Man with Van Waddon Privacy Policy
This Privacy Policy explains how Man with Van Waddon collects, uses, stores and protects personal data relating to our customers and prospective customers in our service area. It also explains your rights under the UK General Data Protection Regulation and associated data protection laws.
Man with Van Waddon is committed to handling all personal data lawfully, fairly and transparently. By using our services or providing your personal data to us, you acknowledge that you have read and understood this Privacy Policy.
Scope of this Privacy Policy
This Privacy Policy applies to all customers, prospective customers and individuals who contact or interact with Man with Van Waddon for man and van, moving, transport or related services in our operating area. It covers personal data collected through telephone enquiries, online enquiries, written correspondence and in-person interactions.
This Privacy Policy does not apply to third party websites, platforms or services that may be used to contact us or that we may reference. Those services have their own privacy policies and we are not responsible for their practices.
Personal Data We Collect
We only collect personal data that is necessary for providing our services and managing our business. The types of personal data we may collect include:
Identification and contact details such as your name, residential or business address, collection and delivery addresses, and general location details relevant to the service.
Communication details such as your preferred method of contact and the content of communications you send to us, including queries, feedback, complaints and booking information.
Service and booking information such as the date and time of your move or transport job, type and quantity of items to be moved, access requirements, special instructions and related logistical details.
Billing and payment information such as details required to prepare quotes and invoices, payment status and records of transactions. We do not store full payment card details if card payments are processed via a third party payment processor.
Technical information such as basic device or browser details and general usage information where this is automatically provided when you access any online pages or forms we use. This may include log information and basic analytics to help us improve our services.
How We Collect Your Data
We collect personal data from you in several ways:
Directly from you when you contact us by phone, online enquiry form, messaging services or in person to request a quote, make a booking, change a booking, ask a question or provide feedback.
During the provision of services when our drivers or team members confirm details in person, document collection and delivery information or note any changes to the service.
From third parties where you have authorised another person to act on your behalf, for example a family member, landlord, estate agent or business contact who books our services for you.
Automatically through limited technical data when you interact with our online content, such as forms or pages hosted by third parties, subject to their terms and your device settings.
Lawful Basis for Processing
We process your personal data under one or more of the following lawful bases under data protection law:
Performance of a contract: We process personal data to provide our man and van and related services, to prepare and issue quotes, to manage bookings, to carry out moves and deliveries, and to handle invoices and payments.
Compliance with legal obligations: We may process personal data to comply with our legal, regulatory, tax and accounting obligations, including maintaining appropriate business records.
Legitimate interests: We process personal data for our legitimate business interests where these are not overridden by your rights and interests. This includes managing and improving our services, responding to enquiries, handling complaints, training staff, protecting our business, and pursuing or defending legal claims.
Consent: In limited cases, we may rely on your consent, for example if we wish to send certain forms of direct marketing by specific channels. You can withdraw your consent at any time where processing is based on consent.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To provide and manage our services, including giving quotes, scheduling and completing moves and deliveries, and coordinating our drivers and vehicles.
To communicate with you, respond to enquiries, confirm bookings, provide updates and deal with any changes to your arrangements.
To issue invoices, process payments, manage accounts and keep appropriate business and financial records.
To improve our services, operations and customer experience, including using feedback and limited analytics to understand demand and service performance.
To handle complaints, disputes or legal claims and to protect our rights, property and safety and that of our customers, staff and the public.
To comply with legal and regulatory requirements and to cooperate with competent authorities where required by law.
Data Retention
We keep personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy and to meet legal, accounting or reporting requirements.
In most cases, we will keep customer and booking records for a period that allows us to respond to queries, handle complaints, manage our contracts and meet tax and accounting rules. When personal data is no longer needed, we will securely delete or anonymise it.
The specific retention period may vary depending on the nature of the data, the service provided and our legal obligations. Factors we consider include limitation periods for legal claims, mandatory record-keeping rules and the operational needs of our business.
Data Processors and Sharing of Data
We may share personal data with third parties that act as data processors on our behalf. These processors only process data according to our instructions and are required to keep it secure and confidential.
Categories of processors and recipients may include:
IT and hosting providers that support our systems, storage and communication tools.
Payment service providers that process payments for our services.
Professional advisers such as accountants, where access to certain data is necessary to provide their services.
In some cases, we may also need to share personal data with other third parties, such as insurers, legal advisers, courts, law enforcement or regulatory authorities where we are required to do so by law or where it is necessary to establish, exercise or defend legal claims.
We do not sell your personal data to third parties.
International Data Transfers
Our primary operations are based in the local area and we generally seek to keep personal data within the United Kingdom or other jurisdictions with adequate data protection standards. Where any transfer of personal data outside the United Kingdom or European Economic Area is necessary, we will ensure that appropriate safeguards are in place to protect your data, in accordance with applicable data protection laws.
Data Security
We implement appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction or damage. These measures include limiting access to personal data to personnel and processors who need it to perform their duties, using secure methods of storage and communication where appropriate, and regularly reviewing our security procedures.
While we take reasonable steps to protect your personal data, no system or transmission can be guaranteed as completely secure. You should also take care when sharing information with us and use secure channels where possible.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and legal exceptions. They include:
Right of access: You have the right to request confirmation that we process your personal data and to request a copy of the personal data we hold about you.
Right to rectification: You have the right to ask us to correct personal data you believe is inaccurate or incomplete.
Right to erasure: In certain circumstances, you have the right to request that we delete your personal data.
Right to restriction of processing: In certain circumstances, you have the right to request that we limit the way we use your personal data.
Right to object: You have the right to object to certain types of processing, including processing based on our legitimate interests, on grounds relating to your particular situation.
Right to data portability: In some cases, you may have the right to receive the personal data you provided to us in a structured, commonly used and machine-readable format and to transmit it to another controller.
Right to withdraw consent: Where processing is based on your consent, you have the right to withdraw your consent at any time. This does 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 your rights have been infringed. We encourage you to contact us first so we can try to resolve any concerns.
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 updated version will apply from the date it is published. We recommend that you review this Privacy Policy periodically to stay informed about how we handle personal data.
