Man and a Van Docklands Privacy Policy
This Privacy Policy explains how Man and a Van Docklands collects, uses, stores and shares personal data when providing our services. It applies to all Man and a Van Docklands customers and prospective customers in our operating area, including individuals, households and businesses who contact us, request a quote or use our man and van services.
We are committed to protecting your privacy and handling your information in a transparent and secure way in accordance with the UK General Data Protection Regulation and applicable data protection laws.
Data Controller
For the purposes of data protection law, Man and a Van Docklands is the data controller in respect of the personal data we collect and process about you in connection with our services. This means we determine how and why your personal data is processed.
Personal Data We Collect
We only collect personal data that is necessary for us to provide our services, manage our relationship with you and comply with legal obligations. The types of personal data we may collect include:
Identification and contact data, such as your name, address, service address, email address and contact details you provide when you make an enquiry, request a quote, make a booking or communicate with us.
Service and booking details, such as your requested service type, dates and times, collection and delivery addresses, property access information, parking details, inventory or item descriptions, and any special instructions you choose to provide.
Communication records, including information contained in messages, calls and any other communications you have with us relating to enquiries, bookings, complaints or feedback.
Payment and transaction data, such as the amount paid, date and time of payment and payment method. We do not store full card details; where online or card payments are used, these are processed securely by our chosen payment processor.
Technical and usage data, where applicable, such as device data, basic log information or data generated when you visit our website, to help us maintain and improve our services. We do not use this data to identify you directly without a clear purpose and lawful basis.
Any other information you voluntarily provide, for example if you give feedback, submit a review or participate in a survey relating to our services.
How We Collect Your Data
We collect personal data directly from you when you contact us, request a quote, book a service, make an enquiry, communicate with us by phone or in writing, or interact with us through our website or other channels we operate.
We may also receive personal data about you from third parties when they are authorised to share it with us, for example if a business books our services on your behalf or where a referral partner passes us your details after obtaining your consent.
Lawful Basis for Processing
We only process your personal data when we have a valid legal basis under data protection laws. Depending on the context, 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, such as arranging and delivering our man and van services, issuing quotes, confirming bookings, and handling payments.
Legitimate interests. We may process personal data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This includes managing our business, improving our services, dealing with customer enquiries, responding to complaints and ensuring the security of our operations.
Legal obligation. We process data when it is necessary to comply with legal and regulatory obligations, such as record keeping, accounting, tax obligations and responding to lawful requests from public authorities.
Consent. In certain cases, we may rely on your consent, for example for specific marketing communications that are not covered by another lawful basis. Where we rely on consent, you are free to 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 services, including responding to enquiries, preparing and sending quotes, confirming and managing bookings, delivering man and van services, and handling any follow up communications.
To communicate with you about your enquiries, bookings, changes to services, cancellations, service updates or other matters related to our business relationship.
To manage payments and billing, including issuing invoices, processing payments through our payment processor and keeping appropriate financial records.
To improve our services by analysing feedback, handling complaints, monitoring service quality and reviewing our internal processes.
To send you information about similar services to those you have already purchased or enquired about, where permitted by law. You can opt out of such communications at any time.
To comply with legal and regulatory requirements, to establish or defend legal claims, and to protect our rights, property and safety and those of our customers and staff.
Data Retention
We keep your personal data only for as long as is necessary for the purposes for which it was collected and to meet legal, accounting or reporting requirements.
In most cases, we retain customer and booking records for a period that allows us to respond to enquiries, manage any disputes or claims and comply with applicable laws. After this period, we will securely delete or anonymise your personal data so that it can no longer be associated with you.
The specific retention period may vary depending on the type of data and the legal obligations that apply. We regularly review our retention periods and remove data that is no longer required.
Data Processors and Third Parties
We may share your personal data with trusted third party suppliers who act as data processors and provide services on our behalf. These may include:
Payment processing providers that handle card or online payments securely.
IT service and hosting providers that support our systems, website and data storage.
Professional advisers, such as accountants or legal advisers, where necessary for business and legal reasons.
These processors are only permitted to use your personal data in accordance with our instructions and for the purposes described in this Privacy Policy. We require them to implement appropriate technical and organisational measures to protect your data.
We may also share personal data where required by law, for example with law enforcement or regulatory authorities, or in connection with legal proceedings or the sale or reorganisation of our business where permitted by law.
We do not sell your personal data to third parties.
International Transfers
Where we use service providers located outside the United Kingdom or European Economic Area, or where data may be stored on servers in other countries, we take steps to ensure that your personal data is given an equivalent level of protection. This may include using standard contractual clauses or relying on other recognised safeguards in line with data protection laws.
Security of Your Data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration or disclosure. These measures include limiting access to personal data to staff and processors who need it for legitimate business purposes and are subject to confidentiality obligations.
While we take reasonable steps to secure your data, no system can be completely secure. You are also responsible for taking reasonable care when sharing information with us and for the security of your own devices and communications.
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 have the right to request confirmation of whether we process your personal data and to request a copy of the personal data we hold about you.
Right to rectification. You can ask us to correct inaccurate or incomplete personal data we hold about you.
Right to erasure. In some 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 we do not have another lawful basis to retain it.
Right to restriction. You can ask us to restrict the processing of your personal data in certain situations, such as while we are reviewing a request to correct or erase your information.
Right to data portability. In certain cases, you may request that we provide your personal data in a structured, commonly used and machine readable format and that it is transmitted to another controller where technically feasible.
Right to object. You have the right to object to our processing of your personal data where we are relying on legitimate interests, including profiling related to such interests. You also have the right to object at any time to the use of your data for direct marketing.
Right to withdraw consent. Where we rely on your consent to process personal data, you can withdraw that consent at any time. This will not affect the lawfulness of processing that took place before consent was withdrawn.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe your rights have been infringed.
Applicability in the Docklands Area
This Privacy Policy applies to all customers and prospective customers of Man and a Van Docklands within our service area. By contacting us, requesting a quote or using our services, you acknowledge that your personal data will be processed as described in this policy.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or the way we provide our services. When we make significant changes, we will take appropriate steps to inform you, consistent with the impact of the changes.
We encourage you to review this Privacy Policy periodically so that you remain informed about how we handle your personal data.
