Privacy Policy
Man with Van Plaistow Privacy Policy
This Privacy Policy explains how Man with Van Plaistow collects, uses, stores and protects personal data about its customers and potential customers in the local service area. It is intended to be fully compliant with the UK General Data Protection Regulation and the Data Protection Act 2018. This policy applies to all Man with Van Plaistow customers and anyone who contacts us to enquire about or arrange our services in the Plaistow area.
By contacting us, requesting a quote, making a booking, or using our services, you acknowledge that you have read and understood this Privacy Policy. We may update this policy from time to time and will apply the most recent version to your data from the date it is published.
Data Controller
Man with Van Plaistow is the data controller for the personal data described in this Privacy Policy. As data controller, we determine the purposes and means by which your personal information is processed and are responsible for ensuring that processing is carried out in accordance with data protection law.
Personal Data We Collect
We only collect personal data that is necessary for the effective delivery of our services. The types of data we may collect include:
Identification and contact details: name, address, service address, billing address, and basic contact details such as your preferred method of communication.
Service information: dates and times of your booking, collection and delivery addresses, access details, property type, description of the items to be moved, special handling requirements and any other instructions you provide.
Communication records: records of enquiries, quotes, correspondence and any complaints or feedback you provide to us.
Payment information: details needed to process payments and to keep basic financial records. We do not store full card details when payments are processed through a secure third party.
Technical and usage data: limited technical information that may be generated when you visit our online pages or interact with digital content, such as basic device and browsing information, where this is necessary for security, analytics or service improvement.
How We Collect Your Data
We collect personal data directly from you when you:
Make an enquiry or request a quote.
Book a service or amend an existing booking.
Communicate with us by phone, in writing or via online forms.
Provide feedback, reviews or complaints.
We may also receive information about you from third parties where it is necessary to deliver the services you have requested, for example if another person books a move on your behalf or provides your details for contact and coordination.
Purposes and Lawful Bases for Processing
We process your personal data only where we have a lawful basis under UK GDPR. The main purposes and legal bases are:
To provide quotes and respond to enquiries: we use your contact and service details to respond to your requests. Our lawful basis is taking steps at your request prior to entering into a contract and our legitimate interests in running our business.
To perform a contract for removal and transport services: we use your personal data to confirm bookings, plan routes, carry out the move, communicate about arrangements and handle payments. Our lawful basis is performance of a contract with you.
To manage our relationship with you: this includes contacting you about changes to bookings, follow-up messages about completed services, handling complaints and maintaining service records. Our lawful basis is performance of a contract and our legitimate interests in maintaining good customer relations and proper business records.
For invoicing, accounting and tax purposes: we retain certain personal and transactional data for legal and regulatory reasons. Our lawful basis is compliance with legal obligations.
For security, fraud prevention and dispute resolution: we may process personal data to prevent misuse of services, to protect our staff and property, and to establish, exercise or defend legal claims. Our lawful basis is our legitimate interests and, where relevant, the establishment, exercise or defence of legal claims.
For service improvement and internal analysis: we may use aggregated and minimised data to help improve our services, pricing and customer experience. Our lawful basis is our legitimate interests in developing and improving our business.
Where we rely on legitimate interests, we always consider your rights and interests and ensure that they do not override our own interests.
Data Sharing and Processors
We do not sell your personal data. We only share it where necessary for the purposes set out in this Privacy Policy or where we are legally required to do so. Categories of recipients may include:
Payment and financial service providers that securely process payments and assist with invoicing and accounting.
IT and communication service providers that host our systems, email and other digital tools used to manage bookings and communications.
Operational partners or subcontractors, where strictly necessary to fulfil your booking or provide specialist services, and only with appropriate safeguards in place.
Professional advisers such as accountants, legal advisers and insurers, where required for business management, legal compliance and risk management.
Public authorities and law enforcement agencies, where required by law or where necessary for the prevention or detection of crime or to protect the rights of individuals.
Where we use third party service providers to process personal data on our behalf, they act as data processors under written contracts that require them to keep your data secure, use it only in accordance with our instructions and comply with applicable data protection law.
International Transfers
Our services are primarily provided within the Plaistow area and the United Kingdom. If any of our service providers transfer personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place, such as adequacy regulations or standard contractual clauses, to protect your data to the standards required by UK GDPR.
Data Retention
We keep personal data only for as long as is reasonably necessary for the purposes for which it was collected and to meet any legal, accounting or reporting requirements.
Enquiry and quotation data is normally retained for a limited period, after which it is deleted or anonymised if no booking is made.
Customer and booking records are typically kept for the duration of your relationship with us and for a further period as required for tax, accounting and potential legal claims. This period is determined in line with statutory limitation periods and regulatory guidance.
When we no longer need personal data, we will securely delete or anonymise it so that you can no longer be identified from it.
How We Protect Your Data
We take appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include restricted access controls, secure storage practices, staff awareness and the use of reputable service providers that follow recognised security standards.
Your Data Protection Rights
Under UK GDPR, you have a number of rights in relation to your personal data. These rights apply to all Man with Van Plaistow customers and enquirers in our service area, subject to certain legal conditions and exemptions. Your rights include:
Right to be informed: to receive clear information about how we use your data, which is the purpose of this Privacy Policy.
Right of access: to request a copy of the personal data we hold about you and information about how we process it.
Right to rectification: to ask us to correct inaccurate or incomplete personal data.
Right to erasure: in certain circumstances, to request that we delete your personal data, for example where it is no longer needed for the purpose it was collected or where you withdraw consent and there is no other legal basis for processing.
Right to restriction of processing: to request that we limit the way we use your data, for example while we verify its accuracy or consider an objection you have raised.
Right to data portability: in some cases, to receive your personal data in a structured, commonly used and machine-readable format and to have it transmitted to another controller where technically feasible.
Right to object: to object to processing based on our legitimate interests, including profiling. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms or where the processing is for the establishment, exercise or defence of legal claims.
Rights related to automated decision-making: we do not carry out automated decision-making or profiling that produces legal or similarly significant effects about you.
You also have the right to lodge a complaint with the data protection supervisory authority if you are unhappy with how we handle your data. We encourage you to contact us first so that we can try to resolve your concerns.
Contact and Changes to This Policy
If you have any questions about this Privacy Policy, our data protection practices or wish to exercise your rights, you can contact us using the usual contact methods shown on our customer correspondence or service information. Please clearly state your relationship with Man with Van Plaistow and the nature of your request.
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or data protection practices. Any changes will be effective from the date the updated policy is made available. We recommend that you review this Privacy Policy periodically to stay informed about how we protect your personal data.
