Man with Van Sutton Privacy Policy

This Privacy Policy explains how Man with Van Sutton collects, uses, stores and protects personal data relating to our customers and prospective customers. It also sets out your rights under the UK General Data Protection Regulation and related data protection laws. This Privacy Policy applies to all Man with Van Sutton customers and service users in our service area, whether you contact us online, by phone, or in person.

By engaging our services or by contacting us with an enquiry, you acknowledge that you have read and understood this Privacy Policy.

Who We Are and Scope of This Policy

Man with Van Sutton is a removals and transport service provider operating in the Sutton area and surrounding locations. We act as the data controller for the personal data we collect and process about you in connection with our services. This means we determine the purposes and means of processing your personal data.

This Privacy Policy covers personal data collected from individual customers, business contacts, and any person who communicates with us or uses our services in the Sutton area and any nearby areas we serve.

Personal Data We Collect

We may collect and process different categories of personal data depending on how you interact with us and which services you request. The personal data we collect can include:

Identification and contact details, such as your name, postal address, service address, billing address, and preferred contact details.

Communication details, such as your communications with us, including the content of enquiries, quotes, bookings, and feedback, and the date and time of such communications.

Service details, such as details about the property from which items will be collected or delivered, access information you provide, and information about the nature and contents of items for transport, where you choose to share this.

Booking and transaction information, such as dates and times of moves or deliveries, prices quoted, services requested or purchased, and payment status. Where payments are processed via third party payment processors, we may receive limited information about payment confirmation but we do not store full payment card details.

Website and technical data, where applicable, such as basic technical information collected when you visit our website, including your IP address, browser type, device type and general usage information. This may be collected using cookies or similar technologies as configured in your browser settings.

Any other information you choose to provide to us that is relevant to arranging or carrying out your service.

How We Collect Your Data

We collect personal data directly from you when you contact us to request information or a quote, make a booking, use our services, or provide feedback. This may be by telephone, through online forms, by messaging services, or in person.

We may also receive information about you from third parties where necessary to provide our services, for example from a business partner, letting agent or employer who books a service on your behalf. In such cases, we ensure that the data is handled in accordance with this Privacy Policy.

Lawful Bases for Processing

We process your personal data only where we have a lawful basis under data protection law. Depending on the context, the lawful bases we rely on may include:

Contract: We process personal data to enter into and perform our contract with you, for example to provide quotes, manage bookings, deliver removal or transport services, and handle payments and related customer service.

Legal obligation: We may process personal data where necessary to comply with legal obligations, for example accounting, taxation, or responding to lawful requests from authorities.

Legitimate interests: We may process personal data where it is in our legitimate interests to do so and where your interests and fundamental rights do not override those interests. Examples include managing and improving our services, keeping appropriate business records, maintaining security, and handling queries or complaints.

Consent: In some cases, we may rely on your consent, for example for certain forms of marketing or where consent is required for the use of particular cookies. When we rely on consent, you can withdraw it at any time.

How We Use Your Personal Data

We may use your personal data for the following purposes:

To respond to enquiries and provide quotes for our services.

To set up, manage and fulfil bookings, including scheduling, route planning, and providing instructions to our drivers and staff.

To communicate with you about your booking, including confirmations, changes, reminders, and post-service follow up.

To manage billing, process payments via our payment processors, and maintain proper accounting records.

To provide customer support, handle complaints, and resolve disputes.

To improve our services, operations and customer experience, including through internal analysis and training.

To send you service related information and, where permitted, relevant marketing communications that you can opt out of at any time.

To comply with legal and regulatory requirements and to protect our rights, property and safety and those of our customers and staff.

Data Sharing and Processors

We may share your personal data with carefully selected third parties where necessary for the purposes described in this Privacy Policy, including:

Service providers and data processors who support our business operations, such as customer management systems, cloud hosting providers, drivers and subcontractors working on our behalf, and payment processing providers. These third parties may only process your personal data according to our instructions and must protect it in accordance with data protection law.

Professional advisers such as accountants, auditors or legal advisers where reasonably necessary for our business and legal obligations.

Public authorities, regulators, law enforcement agencies or courts, where we are legally required or permitted to do so.

We do not sell your personal data to third parties. We require all processors with whom we share data to implement appropriate technical and organisational measures to protect your personal data.

International Transfers

Where any of our service providers or systems are located outside the United Kingdom or European Economic Area, and your personal data is transferred internationally, we will ensure that appropriate safeguards are in place to protect your data. This may include reliance on adequacy regulations or the use of standard contractual clauses or equivalent safeguards approved by data protection authorities.

Data Retention

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

In general, we keep customer and booking records for a period that allows us to manage our relationship with you, deal with any queries or disputes, and meet our statutory obligations. Specific retention periods may vary depending on the type of data and the applicable legal requirements.

When personal data is no longer required, we will either securely delete it or anonymise it so that it can no longer be linked to an identifiable individual.

Data Security

We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it from unauthorised access, loss, misuse, alteration or disclosure.

These measures include restricting access to personal data to staff and service providers who need it for legitimate business purposes, using secure storage and transmission methods where appropriate, and maintaining procedures to deal with any suspected data breach. If we are legally required to do so, we will notify you and any relevant regulators of a significant data breach that affects your personal data.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all Man with Van Sutton customers in our service area, although they may be subject to certain conditions and legal exemptions. Your rights include:

Right of access: You have the right to request a copy of the personal data we hold about you, together with information about how we use it.

Right to rectification: You have the right to request that we correct inaccurate or incomplete personal data concerning you.

Right to erasure: In certain circumstances, you may 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 no other legal basis for processing applies.

Right to restriction of processing: You may ask us to 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 may object to our processing of your personal data where we rely on legitimate interests. We will stop processing unless we can demonstrate compelling legitimate grounds which override your interests or where processing is required for legal claims. You also have an absolute right to object to direct marketing.

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

Right to withdraw consent: Where we rely on your consent to process your personal data, you may withdraw your consent at any time. This will not affect the lawfulness of any processing that took place before withdrawal.

You also have the right to lodge a complaint with the relevant data protection authority if you believe that your data protection rights have been infringed. We encourage you to contact us first so that we can address any concerns.

Children

Our services are not directed at children, and we do not knowingly collect personal data from children. If you believe that a child has provided us with personal data without appropriate consent, please contact us so that we can delete the information.

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 services we provide. We will post any updated version on our website or otherwise make it available to you. Please review this Privacy Policy periodically to stay informed about how we process your personal data.

Continued use of our services after changes are made will be treated as acceptance of the updated Privacy Policy, to the extent permitted by law.