Man and a Van Richmond Privacy Policy
This Privacy Policy explains how Man and a Van Richmond collects, uses, stores, and protects personal data relating to customers and prospective customers in the Richmond area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. By using our services, you acknowledge that you have read and understood this Privacy Policy.
Scope of this Privacy Policy
This Privacy Policy applies to all Man and a Van Richmond customers, as well as individuals who contact us to enquire about our services, in the Richmond area. It covers personal data collected in the course of providing man and van, removal, and related services, whether the interaction occurs by phone, in person, through online forms, or any other means of communication.
Data Controller
Man and a Van Richmond is the data controller for the personal data described in this Privacy Policy. As data controller, we determine the purposes and means of processing your personal data in connection with our services.
Personal Data We Collect
We collect only the personal data that is necessary for the provision and administration of our services. The categories of personal data we may collect include:
Identification and contact details: name, address, service addresses for collection and delivery, and other relevant location details; information about access to the property, such as floor level or parking availability.
Communication data: information you provide when you contact us with enquiries, feedback, or complaints, including the content of communications and any details you choose to share with us.
Service and booking information: details of the services you request, preferred dates and times, inventory or item descriptions, special instructions, and related logistical information.
Payment-related information: limited payment details necessary to process your payment, such as transaction references and payment confirmations. We do not store full card details when payments are processed via third-party payment processors.
Technical and usage data: where applicable, limited technical information arising from your interactions with any online forms or digital tools we may use, such as date and time of enquiry, and device or browser type. This is collected only to the extent necessary to deliver and secure our services.
How We Collect Your Personal Data
We collect personal data directly from you when you contact us, request a quote, make a booking, or otherwise interact with us. We may also receive information about you from third parties where necessary to provide our services, such as referral partners, estate agents, or business partners who pass us your details with your knowledge and, where required, your consent.
Lawful Bases for Processing
We process your personal data only when we have a lawful basis to do so under the UK GDPR. Depending on the circumstances, we may rely on the following lawful bases:
Contract: We process your personal data where it is necessary to enter into a contract with you or to perform a contract for removal or transport services that you have requested.
Legitimate interests: We may process personal data where it is necessary for our legitimate business interests, such as managing our operations, improving our services, responding to enquiries, or ensuring the safety of our staff and customers. We always balance these interests against your rights and expectations.
Legal obligations: We process certain personal data to comply with legal obligations, including tax, accounting, and record-keeping requirements, as well as obligations relating to insurance, health and safety, or regulatory authorities.
Consent: In limited cases, we may rely on your consent, for example, if we wish to send you certain types of marketing communications by methods that require consent. Where we rely on consent, you may withdraw it at any time.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To provide and manage services: including processing your enquiries, providing quotes, managing bookings, planning routes, arranging teams, carrying out removals, and handling follow-up activities.
To communicate with you: to respond to your questions, send booking confirmations and updates, notify you of changes or delays, and handle any issues or complaints.
To manage our business: including scheduling, logistics, staff management, quality control, training, and service improvement.
To handle payments and invoicing: to generate invoices, process payments through third-party payment processors, manage refunds where appropriate, and maintain financial records.
To meet legal and regulatory requirements: to comply with tax, accounting, insurance, and other legal obligations, and to cooperate with lawful requests from public authorities.
To protect our rights: to prevent and detect fraud, misuse, or illegal activity, and to establish, exercise, or defend legal claims.
Data Retention
We retain your personal data only for as long as is necessary for the purposes for which it was collected, and to meet our legal, accounting, or reporting obligations. The specific retention period will depend on the type of information and the context of our interaction with you.
Generally, we retain booking and service-related records, including associated personal data, for a period aligned with applicable limitation periods and tax and accounting regulations. After these periods expire, we securely delete or anonymise your personal data so that it can no longer be associated with you.
Data Processors and Third Parties
In some cases, we use trusted third-party service providers who act as data processors and process personal data on our behalf. These may include:
Payment processors: to securely process and verify your payments.
IT and software providers: to support booking management, data storage, and communication systems.
Accountants and professional advisers: to support our financial and legal obligations.
Where we engage data processors, we ensure that they are bound by written contracts requiring them to process personal data only in accordance with our instructions, implement appropriate security measures, and maintain confidentiality.
We may also share personal data with other third parties when required by law, in connection with legal proceedings, or to protect our rights, property, or safety, or that of our customers, staff, or the public.
International Data Transfers
Our primary operations are based in the United Kingdom, and we aim to keep your personal data within the UK or the European Economic Area where possible. If we ever need to transfer your personal data outside of these regions, we will ensure that appropriate safeguards are in place to protect your privacy and comply with data protection laws, such as using standard contractual clauses or transferring data to countries with adequate protection decisions.
Data Security
We take reasonable and appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures may include access controls, secure storage, staff training, and procedures for handling and responding to suspected data breaches.
While we do our best to safeguard your information, no system is completely secure. If we become aware of a personal data breach that is likely to result in a high risk to your rights and freedoms, we will inform you and, where required, notify the relevant supervisory authority.
Your Data Protection Rights
Under the UK GDPR, you have a number of rights in relation to your personal data. These include:
Right of access: You have the right to request confirmation of whether we process your personal data and, if so, to request a copy of that data and certain related information.
Right to rectification: You have the right to request that we correct any inaccurate or incomplete personal data we hold about you.
Right to erasure: In certain circumstances, you may request that we delete your personal data, for example, where it is no longer necessary for the purposes for which it was collected or where you have withdrawn consent and there is no other legal basis for processing.
Right to restriction of processing: You have the right to request that we restrict the processing of your personal data in certain situations, such as when you contest the accuracy of the data or object to our processing.
Right to data portability: Where we process your personal data on the basis of consent or contract and by automated means, you may request that we provide the data to you in a structured, commonly used, machine-readable format, or that we transmit it directly to another controller where technically feasible.
Right to object: You have the right to object to certain types of processing, including processing based on our legitimate interests, on grounds relating to your particular situation. We will stop processing unless we can demonstrate compelling legitimate grounds or the processing is necessary for legal claims.
Right to withdraw consent: Where we rely on consent, you can withdraw it at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.
You also have the right to lodge a complaint with a supervisory authority if you believe that our processing of your personal data infringes data protection laws. In the United Kingdom, the supervisory authority is the Information Commissioner.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, operational requirements, or legal and regulatory developments. 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 handle your personal data.
Contact and Further Information
If you have any questions about this Privacy Policy or how Man and a Van Richmond handles your personal data, or if you wish to exercise any of your rights, you may contact us using the contact details provided on our main service information materials.
