Man with Van Dulwich Privacy Policy

This Privacy Policy explains how Man with Van Dulwich collects, uses, stores, and protects personal data relating to customers and prospective customers. It applies to all Man with Van Dulwich customers and service users in the Dulwich area and surrounding locations where our services are offered within the United Kingdom.

Man with Van Dulwich is committed to complying with the UK General Data Protection Regulation and the Data Protection Act 2018. We process personal data lawfully, fairly, and transparently, and we only collect information that is necessary for the purposes described in this policy.

Data Controller

For the purposes of data protection law, Man with Van Dulwich is the data controller for the personal data we collect and use in connection with our services. This means we determine the purposes and means of processing your personal information.

Personal Data We Collect

We may collect and process the following categories of personal data when you enquire about or use our services:

Identification and contact details: name, address, service address, billing address, and other contact details such as general communication channels you choose to use.

Service and booking information: details of the service you request, dates and times of bookings, pick-up and drop-off addresses, property access information relevant to the move, inventory descriptions, special handling instructions, and any correspondence relating to your booking.

Payment and transaction data: information relating to payments you make, such as payment amount, payment method, and transaction references. We do not store full payment card details; these are handled by our chosen payment service providers.

Communication data: information contained in communications you send to us, including enquiries, feedback, complaints, or reviews, as well as records of our responses.

Technical and usage data: if you interact with our website or online services, we may collect technical data such as IP address, browser type, and pages visited, to help us manage and improve our services.

How We Collect Your Data

We collect personal data directly from you when you:

Contact us to request a quote or make an enquiry.

Book a service with Man with Van Dulwich.

Communicate with us by phone, online message, or other communication channels.

Provide feedback, testimonials, or make a complaint.

We may also receive limited personal data from third parties, for example when a person books a move on your behalf and provides your contact details and address for the service.

Lawful Bases for Processing

We process your personal data under the following lawful bases as set out in the GDPR:

Contract: To take steps at your request before entering into a contract and to perform the contract for moving and transport services, including handling bookings, providing quotes, delivering goods, issuing invoices, and managing payments.

Legal obligation: To comply with legal and regulatory requirements, such as record-keeping, tax, accounting, and responding to lawful requests from authorities.

Legitimate interests: To operate, manage, and improve our business and services, including handling customer enquiries, preventing fraud, ensuring the security of our operations, managing disputes, and maintaining accurate business records. We only rely on legitimate interests where your interests and fundamental rights do not override our interests.

Consent: Where required, we may rely on your consent, for example for certain types of marketing communications. When we rely on consent, you have the right to withdraw it at any time.

How We Use Your Personal Data

We use your personal data to:

Provide quotes, arrange and deliver our man and van services, and manage bookings.

Communicate with you about your enquiry, booking, or any changes to our services.

Process payments, manage invoices, and maintain financial records.

Respond to feedback, questions, and complaints, and resolve any disputes.

Improve our services, manage our business operations, and keep internal records.

Comply with applicable laws, regulations, and professional obligations.

If you have given consent, we may also use your data to send you information about services or offers that may be relevant to you. You can opt out of such communications at any time.

Data Sharing and Processors

We may share your personal data with trusted third parties who act as data processors on our behalf. These include:

Payment service providers who process payments and manage transactions.

IT and systems providers who host or support our website, booking systems, and communication tools.

Professional advisers such as accountants or legal advisers, where necessary for our legitimate business purposes and to comply with legal obligations.

These processors are only permitted to process your personal data in accordance with our instructions, for the purposes set out in this policy, and must implement appropriate security measures.

We may also disclose personal data where required by law, for example to law enforcement agencies or regulatory authorities, or in connection with legal proceedings.

We do not sell your personal data to third parties.

Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, or reporting requirements.

Customer records and booking information are generally retained for a period necessary to manage our relationship with you and to comply with tax and accounting obligations. In many cases this will be up to six years after the end of the financial year in which the transaction took place.

Where data is held only on the basis of consent for marketing purposes, we keep it until you withdraw your consent or we determine it is no longer required. We review such data periodically and securely delete it when it is no longer needed.

When personal data is no longer required, we will securely delete or anonymise it.

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 controlling access to personal data, maintaining secure systems, and limiting the personal data we collect to what is necessary.

While we take reasonable steps to protect your information, no system can be guaranteed to be completely secure. You should take care when providing personal data and ensure that any devices or communication methods you use to contact us are appropriately protected.

International Transfers

Our core operations are based in the United Kingdom. If we use service providers located outside the UK or European Economic Area, we will ensure that any transfer of personal data is subject to appropriate safeguards, such as standard contractual clauses or other mechanisms recognised under data protection law, to ensure that your data is adequately protected.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These include:

Right of access: You can request confirmation of whether we hold personal data about you and, if so, receive a copy of that data and certain other information.

Right to rectification: You can ask us to correct or complete any inaccurate or incomplete personal data we hold about you.

Right to erasure: In certain circumstances, you can request that we delete or remove your personal data, for example where it is no longer necessary for the purposes for which it was collected or where you withdraw consent and there is no other lawful basis for processing.

Right to restriction: You can ask us to restrict the processing of your personal data in certain circumstances, such as while we are verifying the accuracy of the data or assessing an objection.

Right to object: You can object to processing based on our legitimate interests, including profiling, and to direct marketing at any time.

Right to data portability: Where processing is based on consent or contract and carried out by automated means, you may request that we provide your personal data in a structured, commonly used, machine-readable format or that we transmit it directly to another organisation where technically feasible.

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 carried out before withdrawal.

You also have the right to lodge a complaint with the UK supervisory authority if you are concerned about how we handle your personal data.

Policy Scope and Updates

This Privacy Policy applies to all customers and service users of Man with Van Dulwich in the Dulwich area and any other areas where we provide our services within the United Kingdom. By using our services or providing your personal data, you acknowledge that you have read and understood this policy.

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or the services we provide. Any changes will take effect when the updated policy is made available. We encourage you to review this policy periodically to stay informed about how we protect your personal data.