Privacy Policy
Man and a Van Colliers Wood Privacy Policy
This Privacy Policy explains how Man and a Van Colliers Wood collects, uses, stores, shares and protects personal data relating to our customers in the Colliers Wood area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all customers and prospective customers who make enquiries, request quotations or use our services in the Colliers Wood area.
Who we are and scope of this policy
Man and a Van Colliers Wood is a removals and transport service operating in the Colliers Wood area. We are the controller of the personal data described in this Privacy Policy. This means we decide how and why your personal data is used when you contact us, request a quote or book our services.
This Privacy Policy covers all personal data we process about our customers in the Colliers Wood area, including data collected via phone, messaging services, online forms, and in person when arranging or delivering our services.
What personal data we collect
We only collect personal data that we need in order to provide our services, manage our business and comply with our legal obligations. The types of personal data we may collect include the following categories.
Identification and contact details: Your name, contact details such as mobile or landline number, and any preferred communication details you choose to provide.
Service and booking details: Collection and delivery addresses, access details for properties, dates and times of moves, details of the items to be moved, any special instructions you provide, and records of quotations and bookings.
Payment and transaction details: Information related to payments you make for our services, such as the amount paid, payment method, and payment confirmations. We do not store full payment card details if electronic payments are processed through a third-party payment processor.
Communications and correspondence: Records of communications between you and us, including enquiries, requests for quotations, feedback, and any complaints or claims.
Technical and usage data: Where applicable, limited technical information generated when you interact with us online, such as date and time of contact and pages or forms accessed. We do not seek to identify you from this information unless necessary for security or service reasons.
How we collect your personal data
We may collect personal data directly from you when you contact us to request a quote, make a booking, or communicate with us in any way. This includes personal data collected by phone, messaging services, web forms, or in person.
We may also receive personal data from third parties who are authorised to act on your behalf, for example a family member or business contact arranging a move for you. In such cases, we rely on them to confirm that they have your authority to share your data with us.
Lawful bases for processing your data
We process your personal data only when we have a lawful basis to do so. Under the UK GDPR, the main lawful bases we rely on are as follows.
Contract: We process your personal data to take steps at your request before entering into a contract and to perform our contract with you. This includes providing quotes, confirming bookings, carrying out removals and related services, and handling payment and billing.
Legitimate interests: We 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 relationship with you, maintaining records of jobs completed, improving our services, and protecting our business from fraud or misuse.
Legal obligation: We process your data where necessary to comply with legal obligations, such as accounting, tax requirements and responding to lawful requests from authorities.
Consent: In limited circumstances, we may rely on your consent, for example if you specifically ask us to store certain details for future services. Where we rely on consent, you have the right to withdraw it at any time.
How we use your personal data
We use your personal data only for the purposes for which it was collected, unless we reasonably consider that we need to use it for a related purpose that is compatible with the original purpose. The main ways in which we use your data include the following.
To provide quotations and bookings: To respond to your enquiries, assess your service needs, provide quotations and confirm bookings.
To deliver our services: To plan and carry out the collection, transport and delivery of your items, including contacting you about timings, access issues and any changes.
To manage payments and accounts: To issue invoices, process payments, maintain financial records and manage any refund or adjustment requests.
To communicate with you: To send important information about your booking or enquiry, respond to questions and manage feedback, complaints or claims.
To improve our services and protect our business: To review our operations, train staff, manage risk, and address misuse, fraud or other harmful activity.
Data sharing and processors
We do not sell your personal data to third parties. We may share your personal data with carefully selected third parties where necessary for the purposes described in this Privacy Policy or where we are legally required to do so.
Service providers and processors: We may use third-party companies to help us deliver our services and run our business, such as payment processing providers, accounting or bookkeeping services, secure data storage and backup services, and communication tools. These third parties act as processors and may only process your personal data in accordance with our instructions and for the specific purposes we specify. They are required to implement appropriate security measures and to respect the confidentiality of your data.
Professional advisers and authorities: We may share personal data with professional advisers such as accountants, insurers or legal advisers, and with regulatory or law enforcement authorities where required by law or to protect our legal rights.
Other third parties: In rare cases, for example in relation to a dispute or business restructuring, we may need to share personal data with other third parties. Where required, we will ensure that there is an appropriate lawful basis and that protective measures are in place.
International data transfers
Our usual approach is to store and process personal data within the UK or the European Economic Area. If we need to use a service provider located outside these areas, we will ensure that appropriate safeguards are in place to protect your data in accordance with data protection law, such as standard contractual clauses or equivalent protections.
Data retention and storage
We keep your personal data only for as long as it is reasonably necessary for the purposes for which it was collected, including for the purposes of satisfying any legal, accounting or reporting requirements.
In general, we keep records relating to quotations, bookings and completed services for a period that allows us to respond to queries, handle potential disputes and meet tax and accounting obligations. After the relevant retention period has ended, we will securely delete or anonymise your personal data so that it can no longer be linked to you.
The exact retention period for any category of data may vary depending on the nature of the service provided, our legal obligations and our legitimate business needs.
Security of your personal data
We take appropriate technical and organisational measures to protect your personal data from unauthorised access, accidental loss, destruction or damage. These measures include limiting access to personal data to those staff and processors who need it to perform their duties, using secure storage methods and taking reasonable steps to ensure the ongoing confidentiality, integrity and availability of your data.
While we take reasonable precautions to protect your data, no system can be completely secure. You should take care when sending personal information to us and use secure methods where appropriate.
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 customers and prospective customers of Man and a Van Colliers Wood in the Colliers Wood area, subject to certain legal limitations and exemptions.
Right of access: You have the right to request confirmation of whether we hold personal data about you and to request a copy of that data, along with information about how we use it.
Right to rectification: You have the right to ask us to correct any inaccurate or incomplete personal data we hold about you.
Right to erasure: In some circumstances, you have the right to request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected and we have no legal reason to retain it.
Right to restriction of processing: You have the right to request that we restrict the processing of your personal data in certain situations, such as if you contest its accuracy or object to our use of it.
Right to object: You have the right to object to our processing of your personal data where we are relying on legitimate interests and you believe that your interests or fundamental rights override those interests.
Right to data portability: In certain cases, you 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 transfer it to another controller, where this is technically feasible.
Right to withdraw consent: Where we rely on consent to process your personal data, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.
How to exercise your rights or raise concerns
If you wish to exercise any of your data protection rights or have questions or concerns about how we handle your personal data, you can contact us using the details you have already been provided for our services. We will respond to your request or enquiry in accordance with applicable data protection law.
You also have the right to lodge a complaint with the UK Information Commissioner's Office if you are unhappy with how we use your personal data or how we have handled any request related to your rights. More information about your rights and how to complain can be found on the Information Commissioner's Office website.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, our internal processes or applicable law. Any updates will take effect from the date they are published or otherwise communicated to you. We encourage you to review this Privacy Policy periodically so that you remain informed about how Man and a Van Colliers Wood handles your personal data.
