can ask us to correct inaccurate or incomplete personal data that we hold about you.
Right to erasure: In certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected and there is no legal requirement to retain it.
Right to restriction of processing: You can request that we restrict our processing of your data in specific situations, such as while we are verifying its accuracy or considering an objection you have raised.
Right to object: You have the right to object to processing based on our legitimate interests, on grounds relating to your particular situation. We will stop processing unless we have compelling legitimate grounds or the processing is required for legal claims.
Right to data portability: Where processing is based on consent or contract and carried out by automated means, 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 technically feasible.
Right to withdraw consent: Where we rely on consent as our lawful basis, you may withdraw your consent at any time. This will not affect the lawfulness of any processing carried out before you withdraw consent.
Exercising Your Rights
If you wish to exercise any of your data protection rights, please contact us using your usual communication method with Man with Van Totteridge. We may need to verify your identity before responding to your request. We aim to respond within the timeframes set out in data protection law.
Right to Complain
If you have concerns about how we handle your personal data, we encourage you to contact us first so that we can seek to resolve the matter. You also have the right to lodge a complaint with the relevant data protection authority in your jurisdiction, such as the Information Commissioner in the United Kingdom.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or service offerings. Any updates will apply from the date of publication. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your data.
Application of This Policy in the Totteridge Area
This Privacy Policy applies to all Man with Van Totteridge customers in the Totteridge area and any nearby locations where our services are provided. By booking or using our services in this area, you acknowledge that your personal data will be handled in accordance with this Privacy Policy.
