Man with Van Northwood Privacy Policy
This Privacy Policy explains how Man with Van Northwood collects, uses, stores and protects personal data relating to its customers and prospective customers. It also describes your rights under the UK General Data Protection Regulation and associated data protection laws. This policy applies to all Man with Van Northwood customers and enquirers in the Northwood area and surrounding locations served by our business.
Who We Are
Man with Van Northwood is a local removals and transportation service provider. In the course of providing quotes and completing jobs, we may need to collect and process personal data relating to individual customers, business contacts and household representatives.
For the purposes of data protection law, Man with Van Northwood acts as the data controller in relation to the personal data described in this Privacy Policy. This means we decide how and why your data is used and are responsible for ensuring that use is lawful.
What Personal Data We Collect
We collect and process only the personal data that is necessary to provide our services, manage our business operations, and comply with legal obligations. The types of data we may collect include:
Identification and contact details such as your name, address, pick-up and drop-off addresses, and general location in the Northwood area, as well as your preferred contact details such as telephone or mobile number and any other details you choose to provide when making an enquiry.
Service details such as the date and time of your booking, details of the items to be moved, access information for properties, special instructions relating to the job, and any notes we keep about previous work carried out for you.
Communication records including information contained in messages, quotes, confirmations, and any correspondence between you and Man with Van Northwood about bookings, complaints, feedback, or general enquiries.
Payment and billing information to the extent needed to process payments and manage accounts, such as amounts charged and payment status. We do not store full card or bank details when using external payment processors, who process this data securely on our behalf.
Technical and usage data such as basic information about how you contact us, for example by telephone, text message, online form, or other communication channels, and limited technical data associated with those channels as relevant to security and service delivery.
How We Collect Your Data
We may collect personal data in the following ways:
Directly from you when you contact us to request a quote, make a booking, ask a question, provide feedback or otherwise communicate with us in writing, by telephone, or through other communication methods.
During the provision of services when we attend your property or other locations in the Northwood area and record details necessary to complete the job safely and effectively.
From third parties where you have given permission for your details to be shared with us, for example where a third party arranges a move on your behalf or refers you to us as a potential customer.
Lawful Bases for Processing
We only process personal data where we have a lawful basis to do so under data protection law. The main lawful bases we rely on are:
Contract: We process your personal data to take steps at your request before entering into a contract and to perform the contract for removal or transportation services. This includes providing quotes, confirming bookings, and carrying out the move.
Legitimate interests: We may process personal data where it is necessary for our legitimate business interests and these are not overridden by your rights and interests. This includes managing our relationship with customers, maintaining records of work carried out, improving our services, handling complaints, and ensuring security and fraud prevention.
Legal obligation: We may process certain personal data to comply with legal or regulatory obligations, for example for accounting, tax, or record-keeping purposes.
Consent: In limited circumstances we may rely on your consent, for example if we wish to send you certain types of marketing communications. Where processing is based on consent, you can withdraw your consent at any time.
How We Use Your Personal Data
We use personal data for the following purposes:
To provide quotes, arrange and carry out moves or deliveries, and manage your bookings and service requests.
To communicate with you about your enquiries, bookings, changes to appointments, and any issues that arise before, during or after the service.
To manage our business operations including maintaining internal records, managing accounts and invoices, and responding to complaints or disputes.
To improve our services and customer experience by reviewing feedback, monitoring demand, and assessing how our services are used.
To comply with applicable laws and regulations, including tax and accounting requirements.
To protect our business, staff and customers, for example by detecting and preventing fraud or misuse of our services.
Data Sharing and Processors
We do not sell your personal data. We may share your data with trusted third parties where necessary for the purposes set out in this policy:
Service providers and data processors who perform functions on our behalf, such as payment processors, bookkeeping or accountancy services, and suppliers of scheduling or administrative tools. These parties are only allowed to process your personal data in accordance with our instructions and must keep it secure.
Professional advisers such as accountants, legal advisers, or insurers where such sharing is necessary to obtain professional services or manage risks and disputes.
Public authorities or law enforcement agencies if we are legally required to do so or if this is necessary to protect our legal rights or the safety of others.
Any third party involved in a business reorganisation, merger or transfer of our services, in which case personal data may be transferred as part of that transaction subject to appropriate safeguards.
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.
In general, we will retain customer records, including contact and booking details, for a period that allows us to respond to any queries, handle complaints, and maintain accurate financial records. Specific retention periods may vary depending on the type of data and applicable legal obligations.
When personal data is no longer required, we will securely delete or anonymise it so that it can no longer be associated with an identifiable individual.
Data Security
We take appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, alteration, disclosure or destruction.
Access to personal data is limited to those members of staff and service providers who need it to perform their duties and who are subject to confidentiality obligations. We regularly review our security measures and data handling practices to help keep your information safe.
International Data Transfers
Where we work with service providers who are located outside the United Kingdom or the European Economic Area, or who store data in other countries, we will ensure that appropriate safeguards are in place to protect your personal data in accordance with data protection law. This may include using standard contractual clauses or equivalent measures.
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 exceptions. These include:
The right of access to obtain confirmation of whether we process your personal data and to request a copy of the information we hold about you.
The right to rectification to have inaccurate or incomplete data corrected.
The right to erasure in certain circumstances, for example where the data 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.
The right to restrict processing in certain situations, for example while we are verifying the accuracy of data or considering an objection you have raised.
The right to object to processing based on our legitimate interests, and to object to direct marketing at any time.
The right to data portability, which allows you to request that certain personal data is provided to you or another organisation in a structured, commonly used and machine-readable format where the processing is based on consent or contract and carried out by automated means.
If you wish to exercise any of these rights, please contact us using your usual communication channel with Man with Van Northwood and clearly state which right you wish to exercise. We may need to verify your identity before responding to your request.
Complaints
If you have concerns about how we handle your personal data, we encourage you to contact us in the first instance so we can try to resolve the issue. You also have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom.
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 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.
This Privacy Policy applies to all Man with Van Northwood customers and enquiries in the Northwood area and any other areas served by our business.
