Man with Van Norbiton Privacy Policy

This Privacy Policy explains how Man with Van Norbiton collects, uses, stores and shares personal data relating to customers and prospective customers in the Norbiton area. It is designed to comply with the UK General Data Protection Regulation and other applicable data protection laws.

This Privacy Policy applies to all Man with Van Norbiton customers in the area, including individuals and businesses who contact us, request a quote, make a booking, or otherwise use our services.

Who we are and scope of this policy

Man with Van Norbiton is a transport and moving service provider operating in the Norbiton area. We act as the data controller for the personal data we collect and use about our customers and prospective customers. That means we decide what data is collected, for what purposes and how it is processed.

By using our services or contacting us, you acknowledge that you have read this Privacy Policy. We may update this policy from time to time and will use reasonable efforts to notify customers of significant changes where appropriate.

Types of personal data we collect

We may collect and process different categories of personal data when you interact with us, including:

Identification and contact details: name, title, postal address, pick-up and delivery addresses, and any other contact information you choose to provide to us.

Booking and service information: details about the service you request, such as dates and times, locations, type and quantity of items to be moved, access details, special instructions, and photographs you may send to us to help with quoting and planning.

Communications data: information contained in messages you send to us and that we send to you, such as enquiries, quotes, confirmations and follow-up communications.

Payment and transaction data: information relating to the payment of our services, such as the amount paid, currency, date and time of payment, and payment method. We do not store full card details when payments are processed by external payment processors.

Technical and usage data: limited information derived from your use of our website or online tools, such as basic device information, browser type, pages visited and the date and time of visits. This is typically collected using cookies or similar technologies where applicable.

How we collect personal data

We collect personal data in a number of ways, including:

Directly from you when you contact us by phone, through online forms, or by other communication methods to request a quote, make a booking or ask a question.

Through the provision of our services, for example when we attend at an address, load or unload items, or record details required to complete the job.

From third parties where necessary for providing our services, such as referral partners or platforms that you may use to find and book our services. Where this occurs, the third party is responsible for having a lawful basis to share your data with us.

Lawful basis for processing personal data

We only process personal data when we have a lawful basis to do so. Depending on the circumstances, we may rely on the following lawful bases:

Contract: we process personal data that is necessary to enter into a contract with you or to fulfil our contractual obligations, such as arranging bookings, providing removal services and managing payments.

Legal obligation: we may process personal data where this is required to comply with legal or regulatory obligations, including record-keeping, tax and accounting duties or responding to lawful requests from public authorities.

Legitimate interests: we may process personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. Examples include managing and improving our services, handling customer queries, preventing fraud and maintaining business records.

Consent: in limited circumstances, we may rely on your consent, for example for specific types of marketing where required. Where consent is used, you have the right to withdraw it at any time.

How we use personal data

We use personal data for the following purposes:

To provide our services: including scheduling and carrying out man with van jobs, communicating with you about the booking, managing access and ensuring that the services you requested are completed safely and efficiently.

To handle enquiries and quotes: responding to questions, providing quotations, suggesting appropriate services, and following up on interest where appropriate.

To manage payments and invoicing: processing payments, issuing invoices and receipts, dealing with payment queries and managing refunds where applicable.

To maintain business records: keeping records of services supplied, customer interactions and related information for operational, tax and accounting purposes.

To improve and protect our business: monitoring usage of our services, resolving issues, carrying out analysis to improve our operations, and ensuring the security of our systems and vehicles.

To comply with legal requirements: responding to regulatory requests, enforcing our contractual rights and protecting our legal position in the event of a dispute.

Data sharing and processors

We may share personal data with trusted third parties where necessary for the purposes set out in this Privacy Policy. These third parties act either as data processors on our behalf or as independent controllers, depending on the circumstances.

Categories of recipients may include:

Service providers and contractors: for example, external drivers or subcontractors who help deliver our services, subject to appropriate confidentiality and data protection obligations.

IT and hosting providers: companies that provide hosting, communication or storage solutions allowing us to run our website, email systems or booking tools. These providers act as data processors and only process data on our instructions.

Payment processors: entities that process card payments or other forms of electronic payment. These providers act as independent controllers for certain processing activities related to payment security and compliance.

Professional advisers: such as accountants, insurers or legal advisers, where necessary to obtain professional advice, manage risks or handle disputes.

Public authorities and law enforcement: where we are legally required to disclose information or where disclosure is necessary to protect our rights, property, safety or the safety of others.

We do not sell personal data to third parties.

International transfers

Where personal data is transferred outside the United Kingdom or the European Economic Area by our service providers, we take steps to ensure that appropriate safeguards are in place, such as using standard contractual clauses or ensuring that the destination country has an adequate level of data protection.

Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected and to meet legal, accounting or reporting requirements.

In general, we keep booking and transaction records for a period required by tax and accounting laws. Communication records and enquiry details may be retained for a reasonable period to allow us to respond to follow-up queries and manage our relationship with you.

When personal data is no longer required, we will securely delete or anonymise it, unless we have a legal obligation or compelling legitimate interest to retain it for a longer period.

Security of personal data

We take appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures may include access controls, secure storage, internal policies and staff training.

While we strive to protect your personal data, no method of transmission or storage is completely secure. You are encouraged to take care when sharing personal information and to notify us promptly if you suspect any misuse.

Your data protection rights

Under data protection law, you have a number of rights in relation to the personal data we hold about you. These include:

Right of access: you can request confirmation that we process your personal data and obtain a copy of that data, together with certain information about how it is used.

Right to rectification: you can ask us to correct or complete any personal data that is inaccurate or incomplete.

Right to erasure: in certain circumstances, you can request that we 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: you can request that we limit the processing of your personal data in specific situations, such as while we are investigating a concern about accuracy or lawful use.

Right to data portability: where processing is based on consent or contract and carried out by automated means, you may request that we provide your personal data in a commonly used machine-readable format or, where technically feasible, transfer it directly to another controller.

Right to object: you can object to processing based on our legitimate interests where you believe your rights and freedoms outweigh our interests. You can also object at any time to the use of your personal data for direct marketing.

Rights in relation to automated decision-making: we do not carry out solely automated decision-making that produces legal or similarly significant effects about you in the context of our services.

You also have the right to lodge a complaint with a data protection supervisory authority if you are unhappy with how we handle your personal data. We encourage you to contact us first so that we can try to resolve your concerns.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or operational needs. Any updated version will be made available using our usual communication channels. The revised policy will apply from the date it is published.

Your continued use of Man with Van Norbiton services after any changes to this Privacy Policy will be taken as acceptance of the updated terms, to the extent permitted by law.