Man with Van Newbury Park Privacy Policy

This Privacy Policy explains how Man with Van Newbury Park collects, uses, stores and protects personal data relating to customers and prospective customers in the Newbury Park area. It also explains your rights under applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Man with Van Newbury Park customers and individuals who make enquiries about our services in the area.

1. Who this Privacy Policy applies to

This Privacy Policy applies to individuals who use, or consider using, our man and van services in Newbury Park and surrounding areas. It covers personal data we collect when you contact us, request a quotation, make a booking, receive our services, or otherwise interact with us offline or online.

2. What personal data we collect

We may collect and process the following categories of personal data about you, depending on how you interact with us:

Identity and contact details, such as your name, postal address, service addresses for collection and delivery, and any other contact details you choose to provide. Booking and service information, such as requested dates and times for your move, details of the items to be moved, access information for properties, special instructions, and records of our communications with you about your booking. Payment and billing details, such as information required to process payments and invoices. We do not store full payment card details if you pay by card through a secure payment provider. Technical and usage data, where applicable, such as basic information about how you use any of our online forms or websites, including the date and time of your enquiry and the pages or forms you access. Communication records, such as records of calls, messages or other correspondence between you and us in relation to enquiries, quotations, complaints or feedback.

3. How we collect your personal data

We collect personal data in the following ways:

Directly from you when you contact us by phone, online form, or other communication methods to request information, ask for a quotation, or make a booking. During the provision of services, when we attend your premises to provide man and van services and you provide us with information that we need to carry out the work safely and effectively. From third parties, such as comparison platforms, listing sites or referral partners who pass on your enquiry details to us when you have requested services in the Newbury Park area. Automatically, where limited technical data is generated through your use of our online forms or website, for example your interaction with our site and the date and time of access.

4. Lawful bases for processing your personal data

We process your personal data only where we have a lawful basis to do so. Depending on the context, this may include:

Contract performance: To take steps at your request before entering into a contract and to perform our contract with you, for example to provide quotations, confirm bookings, supply our man and van services, process payments, and manage customer service queries. Legal obligations: To comply with legal and regulatory requirements, such as record keeping, tax and accounting rules, and responding to lawful requests from public authorities. Legitimate interests: To pursue our legitimate business interests, provided that your interests and fundamental rights do not override those interests. These may include managing and improving our services, handling enquiries, preventing fraud or misuse, and maintaining business records. Consent: Where required, we may rely on your consent, for example if you ask us to retain your details for future contact beyond what is necessary for your booking. Where we rely on consent, you may withdraw it at any time.

5. How we use your personal data

We use personal data for the following purposes:

To provide quotations and information about our services when you contact us. To manage bookings, plan routes, and deliver our man and van services at the correct addresses and times. To communicate with you before, during and after the provision of services, including confirming bookings, handling changes, and responding to queries. To process payments, issue invoices and receipts, and handle any payment-related issues. To maintain business and financial records for accounting, tax and audit purposes. To manage customer feedback, handle complaints and resolve disputes. To improve our operations, such as reviewing demand for services in specific areas, optimising routes and improving customer experience. To protect our business, for example by preventing misuse, fraud or activities that may endanger our staff, customers or property.

6. Data sharing and processors

We may share your personal data with trusted third parties where necessary for the purposes set out in this Privacy Policy. These third parties may act as data processors, processing personal data on our behalf and under our instructions. They may include:

IT and hosting providers that support our systems and data storage. Payment service providers that process card or electronic payments securely. Administrative and professional service providers, such as accountants, auditors or advisers who assist with our business operations and legal obligations. Platform or referral partners who originally received your enquiry and lawfully transferred it to us, where this is necessary for managing your booking and related communication.

When we use processors, we ensure that appropriate data processing agreements are in place and that they only process your personal data in accordance with our instructions and applicable data protection law. We do not sell your personal data to third parties.

7. International transfers

Where any of our service providers or systems are located outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect your personal data, such as using approved standard contractual clauses or relying on other lawful transfer mechanisms permitted by data protection law.

8. Data retention

We retain your personal data only for as long as necessary for the purposes for which it was collected and to meet any legal, accounting or reporting requirements. In general:

Enquiry and booking details are retained for a period that allows us to manage your booking, handle any follow-up queries and maintain accurate business records. Financial records, including invoices and basic transaction details, are typically kept for a number of years as required by tax and accounting rules. Communication records and service information may be retained for a reasonable period in case of disputes, complaints or the need to refer back to previous services.

When personal data is no longer required for the purposes described in this Privacy Policy, it will be securely deleted or anonymised.

9. Data security

We take appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing, accidental loss, destruction or damage. These measures include restricting access to personal data to those who need it for their role, maintaining secure storage systems, and taking reasonable steps to ensure the reliability of staff and service providers who handle personal data on our behalf.

10. Your data protection rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to certain conditions and exemptions, these include:

Right of access: You can request confirmation of whether we process your personal data and obtain a copy of that data, together with information about how it is used. 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, or where you withdraw consent and there is no other legal basis for processing. Right to restriction of processing: You can request that we restrict the processing of your personal data in certain situations, such as while we are verifying the accuracy of the data or assessing an objection you have raised. Right to data portability: Where processing is based on consent or contract and carried out by automated means, you may have the right to receive personal data you provided to us in a structured, commonly used and machine-readable format and to transmit it to another controller. Right to object: You can object to processing that is based on our legitimate interests, including profiling related to those interests. We will then stop processing your personal data unless we have compelling legitimate grounds that override your interests, rights and freedoms, or where processing is required for legal claims. Right to withdraw consent: Where we rely on your consent, you can withdraw it at any time. Withdrawal of consent does not affect the lawfulness of processing prior to withdrawal.

11. Exercising your rights and complaints

If you wish to exercise any of your data protection rights in relation to Man with Van Newbury Park, you can contact us using the normal communication channels you use for our services. To help us respond, please clearly state which right you wish to exercise and provide enough information for us to identify you and locate your data.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are unhappy with how we handle your personal data. In the United Kingdom, this is the Information Commissioner's Office.

12. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, how we process personal data, or changes in legal requirements. Any updated version will apply to all existing and new customers from the date it is published. We recommend that you review this Privacy Policy periodically to stay informed about how we handle your personal data.