Privacy Policy
Man with Van Raynes Park Privacy Policy
This Privacy Policy explains how Man with Van Raynes Park collects, uses, stores, and protects personal data for all customers in the Raynes Park area. It also sets out your rights under the UK General Data Protection Regulation and related data protection laws. By using our services, you acknowledge that you have read and understood this Privacy Policy.
Scope and Data Controller
This Privacy Policy applies to all Man with Van Raynes Park customers and prospective customers in the Raynes Park area, including individuals and businesses who make enquiries, request quotations, or use our moving and transport services. We act as the data controller for the personal data that we collect and process in connection with providing our services.
Personal Data We Collect
We collect and process personal data that is necessary to provide our services and run our business. The types of personal data we may collect include the following categories.
Identification details such as your name, title, and, where relevant, your business name or contact person if you are booking on behalf of a company.
Contact details such as your postal addresses for collection and delivery, and any alternative addresses you specify, as well as communication preferences.
Service details including information about the type of move or transport you require, property access details, parking information, and any special instructions you provide relating to the service.
Booking and transaction information such as dates and times of bookings, records of services provided, payment details processed through our chosen payment providers, and basic invoicing information.
Communication records including notes of telephone conversations where relevant, and the content of any messages or correspondence you send to us when you make an enquiry, request a quote, or provide feedback.
Technical and usage data where applicable, such as basic information about how you interact with our online presence, for example, pages viewed and time spent, collected through standard web server logs or similar tools.
Lawful Basis for Processing
We only process personal data where we have a lawful basis under data protection law. The main lawful bases we rely on are set out below.
Performance of a contract: We process your personal data to enter into and perform our contract with you, including to provide quotations, confirm bookings, carry out moves, manage payments, and communicate with you about the service.
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 includes managing our business operations, improving our services, maintaining records, preventing fraud, and responding to enquiries and complaints.
Legal obligations: We may process your data where it is necessary to comply with legal duties, including accounting, tax, and record-keeping obligations, and to respond to lawful requests from public authorities.
Consent: In limited situations, we may rely on your consent, for example, where we wish to send you certain types of marketing that are not covered by legitimate interests. 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 our services, including assessing your requirements, preparing and issuing quotations, planning routes, allocating vehicles and staff, and carrying out your move or transport service.
To manage bookings, including confirming dates and times, handling changes or cancellations, issuing invoices, processing payments through our payment providers, and maintaining records of work completed.
To communicate with you, for example, to respond to your enquiries, provide customer support, request additional details about your booking, send confirmations and updates, and inform you about any issues or delays.
To improve our services and business operations, including reviewing feedback, monitoring service quality, training staff, and enhancing our processes and systems.
To comply with legal and regulatory requirements, including record-keeping obligations, tax and accounting responsibilities, and responding to lawful requests from public authorities or law enforcement agencies.
To protect our rights and those of our customers, for example, in the event of a dispute, claim, or complaint, or to investigate potential fraud or misuse of our services.
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.
Service providers and processors: We may use third-party companies to support our operations, for example, providers of payment processing, secure data storage, accounting or invoicing systems, and information technology support. These providers act as data processors and may only process your personal data on our documented instructions and for the purposes we specify.
Professional advisers: We may share information with professional advisers such as accountants, auditors, or legal advisers where necessary to obtain advice or comply with our obligations.
Public authorities: We may disclose personal data where required by law or where we believe it is necessary to protect our rights or the rights of others, for example, to law enforcement bodies, courts, or regulatory authorities.
We do not sell your personal data and we do not allow third parties to use it for their own independent marketing purposes without your explicit consent.
Data Retention
We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting, or reporting requirements. The specific retention period depends on the type of data and the context of the processing.
Booking and transaction records and associated personal data are typically retained for a period aligned with applicable tax and accounting laws, after which the data will be securely deleted or anonymised.
Enquiry records and quotation details that do not lead to a booking may be retained for a limited period so that we can respond to follow-up questions and understand demand for our services, after which they will be securely deleted or anonymised.
Communication records, such as correspondence relating to complaints, disputes, or feedback, may be kept for a period necessary to protect our legitimate interests and to demonstrate how we handled the matter.
When we no longer need to retain personal data, we will dispose of it in a secure manner that protects your privacy.
International Transfers
Our core services are provided within the United Kingdom. If we ever need to transfer your personal data outside the UK to a country that does not provide the same level of data protection, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent mechanisms, in line with applicable data protection laws.
Data Security
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 limiting access to personal data to those employees, contractors, and service providers who need to know it for business purposes, using secure systems where appropriate, and regularly reviewing our security practices.
Your Data Protection Rights
As a data subject, you have a number of rights in relation to your personal data under data protection law. These rights apply to all Man with Van Raynes Park customers in the Raynes Park area, subject to certain legal limitations.
Right of access: You have the right to request confirmation of whether we process your personal data and to receive a copy of that data, along with information about how we use it.
Right to rectification: You have the right to request that we correct any inaccurate or incomplete personal data we hold about you.
Right to erasure: In certain circumstances, you may ask us to 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 there is no other lawful basis for processing.
Right to restriction of processing: You can request that we restrict the processing of your personal data in certain situations, such as while we are verifying its accuracy or considering an objection you have raised.
Right to object: You have the right to object to processing that is based on our legitimate interests, including profiling based on those interests. We will stop processing your data unless we can demonstrate compelling legitimate grounds that override your interests or the processing is needed for legal claims.
Right to data portability: Where the processing is based on consent or the performance of a 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 transmit it to another controller.
Right to withdraw consent: Where we rely on consent to process your data, you may 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 relevant data protection supervisory authority if you believe that your data protection rights have been infringed.
Changes 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. Any updates will take effect from the date of publication. We encourage you to review this Privacy Policy periodically so that you remain informed about how we handle your personal data.
