Privacy Policy
Man with Van Stratford Privacy Policy
This Privacy Policy explains how Man with Van Stratford collects, uses, stores and shares personal data when providing man and van and related moving services. It applies to all Man with Van Stratford customers in our service area, as well as individuals who contact us about our services or visit our website.
We are committed to protecting your privacy and handling your personal data in a lawful, fair and transparent manner in accordance with the UK General Data Protection Regulation and the Data Protection Act.
Data Controller
For the purposes of data protection law, Man with Van Stratford is the data controller in respect of the personal data we collect and process about you in connection with our services. This means we determine the purposes and means of processing your personal data.
Personal Data We Collect
We may collect and process the following categories of personal data about you when you use our services or interact with us:
Identity and contact details, such as your full name, address, service address, billing address, and contact details.
Service information, such as details of the property or premises involved in the move, access and parking information, inventory details for items to be moved, packing requirements, and any special instructions you provide.
Booking and transaction details, such as dates and times of bookings, quotes provided, invoices issued, amounts paid, payment method information, and records of services delivered.
Communications data, such as records of phone calls you make to us, messages you send, and any correspondence, feedback, or complaints.
Technical and usage data, such as basic information about how you interact with our website or online booking tools, including pages visited and the time and date of visits. We do not seek to identify you from this information unless necessary for security or legal reasons.
How We Collect Your Data
We collect personal data in the following ways:
Directly from you when you contact us by phone, through online forms, or in person to request a quote or make a booking.
During the performance of the service when our team attends the pickup and delivery addresses, including information you provide on the day of the move.
From third parties where necessary to provide our services, for example from landlords, letting agents or commercial contacts who arrange a move on your behalf, or from payment service providers that confirm payments.
Automatically when you use our website, through basic analytics tools that record visits and technical information used to maintain and secure our online services.
Lawful Bases for Processing
We only process your personal data where we have a valid lawful basis under data protection law. Depending on the context, we may rely on one or more of the following lawful bases:
Contract: We process your personal data to take steps at your request before entering into a contract and to perform our contract with you, such as providing quotes, managing bookings, carrying out moves, and handling payments.
Legal obligation: We may process your data to comply with legal and regulatory requirements, including record-keeping, tax and accounting rules, and responding to requests from authorities.
Legitimate interests: We may process your personal data for our legitimate business interests, such as improving and developing our services, managing and protecting our business, preventing fraud, and handling customer queries and complaints. When we rely on legitimate interests, we balance these interests against your rights and reasonable expectations.
Consent: In limited circumstances, we may ask for your consent to process your personal data, for example to send certain types of marketing communications. Where we rely on consent, you are free to withdraw it at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide and manage our man and van and moving services, including arranging visits, planning routes, allocating vehicles and staff, and carrying out the move.
To provide quotations, manage bookings, issue confirmations, and communicate with you about the services you have requested.
To process payments, issue invoices and receipts, and maintain financial and service records.
To respond to your enquiries, feedback and complaints and to provide customer support.
To manage our business operations, including quality control, staff training, logistics planning, and service improvements.
To maintain security and prevent fraud and misuse of our services or systems.
To meet our legal and regulatory responsibilities and to cooperate with law enforcement or regulatory authorities where required.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with trusted third parties where necessary for the operation of our business and the delivery of our services. These third parties act as data processors or, in some cases, as independent controllers.
Examples of data processors we may use include:
Payment processing providers that handle card or electronic payments on our behalf.
Accountants or bookkeeping service providers that assist with financial record-keeping.
IT service providers that maintain our systems, website, and data storage, including secure cloud or backup services.
Communication service providers that enable us to send service-related messages and, where you have agreed, marketing communications.
Where we engage processors, we require them by contract to process your personal data only on our documented instructions, to keep it secure, and to comply with data protection law.
We may also share personal data with insurance providers, legal advisers, or public authorities where necessary for the establishment, exercise or defence of legal claims, for fraud prevention, or where we are required to do so by law.
International Data Transfers
Where any of our service providers process personal data outside the United Kingdom, we take steps to ensure that your personal data is protected by appropriate safeguards. This may include the use of standard contractual clauses or reliance on adequacy regulations that confirm an equivalent level of data protection in the destination country.
Data Retention
We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected and to meet any legal, accounting, or reporting requirements.
In general, we retain service and transaction records for a period consistent with applicable limitation periods for legal claims and mandatory accounting and tax retention periods. After these periods, we will securely delete or anonymise your personal data so that it can no longer be associated with you.
Where we rely on your consent for marketing communications, we will retain your contact details for marketing purposes until you withdraw your consent or object to such processing, after which we will stop this use of your data.
Security of Your Data
We use appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include limiting access to personal data to staff and processors who need it for their role, providing staff training on data protection, and using secure systems for storing and transmitting data where appropriate.
While we take reasonable steps to protect your personal data, no transmission of information over the internet or storage system can be guaranteed as fully secure. You are responsible for taking reasonable precautions when sharing information with us.
Your Data Protection Rights
As a data subject, you have a number of rights under data protection law in relation to the personal data we hold about you. Subject to certain conditions and exceptions, you may have the right to:
Access your personal data and obtain a copy of the information we hold about you, along with certain details about how we use it.
Request correction of inaccurate or incomplete personal data we hold about you.
Request erasure of your personal data where there is no longer a legal basis for us to keep or use it.
Request restriction of processing of your personal data in certain situations, for example while we verify its accuracy or consider an objection you have raised.
Object to our processing of your personal data where we rely on legitimate interests as our lawful basis, including in relation to direct marketing, and we will stop processing unless we have compelling legitimate grounds to continue.
Request the transfer of your personal data to you or to another controller in a structured, commonly used and machine-readable format where the processing is based on consent or contract and carried out by automated means.
Withdraw consent at any time where we rely on consent to process your personal data. Withdrawal of consent does not affect the lawfulness of processing before consent was withdrawn.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe your data protection rights have been infringed.
Policy Scope and Updates
This Privacy Policy applies to all Man with Van Stratford customers in our service area and to individuals who contact us or interact with our services. It does not apply to the practices of third parties that may act as independent controllers of your data.
We may update this Privacy Policy from time to time to reflect changes in our services, our processing activities, or legal requirements. The updated policy will apply from the date it is published. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.
