Privacy Policy
Man with Van Forest Gate Privacy Policy
This Privacy Policy explains how Man with Van Forest Gate collects, uses, stores and shares personal data relating to our customers and prospective customers in the Forest Gate area. It also explains the rights you have under UK data protection law, including the UK GDPR and the Data Protection Act 2018.
This Privacy Policy applies to all Man with Van Forest Gate customers and individuals who contact us, request a quote, or use our services in the Forest Gate area, whether as private individuals or on behalf of a business.
Who we are
Man with Van Forest Gate is a local transport and moving service provider operating in and around Forest Gate. For the purposes of data protection law, Man with Van Forest Gate is the controller of the personal data described in this Privacy Policy. This means we decide how and why your personal data is used.
Types of personal data we collect
We may collect and process the following categories of personal data about you:
Contact details, such as your name, address, pick-up and drop-off addresses, and any alternative contact addresses you provide.
Communication details, such as your preferred method of contact and the content of communications you send to us, including enquiries, quotes and complaints.
Service and booking details, such as details of the items to be moved, property access information, dates and times of bookings, and any special instructions you provide.
Payment and transaction information, such as records of payments made, payment method used, amounts charged and any related invoicing information. We do not store full payment card details when payments are processed via third party payment providers.
Usage and technical information, where applicable, such as basic information about how you interact with our website or online quote tools, including dates, times and pages visited. This may include cookies or similar technologies where used.
How we collect your personal data
We collect personal data directly from you when you contact us by phone, in person, or through any online form or messaging service we use to provide quotes and manage bookings. We may also collect data when you interact with our website or any online advertising we operate.
In some cases, personal data may be provided by a third party acting on your behalf, for example when a friend, family member, landlord or business contacts us to arrange a service for you. In such cases we will treat that information in accordance with this Privacy Policy.
Lawful bases for processing your data
We only process your personal data when we have a lawful basis to do so. Depending on the context, we rely on 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. This includes providing quotes, confirming bookings, carrying out the move, and managing payments and customer service.
Legitimate interests: We may process your data where it is necessary for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. This includes managing our business operations, improving our services, preventing fraud, maintaining accurate records, and responding to general enquiries.
Legal obligation: We may process your personal data where needed to comply with legal obligations, for example accounting, tax and record-keeping requirements, or to respond to lawful requests from public authorities.
Consent: In limited cases, we may rely on your consent, for example where you ask us to keep your details on file for future bookings or agree to receive certain types of marketing communications. Where we rely on consent, you can withdraw it at any time.
How we use your personal data
We use your personal data for the following purposes:
To provide quotes and estimates for our services based on the information you supply.
To schedule, manage and deliver our man and van services, including contacting you about timings, access and any changes to your booking.
To process payments and manage invoices, refunds or disputes relating to your booking.
To communicate with you regarding your enquiry or booking, including confirming arrangements and responding to questions or complaints.
To manage our business operations, including internal administration, record-keeping and service quality monitoring.
To comply with legal and regulatory obligations, including maintaining appropriate accounting records and responding to legitimate requests from authorities.
To protect our business and prevent misuse of our services, including detecting and preventing fraud or abuse.
Data retention and storage periods
We keep your personal data only for as long as necessary for the purposes described in this Privacy Policy and to meet legal, accounting or reporting requirements. In general:
Enquiry and quote information is retained for a limited period to respond to your request and maintain records of our communications.
Booking and service records, including invoices and transaction details, are usually retained for a longer period to meet legal obligations and to handle any queries, disputes or claims that may arise after the service is completed.
Where we rely on your consent, for example to retain your details for future contact, we will keep the data until you withdraw your consent or until it is no longer needed for that purpose.
When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer be linked back to you.
Data processors and third party access
We may share your personal data with carefully selected third parties who act as processors on our behalf. These third parties only process your data in accordance with our instructions and for the purposes set out in this Privacy Policy.
Typical categories of processors include:
IT and hosting providers who support our websites, booking systems and data storage.
Payment service providers who process payments on our behalf.
Professional advisers, such as accountants, who may need limited access to customer records for legitimate business and legal reasons.
Where required by law, we may also share personal data with law enforcement, regulatory bodies or other public authorities. In such cases we will only share what is strictly necessary and permitted by law.
We do not sell your personal data to third parties.
International transfers
Where our service providers or IT systems are located outside the United Kingdom, your personal data may be transferred to countries that may have different data protection standards. In such cases we will ensure that appropriate safeguards are in place to protect your data, for example by using contractual protections consistent with UK data protection law.
Your data protection rights
Under data protection law, you have a number of rights in relation to your personal data. These may include:
The right to access your personal data and obtain a copy of the information we hold about you, together with certain additional information.
The right to request correction of inaccurate or incomplete personal data.
The right to request deletion of your personal data in certain circumstances, for example where it is no longer needed for the purpose it was collected, or where you withdraw consent and there is no other lawful basis for processing.
The right to request restriction of processing in certain circumstances, for example where the accuracy of the data is contested or you have objected to our use of your data.
The right to object to processing based on our legitimate interests, where you believe your rights and interests outweigh our own.
The right to data portability, in certain circumstances, to receive your personal data in a structured, commonly used and machine-readable format and to have it transmitted to another controller where technically feasible.
Where we rely on consent for processing, you have the right to withdraw your consent at any time. This will not affect the lawfulness of processing before consent was withdrawn.
How to exercise your rights
If you wish to exercise any of your data protection rights, or if you have any questions or concerns about how we handle your personal data, you can contact Man with Van Forest Gate using the usual contact methods you use to reach us when booking or enquiring about our services. We may need to verify your identity before responding to your request to protect your privacy and security.
You also have the right to lodge a complaint with the UK data protection supervisory authority if you are unhappy with how we have handled your personal data. We encourage you to contact us first so we can try to resolve any issues directly.
Security of your personal data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, destruction or damage. These measures include limiting access to personal data to those who need it for legitimate business purposes, using secure storage systems and reviewing our procedures regularly.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, how we use personal data, or changes in data protection law. Any updated version will apply to all Man with Van Forest Gate customers in the Forest Gate area from the date it is posted or otherwise made available. We recommend that you review this Privacy Policy periodically so that you remain informed about how your personal data is used.
