Privacy Policy
Man with Van Herne Hill Privacy Policy
This Privacy Policy explains how Man with Van Herne Hill collects, uses, stores, and protects personal data relating to customers and prospective customers in the Herne Hill area. It also describes your rights under data protection law, including the UK General Data Protection Regulation and related legislation. This Privacy Policy applies to all Man with Van Herne Hill customers and enquiries within our service area.
Who We Are and Scope of This Policy
Man with Van Herne Hill is a local removals and transportation service. When we refer to we, us, or our in this Privacy Policy, we are referring to the business entity operating as Man with Van Herne Hill. This Privacy Policy covers personal data we collect in the course of providing quotes, bookings, removals services, customer service, and related communications for customers and potential customers in and around Herne Hill.
Types of Personal Data We Collect
We may collect and process the following categories of personal data when you contact us, request a quote, make a booking, or use our services:
Identification and contact details, such as your name and preferred contact details you provide to us, for example email address or telephone number.
Service and booking information, such as collection and delivery addresses, property access information you choose to share, dates and times of moves, inventory details you provide about items to be moved, and any special instructions relevant to your booking.
Communication records, including information contained in enquiries, quotes, messages, and customer service communications.
Payment and billing information, such as information required to issue invoices and record payments. We do not store full card details when payment is processed through a secure third party payment processor.
Technical and usage information, where applicable, such as basic analytics or device information generated when you visit our online pages or interact with our digital content. This may include IP address, browser type, and interaction logs, depending on the technologies in use.
How We Collect Your Personal Data
We collect personal data directly from you when you contact us by phone, messaging services, online forms, or any other communication method to request information, a quote, or to make a booking.
We may also receive personal data indirectly when another person books a service on your behalf, for example a family member, landlord, or business contact who provides your details and relevant service information. In such cases, we rely on them to have your permission to share your details with us.
Lawful Basis for Processing Your Data
We only process personal data when we have a lawful basis to do so under data protection law. Depending on the context, we rely on the following lawful bases:
Performance of a contract. We process personal data to provide quotes, confirm bookings, carry out removals and transportation services, manage payments, and handle related customer service. This is necessary to enter into and fulfil our contract with you.
Legitimate interests. We may process personal data for our legitimate business interests, provided these are not overridden by your rights and freedoms. This may include managing and improving our services, keeping records for business administration, preventing fraud, and handling queries or complaints.
Legal obligations. We may process and retain certain information where we are required to do so by law, such as for tax and accounting purposes.
Consent. In limited cases, we may rely on your explicit consent, for example where we send certain types of optional marketing communications. You can withdraw your consent at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
To respond to enquiries and provide quotes based on the information you supply about your move or transport needs.
To create, manage, and fulfil bookings, including scheduling collection and delivery times and planning routes and resources for your move.
To communicate with you about your booking, such as confirming details, updating you on timings, and addressing any questions or issues.
To process payments, issue invoices, and maintain accurate financial and service records.
To manage our business operations, including service improvement, training, quality assurance, and dispute resolution.
To comply with legal obligations, including record keeping, tax requirements, and responding to lawful requests from authorities where applicable.
Where permitted, to send you limited service updates or information about similar services that may be of interest. You can opt out of these communications at any time.
Data Sharing and Use of Processors
We do not sell your personal data. We may share your personal data with carefully selected third parties where necessary to provide our services or operate our business. These third parties act as data processors or independent controllers, depending on their role.
Service providers. We may use third party companies to support our operations, for example payment processors, accounting or invoicing systems, booking or scheduling tools, secure cloud storage providers, and communication platforms. These providers only process personal data on our instructions and are required to keep it secure.
Professional advisers. We may share data with accountants, legal advisers, or insurers where necessary for business management, dispute resolution, or to protect our legal rights.
Authorities and enforcement bodies. If required by law or in connection with legal proceedings, we may disclose personal data to regulatory bodies, law enforcement, courts, or other public authorities.
Where data is shared with processors, we take reasonable steps to ensure they provide appropriate safeguards and comply with data protection requirements.
International Data Transfers
Where our use of service providers results in personal data being transferred outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place. These may include the use of standard contractual clauses or equivalent lawful transfer mechanisms, together with technical and organisational measures designed to protect your data.
Data Retention
We retain personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy, including satisfying any legal, accounting, or reporting requirements.
In practice, this generally means:
Enquiry and booking data is kept for the period required to manage your booking and resolve any follow up queries or issues.
Contract, invoice, and payment information is typically retained for the period required by tax and accounting laws.
Communication records and service notes may be retained for a reasonable period to manage our business, handle complaints, and improve services.
When personal data is no longer required, we will securely delete or anonymise it so that it can no longer be associated with an identifiable individual.
How We Protect Your Personal Data
We use a combination of physical, technical, and organisational measures to protect the personal data we hold from unauthorised access, loss, or misuse. These measures include secure storage solutions, controlled access to information on a need to know basis, and the use of reputable third party service providers who implement appropriate security controls.
While we take reasonable steps to protect your information, no method of transmission or storage is completely secure. We regularly review our practices and aim to maintain a level of security appropriate to the nature of the personal data we process.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These rights apply subject to certain conditions and exemptions.
Right of access. You can request confirmation of whether we process your personal data and ask for a copy of the data we hold about you.
Right to rectification. You can ask us to correct inaccurate or incomplete personal data.
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 original purpose and there is no legal reason for us to retain it.
Right to restriction. You can ask us to restrict how we use your data in certain situations, such as while we are reviewing a concern you have raised about its accuracy or use.
Right to data portability. In some cases, you can request that we provide your personal data in a structured, commonly used, machine readable format so that you can reuse it or transfer it to another service provider.
Right to object. You can object to our processing of your personal data where we are relying on legitimate interests for direct marketing or in other situations where your particular circumstances justify an objection.
Rights in relation to consent. Where we rely on your consent for specific processing activities, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal.
Exercising Your Rights and Contact
If you wish to exercise any of your rights or have questions about how we handle your personal data, you can contact us using the usual contact methods you use to reach Man with Van Herne Hill. We may need to verify your identity before responding to certain requests. We aim to respond within the time limits set by data protection law.
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 encourage you to contact us first so that we can try to resolve your concerns.
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 take effect from the date they are published in the latest version of this Privacy Policy. We recommend that you review this page periodically to stay informed about how we protect your personal data.
