Privacy Policy

Man With a Van East Ham Privacy Policy

This Privacy Policy explains how Man With a Van East Ham collects, uses, stores and shares personal data relating to customers and prospective customers in the East Ham area and surrounding locations. It is intended to help you understand what information we process, why we process it, and how you can exercise your rights under the UK General Data Protection Regulation and applicable data protection law.

This Privacy Policy applies to all Man With a Van East Ham customers and individuals who make enquiries or bookings with us in our service area, whether by telephone, online forms, written correspondence or any other communication method.

Data Controller

For the purposes of data protection law, Man With a Van East Ham is the data controller in relation to the personal data that we collect and process about you. As data controller, we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing complies with applicable law.

Personal Data We Collect

We only collect personal data that is relevant and necessary for us to provide our services and manage our relationship with you. The categories of personal data we may collect include the following:

Identification and contact details, such as your name, address, service address, and general location information in the East Ham area and surrounding locations, together with any other addresses relevant to a booking.

Communication details, such as your preferred contact method and any information you provide when you contact us to request a quote, make a booking or ask a question.

Booking and service information, such as details about the moving or transport services you require, dates and times of bookings, collection and delivery points, and any instructions or notes you provide in relation to the service.

Billing and payment information, such as records of payments you make to us and related transaction details. We do not store full payment card details where payment is processed via an external payment service provider.

Technical or usage data, where relevant, such as basic information about how you interact with our online content or messages, for example the date and time of contact or enquiry.

How We Collect Personal Data

We collect personal data in various ways, including:

Directly from you when you contact us to request information or a quote, when you confirm a booking, or when you communicate with us in relation to an existing or past booking.

Through our service delivery when we attend at collection and delivery addresses, carry out the agreed services and record operational details relating to your booking.

From third parties in limited circumstances, for example where a third party arranges a booking on your behalf or as part of a business arrangement, in which case that party should have your permission to share your details with us.

Purposes and Lawful Bases for Processing

We rely on different lawful bases under data protection law, depending on the nature of the processing. The main purposes for which we process your personal data, together with the corresponding lawful bases, are:

To provide our services and manage bookings. We process your identification, contact and booking information to respond to enquiries, provide quotes, confirm bookings, plan routes, carry out collections and deliveries, and handle any changes or issues that arise. The lawful basis for this is that processing is necessary for the performance of a contract with you or to take steps at your request before entering into a contract.

To manage billing and payments. We process transaction information to issue invoices, receive payments, and maintain accurate financial records. The lawful basis is performance of a contract and compliance with legal obligations relating to accounting and tax.

To communicate with you. We use your contact details to provide booking confirmations, updates, service-related messages and responses to your questions. The lawful basis is performance of a contract or our legitimate interests in providing effective customer service.

To manage our business operations. We may use your data to analyse service usage, improve our service quality and ensure the efficient running of our operations. Where we rely on legitimate interests for this processing, we do so only where our interests are not overridden by your rights and freedoms.

To comply with legal obligations. We may process personal data where necessary to comply with applicable laws, regulations, court orders or requests from competent authorities, including record-keeping obligations.

Where required, we may also rely on your consent for specific activities. If we rely on consent, we will make this clear at the point of collection and you may withdraw your consent at any time.

Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, and in accordance with applicable legal, accounting and reporting requirements.

In general, we keep booking and related service records for a period that allows us to deal with queries, complaints or potential legal claims arising from the services provided. Financial and transactional records are usually kept for the period required by tax and accounting laws.

Where personal data is no longer required for the purpose for which it was collected and no longer needs to be retained to comply with legal obligations, we will securely delete, anonymise or otherwise remove it from our systems.

Data Processors and Third Parties

We may share your personal data with carefully selected third parties who act as data processors on our behalf. These processors only process your personal data in accordance with our instructions and are required to implement appropriate technical and organisational measures to protect your data.

Typical categories of data processors include service providers who assist us with payment processing, accounting, customer relationship management, data storage and IT support services.

We may also share personal data with other third parties in the following limited circumstances:

Where we are under a legal or regulatory obligation to disclose the information, such as to law enforcement bodies or regulatory authorities.

Where it is necessary to protect our rights, property or safety, or the rights, property or safety of our customers or others, in accordance with applicable law.

Where we are involved in a business reorganisation, transfer or similar event, in which case reasonable steps will be taken to ensure that your privacy rights continue to be protected.

We do not sell your personal data and we do not share it with third parties for their independent marketing purposes.

International Transfers

Where we make use of service providers that are located outside the United Kingdom or the European Economic Area, or that store data in other jurisdictions, we will take appropriate steps to ensure that your personal data is afforded an equivalent level of protection. This may include putting in place standard contractual clauses or other appropriate safeguards as required by data protection law.

Security of Your Personal Data

We take reasonable and appropriate technical and organisational measures to protect the personal data that we hold from unauthorised access, accidental loss, destruction or damage. These measures include limiting access to personal data to those who have a business need to know it, using secure systems and applying retention and deletion procedures.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to the personal data that we hold about you. These rights may be subject to certain limitations and conditions, but we will always respond to any request you make in accordance with the law.

Your rights include:

Right of access. You have the right to request confirmation that we are processing your personal data and to obtain a copy of that data, together with certain information about how we use it.

Right to rectification. You have the right to request correction of any inaccurate or incomplete personal data that we hold about you.

Right to erasure. In certain circumstances, you have the right to request that we delete your personal data, for example where it is no longer necessary 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 may request that we restrict the processing of your personal data in certain situations, such as where you contest the accuracy of the data or object to our processing.

Right to data portability. Where processing is based on your consent or on a contract and is 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 object. You have the right to object, on grounds relating to your particular situation, to certain types of processing, including processing based on our legitimate interests.

Where we rely on consent as the lawful basis for processing, you have the right to withdraw your consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.

Exercising Your Rights

If you wish to exercise any of your data protection rights, or if you have questions or concerns about how we handle your personal data, you can contact us using the usual contact methods you use to reach Man With a Van East Ham. We may need to verify your identity before acting on your request in order to protect your privacy and security.

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. We would, however, appreciate the opportunity to address your concerns directly in the first instance.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or other operational reasons. Any changes will be effective from the date the updated version is made available. We encourage you to review this Privacy Policy periodically to remain informed about how we protect your personal data.