Man with Van Stepney Privacy Policy
This Privacy Policy explains how Man with Van Stepney collects, uses, shares and protects your personal data when you use our services. It applies to all Man with Van Stepney customers and prospective customers within our service area, including individuals, households and business clients who contact us or engage us for transport and moving services.
We are committed to protecting your privacy and processing your personal data in accordance with the UK General Data Protection Regulation and any other applicable data protection laws. Please read this Privacy Policy carefully to understand how and why we use your information.
Data Controller
For the purposes of data protection law, Man with Van Stepney is the data controller in respect of the personal data we collect and process about you. This means we decide how and why your personal data is used and are responsible for ensuring it is handled lawfully, fairly and transparently.
Personal Data We Collect
We collect and process different types of personal data depending on how you interact with us. This may include:
Identity and contact details, such as your name, address, service address, and any other contact details you choose to provide when you enquire about or book our services.
Service and booking information, such as the date and time of your move, pick up and delivery locations, access details for properties, details of items to be moved, and any relevant instructions you provide.
Communication records, such as details of enquiries, quotations, messages and any feedback or complaints you share with us.
Payment and transaction information, such as the amount charged, payment method used, and basic billing records. We do not store full payment card details where payments are processed via external payment providers.
Technical and usage information where relevant, such as basic device and browser information and details of how you interact with our online presence, where this is available and necessary to operate and improve our services.
We generally do not collect special category data such as health information or data relating to your religion or ethnicity. If such information is provided to us voluntarily because it is necessary for the provision of our services, we will only use it with your explicit consent or where otherwise lawfully permitted.
How We Collect Your Data
We usually collect personal data directly from you. This happens when you contact us to request information, obtain a quotation, make a booking, or communicate with us about an existing service.
We may also receive information about you from third parties when it is necessary for providing our services. Typical examples include referrals from business partners, landlords, estate agents or other intermediaries who arrange moves on your behalf. Where appropriate, we will inform you when we receive data from such sources.
Lawful Basis for Processing
We only process your personal data when we have a lawful basis to do so. Depending on the circumstances, we rely on the following lawful bases under data protection law:
Contract: We process your personal data when it is necessary to enter into or perform a contract with you, such as providing quotations, booking services, delivering moving services, and managing payments.
Legal obligation: We may process your data where this is necessary to comply with legal obligations, such as tax and accounting requirements or responding to lawful requests from public authorities.
Legitimate interests: We may process your data when it is necessary for our legitimate business interests and those interests are not overridden by your rights and freedoms. This can include managing and improving our services, preventing fraud, ensuring the security of our operations, and handling customer queries and complaints.
Consent: In some limited situations we may rely on your consent, for example where we wish to send you certain types of marketing communications or where we process optional information you choose to share with us. You may withdraw your consent at any time, although this will not affect processing carried out before consent was withdrawn.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To provide our services to you, including responding to enquiries, preparing quotations, arranging and carrying out moves, and managing bookings and schedules.
To communicate with you about your booking, including confirmations, updates, changes, queries and after service follow up.
To manage billing and payments, including issuing invoices, processing payments through our chosen payment providers, and keeping appropriate financial records.
To provide customer support and resolve issues or complaints, including investigating and responding to any concerns you raise.
To operate, manage and improve our business, including quality assurance, training, service optimisation and operational planning.
To comply with applicable laws, regulatory requirements, and law enforcement requests, and to protect our legal rights where necessary.
Data Sharing and Processors
We may share your personal data with selected third parties where this is necessary for the purposes set out in this Privacy Policy, always ensuring appropriate protection for your information.
Service providers acting as data processors may process personal data on our behalf. These can include payment processors who handle card or electronic payments, information technology and hosting providers who support our systems, and administrative support providers. We ensure such processors are bound by written contracts requiring them to protect your data and only process it in accordance with our instructions.
Professional advisers such as accountants or legal advisers may receive limited personal data where necessary for providing their services to us and fulfilling our legal obligations.
Public authorities and law enforcement bodies may receive personal data when we are legally required to share it or where this is necessary to protect our rights or the rights of others.
We do not sell your personal data to third parties. Any sharing of data is for service provision, compliance or legitimate business purposes only and will always comply with data protection law.
International Transfers
Where we use service providers or systems located outside the United Kingdom or the European Economic Area, your personal data may be transferred to countries that do not provide the same level of data protection. In such situations, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or other approved measures, to protect your information in line with applicable law.
Data Retention
We keep your 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 retain booking and transaction records for a period required by tax and accounting rules, which is usually several years from the end of the relevant financial year. Correspondence and communication related to bookings are retained for as long as needed to manage our relationship with you and deal with any queries, disputes or complaints.
When personal data is no longer needed, we will securely delete or anonymise it so that it can no longer be linked back to you.
Security of Your Data
We take appropriate technical and organisational measures to safeguard your personal data against unauthorised or unlawful processing and against accidental loss, destruction or damage. These measures include limiting access to personal data to those who have a business need to know it, using secure storage and implementing reasonable safeguards for both physical and electronic records.
While we take reasonable steps to protect your personal data, no system can be completely secure. You are responsible for taking sensible precautions when communicating with us and for ensuring that any personal information you send is transmitted securely.
Your Data Protection Rights
Under data protection law you have several important rights in relation to your personal data. Subject to certain conditions and exemptions, these include:
The right of access: You can request a copy of the personal data we hold about you and information about how we use it.
The right to rectification: You can ask us to correct inaccurate or incomplete personal data.
The right to erasure: You can ask us to delete your personal data in certain circumstances, for example where it is no longer needed for the purposes for which it was collected.
The right to restrict processing: You can request that we restrict the processing of your personal data in certain situations, such as while we are verifying its accuracy or considering an objection you have raised.
The right to object: You can object to our processing of your personal data where we rely on legitimate interests as our lawful basis, including any direct marketing activities.
The right to data portability: Where processing is based on your consent or a contract and carried out by automated means, you can request that we provide your personal data in a structured, commonly used and machine readable format and, where technically feasible, transmit it to another organisation.
Where we rely on your consent, you also have the right to withdraw that consent at any time. Withdrawing consent does not affect the lawfulness of processing carried out before the withdrawal.
How to Exercise Your Rights
If you wish to exercise any of your data protection rights or have any questions about this Privacy Policy or how we handle your personal data, you can contact us using the contact details made available on our usual communication channels. We may need to verify your identity before responding to your request to ensure your data is protected.
You also have the right to lodge a complaint with the UK data protection authority if you are unhappy with how we have handled your personal data. We encourage you to contact us first so that we can try to resolve any concerns.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or other factors. When we make changes, we will update the date of the latest version and take reasonable steps to bring any important changes to your attention. We recommend that you review this Privacy Policy periodically to stay informed about how we protect your personal data.
