Privacy Policy
Man with Van Crofton Park Privacy Policy
This Privacy Policy explains how Man with Van Crofton Park collects, uses, stores, and shares personal data about its customers and prospective customers in the Crofton Park area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. This policy applies to all Man with Van Crofton Park customers and individuals who make enquiries or use our services in the Crofton Park area.
Who we are and scope of this policy
Man with Van Crofton Park is a local removals and transport service. In the course of providing our services, we act as a data controller, which means we decide how and why we process personal data relating to our customers and prospective customers.
This Privacy Policy applies whenever you contact us, request a quote, make a booking, or otherwise use our services in the Crofton Park area, whether you are acting as a private individual, a representative of a business, or on behalf of another person.
What personal data we collect
We collect and process personal data that is necessary for us to provide and manage our services. The personal data we may collect includes:
Identification and contact details such as name, postal address, collection and delivery addresses, and other contact details you provide to arrange a booking or enquiry.
Service and booking information such as dates and times of moves or deliveries, details of items to be transported, access and parking information, special instructions, and records of communications related to your booking.
Payment and billing information such as the amount charged, payment method used, and billing address. We do not store full payment card details if payment is processed through a third party payment processor; only limited transaction details are retained for accounting and record-keeping purposes.
Communications and correspondence such as messages you send to us by any communication method, notes of telephone conversations, feedback and complaints, and any other information you choose to provide about your requirements.
Technical and usage information where applicable, such as basic device or browser information and interaction with our website or online content, if we use analytics tools to understand how our services are accessed.
How we collect personal data
We collect personal data directly from you when you contact us for an enquiry or quote, make a booking, use our services, or communicate with us. This may occur by telephone, text message, online forms, messaging applications, or in person.
We may also receive personal data from third parties where a booking is made on your behalf, for example by an employer, letting agent, or family member, or where a partner business passes on your details for the purpose of a joint service.
Lawful basis for processing
We rely on several lawful bases under data protection law to process your personal data, depending on the context:
Performance of a contract. We process personal data where it is necessary to provide our services, respond to your enquiries, issue quotes, complete bookings, and meet our contractual obligations to you.
Legitimate interests. We process personal data for our legitimate business interests, provided that your interests and fundamental rights do not override those interests. This includes managing and improving our services, handling enquiries, preventing fraud or misuse, maintaining accurate records, and defending legal claims.
Legal obligations. We may process certain personal data to comply with legal and regulatory requirements, such as tax, accounting, and record-keeping obligations, and to respond to requests from authorities where we are legally required to do so.
Consent. In limited circumstances, we may rely on your consent, for example for certain types of optional marketing communications. Where we rely on consent, you are free to withdraw it at any time.
How we use personal data
We use your personal data for the following purposes:
To provide our services, including handling enquiries, creating quotations, confirming bookings, planning routes, carrying out moves or deliveries, and managing customer relationships.
To communicate with you, including sending confirmations, updates about your booking, service-related notifications, and responses to your questions or complaints.
To manage payments and accounts, including issuing invoices, recording payments received, and maintaining accounting and financial records.
To improve and manage our business, including service quality monitoring, staff training, analysing service performance, and developing new services.
To ensure security and prevent misuse, including verifying details where appropriate, preventing fraud or unauthorised use of our services, and protecting our legal rights.
To comply with legal and regulatory requirements, including responding to lawful requests from authorities and meeting our obligations under tax, accounting, and transport regulations.
Data sharing and processors
We do not sell your personal data. We may share your personal data with trusted third parties only where necessary for the purposes set out in this policy and where appropriate safeguards are in place.
Categories of recipients and processors may include:
Service providers who act as data processors and assist us with functions such as payment processing, accounting, administration, customer communication tools, information technology services, and data storage. These providers process your data only on our documented instructions and are contractually required to protect your data.
Professional advisers including accountants, insurers, and legal advisers, where necessary to manage our business, obtain professional advice, or handle disputes or claims.
Authorities and regulators where we are under a legal obligation to disclose information, or where disclosure is necessary to establish, exercise, or defend legal claims.
Other third parties with your consent, for example if you expressly ask us to share your details with another service provider or organisation.
International transfers
Where any of our service providers or data processors are located outside the United Kingdom or the European Economic Area, we take steps to ensure that appropriate safeguards are in place to protect your personal data. These may include using standard contractual clauses approved for international data transfers or relying on other lawful transfer mechanisms under data protection law.
Data retention
We retain personal data only for as long as necessary to fulfil the purposes described in this policy and to meet legal, accounting, or reporting requirements.
In general, we keep basic customer and transaction records for a period defined by applicable tax and accounting laws from the date of your last transaction or interaction with us. Booking details, invoices, and related correspondence are typically retained for this period to enable us to respond to any queries, disputes, or legal claims.
Where we hold personal data for marketing or enquiry purposes and no booking is made, we retain your data only for as long as is reasonably necessary to manage the enquiry or marketing activity, unless you request deletion earlier and we have no overriding legal basis to retain it.
When personal data is no longer needed, we will either delete it securely or anonymise it so that it can no longer be used to identify you.
Security of your personal data
We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, or disclosure. These measures include restricting access to personal data to staff and service providers who need it to perform their duties, using secure methods of storing and transmitting information where practical, and maintaining policies and training for staff on data protection responsibilities.
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 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 can ask us to correct or update personal data that is inaccurate or incomplete.
Right to erasure. In certain 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 there is no legal reason for us to keep it.
Right to restriction of processing. You can ask us to restrict the processing of your personal data in certain circumstances, such as while we verify its accuracy or consider an objection.
Right to object. You can object to our processing of your personal data where we rely on legitimate interests, including any direct marketing activities. We will stop processing unless we have compelling legitimate grounds to continue or need to do so for legal reasons.
Right to data portability. In some situations, you may have the right to receive personal data you have provided to us in a structured, commonly used, machine-readable format and to request that we transmit it to another controller where technically feasible.
Right to withdraw consent. Where we rely on your consent, you can withdraw that consent at any time. This will not affect the lawfulness of processing carried out before you withdrew your consent.
You also have the right to lodge a complaint with a supervisory authority if you believe that your data protection rights have been infringed. In the United Kingdom, this is the Information Commissioners Office. We encourage you to contact us first so we can address your concerns directly.
Updates to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. The updated version will apply from the date it is made available. We recommend that you review this policy periodically to stay informed about how we protect your personal data.
