Man with Van St Giles Privacy Policy
This Privacy Policy explains how Man with Van St Giles collects, uses, stores, and protects personal data relating to customers and prospective customers in our service area. It also sets out your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Man with Van St Giles customers and enquirers within our operating area, regardless of how you contact us or use our services.
Who We Are
Man with Van St Giles is a removals and transportation service provider serving customers in and around the St Giles area. For the purposes of data protection law, Man with Van St Giles is the data controller in relation to the personal data described in this Privacy Policy. This means we decide how and why your personal data is processed.
Personal Data We Collect
We only collect personal data that is necessary for the provision and administration of our services. The type of information we collect may include:
Identification and contact details, such as your name, address, and preferred contact methods.
Service and booking information, such as details of the property or location, dates and times of moves or deliveries, inventory or item descriptions, special access instructions, and any additional service requirements you specify.
Communication records, such as information you provide when you contact us by phone, in writing, or via any online form or messaging service, including queries, feedback, and complaints.
Billing and payment-related information, including records of payments, invoices, and transaction histories. We do not store full payment card details; where payments are made electronically, these are handled by third-party payment processors.
Technical and usage data, where applicable, such as basic information about how you interact with any online forms or digital channels we use, for example date and time of enquiry and pages viewed.
How We Collect Your Data
We may collect personal data about you in the following ways:
When you contact us directly to request a quote, make a booking, or ask a question about our services.
When you provide information to our staff in person, over the phone, or in writing in the course of arranging and delivering our services.
When you use any online forms or digital channels operated by or on behalf of Man with Van St Giles.
From third parties where you have authorised them to share data with us, for example comparison platforms or agents that you have contacted to arrange moving services.
Lawful Bases for Processing
We process your personal data only when we have a lawful basis to do so under data protection law. Depending on the circumstances, our lawful bases include:
Contract: We process your data to enter into and perform a contract with you, including providing quotes, confirming bookings, delivering our services, and managing any follow-up or aftercare.
Legal obligation: We may process your personal data where we are required to do so by law, for example for accounting, record-keeping, tax obligations, or to comply with lawful requests from authorities.
Legitimate interests: We may process your personal data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This can include managing our business operations, improving services, handling customer enquiries, and protecting against fraud and misuse of our services.
Consent: In limited cases, we may rely on your consent, for example where you choose to receive certain optional updates or marketing communications. Where we rely on consent, you can withdraw it at any time.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To provide quotes, estimate service requirements, and respond to your enquiries.
To set up and manage bookings, plan routes, and allocate the appropriate resources and vehicles.
To communicate with you about your booking, including confirmations, updates, and any changes or issues that arise.
To deliver our services safely and efficiently, including access and delivery instructions relevant to your property or location.
To issue invoices, process payments, and manage any refunds or adjustments.
To manage customer relations, including handling feedback, resolving complaints, and addressing service issues.
To maintain business records, conduct internal analysis of services, and support the running and improvement of our operations.
To comply with any applicable legal and regulatory requirements.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with trusted third parties where this is necessary for the purposes outlined in this Privacy Policy. These third parties may act as data processors on our behalf and are required to handle your data securely and in accordance with data protection law.
Categories of recipients may include:
Operational partners and subcontractors involved in the practical delivery of moving or transportation services, where they need your details to carry out the work.
Payment service providers who process payments on our behalf. These providers receive only the information necessary to process your payment and are responsible for the security of any card or bank details you provide directly to them.
IT and systems support providers who help us operate our booking and communication systems and maintain data security.
Professional advisers, such as accountants or legal advisers, where this is necessary for the management of our business and compliance with legal obligations.
Authorities or regulators, where we are legally required to share information or where sharing is necessary for the prevention or detection of crime or fraud.
Data Retention
We keep your personal data only for as long as reasonably necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.
In general, we may retain basic customer and booking information for a number of years after your last service with us in order to respond to any queries, support repeat bookings, and meet our legal obligations. Where data is no longer needed, we will securely delete or anonymise it so that it can no longer identify you.
Data Security
We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. Measures may include controlled access to records, staff training on data protection duties, and secure handling and storage of physical and electronic information.
While we take reasonable steps to safeguard your data, no system can be guaranteed to be completely secure. If we identify a personal data breach that is likely to result in a high risk to your rights and freedoms, we will inform you and any relevant authorities in accordance with legal requirements.
Your Data Protection Rights
Under data protection law, you have several 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 the personal data we hold about you.
Right to rectification: You can ask us to correct or complete any personal data that is inaccurate or incomplete.
Right to erasure: In some circumstances, you can ask us to delete your personal data, for example where it is no longer needed for the purposes for which it was collected and we have no overriding lawful basis to continue processing it.
Right to restriction of processing: You can request that we restrict the processing of your personal data in certain situations, for example while we verify its accuracy or assess an objection you have raised.
Right to object: You can object to our processing of your personal data where we are relying on legitimate interests as our lawful basis, and we will assess whether our interests outweigh your rights. You also have an absolute right to object to direct marketing.
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 your personal data in a structured, commonly used, and machine-readable format and to request that we transfer it to another controller where technically feasible.
To exercise any of these rights, you should contact us using the details provided in your booking documentation or any communication you have received from us. We may need to verify your identity before responding to your request. There is normally no fee for exercising your rights, unless your request is manifestly unfounded or excessive.
International Transfers
Our services are primarily provided within the local area. Where we use third-party providers who process data outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data, in line with data protection law.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, our internal procedures, or applicable law. Any updated version will apply from the date it is published. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.
Contact and Complaints
If you have any questions about this Privacy Policy or how your personal data is handled by Man with Van St Giles, you can contact us using the contact details provided in your booking information or other correspondence from us.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are unhappy with how we have used your data. We would, however, appreciate the opportunity to address your concerns directly before you approach a supervisory authority.
