Man with Van Hornchurch Privacy Policy
This Privacy Policy explains how Man with Van Hornchurch collects, uses, stores and protects personal data relating to our customers and potential customers. It applies to all services provided by Man with Van Hornchurch to individuals and businesses located in the Hornchurch area and surrounding localities that we serve.
We are committed to complying with the UK General Data Protection Regulation and the Data Protection Act 2018. We only process personal data lawfully, fairly and in a transparent manner.
Personal Data We Collect
We collect and process different categories of personal data depending on how you interact with us and which services you request. This may include:
Identity and contact information: name, address, service pickup and delivery addresses, billing address, and any alternative contact person details you provide.
Communication details: the content of enquiries you send to us, such as removal requirements, preferred dates and times, access information for properties, and any other information you choose to share when you contact us.
Booking and service details: job reference numbers, inventory descriptions you provide, service history, collection and delivery locations, and notes relating to the performance of the service.
Payment related information: limited payment details such as confirmation of payment method used and payment status. We do not store full payment card details when third party payment processors are used.
Technical and usage data: basic technical data related to how you access our website or online forms, such as IP address, device type, browser type and basic usage statistics, where this is collected by our website hosting provider or analytics tools.
We generally obtain this data directly from you when you request a quote, make a booking, contact us with a query, or use our services. In some cases we may obtain certain information from third parties where you have asked another person or organisation to arrange services with us on your behalf.
Lawful Bases for Processing
We only process your personal data when we have a valid legal basis to do so under data protection law. Depending on the situation, this may include:
Contract: we process personal data that is necessary to take steps at your request before entering into a contract, and to perform our contract with you. For example, we need your name, contact details, addresses and service requirements to provide man and van or removal services.
Legal obligation: we may process and retain certain information where we are required to do so by law, such as records for tax, accounting or regulatory requirements.
Legitimate interests: we may process personal data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. Examples include managing our business operations, maintaining records of completed jobs, improving our services, and handling queries, complaints or claims.
Consent: in limited situations, we may rely on your consent, for example for certain optional communications or for specific uses of your information that are not covered by contract, legal obligation or legitimate interests. Where we rely on consent, you can withdraw it at any time.
How We Use Your Personal Data
We use the personal data we hold for the following main purposes:
To provide quotes and manage bookings, including responding to enquiries, assessing your service requirements, confirming availability, and issuing booking confirmations.
To deliver our services, including planning routes, allocating vehicles and personnel, carrying out collections and deliveries, and maintaining records of the work done.
To manage customer relationships, including communicating with you about your booking, handling changes to dates or addresses, resolving issues, and providing customer support.
To process payments and manage invoicing, including confirming payment, dealing with refunds where applicable, and maintaining accounting and financial records.
To improve our business operations, including reviewing typical service requests, managing capacity and scheduling, training staff and enhancing the quality and reliability of our services.
To protect our business, including the prevention and detection of fraud or misuse of services, the establishment or defence of legal claims, and the management of disputes.
Retention of Personal Data
We keep personal data only for as long as is reasonably necessary for the purposes for which it was collected and to meet any legal, accounting or reporting requirements.
In practice, this generally means:
Enquiry and quote information: retained for a limited period so we can respond to follow up questions and understand patterns of demand.
Booking and service records: retained for a number of years after completion of the service to comply with tax and accounting obligations and to manage any queries, complaints or legal claims relating to the work carried out.
Payment related data: retained in line with financial record keeping obligations and our need to evidence payments and refunds.
When we no longer need personal data, we will securely delete it or anonymise it so that it can no longer be associated with an identifiable individual.
Data Processors and Third Parties
We may share personal data with carefully selected third parties who act as data processors on our behalf. These processors are only permitted to process your data in accordance with our instructions and for the purposes described in this Privacy Policy. They are required to implement appropriate technical and organisational measures to protect your data.
Typical categories of processors we may use include:
Website hosting and IT service providers who host our website, email or booking systems and maintain the security and performance of our digital services.
Payment processing providers who securely handle card or electronic payments when you pay for our services.
Professional advisers such as accountants, legal advisers or insurers who may require limited access to personal data when providing their services to us.
We do not sell your personal data to third parties. Where we are required by law or by a public authority to disclose information, we will only do so to the extent strictly necessary and in accordance with data protection law.
International Data Transfers
Our services are primarily provided to customers in the Hornchurch area, and we aim to keep your personal data within the United Kingdom or the European Economic Area wherever possible. If any processor or service provider is located outside these areas, we will ensure that appropriate safeguards are in place to protect your personal data, such as approved standard contractual clauses or equivalent legal mechanisms.
Data Security
We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse or disclosure. These measures include restricted access to personal data, secure storage methods, and procedures for handling physical and digital records.
While we take reasonable steps to keep your data secure, no system can be completely secure. We therefore cannot guarantee absolute security of your information, but we work continuously to improve our safeguards.
Your Data Protection Rights
As a data subject, you have a number of rights under data protection laws. These rights apply to all Man with Van Hornchurch customers in our service area, subject to certain limitations and conditions:
Right of access: you can request confirmation of whether we hold personal data about you and obtain a copy of that data, together with supporting information about how it is used.
Right to rectification: you can ask us to correct or complete personal data that is inaccurate or incomplete.
Right to erasure: in certain circumstances, you can request that we delete your personal data. This is sometimes known as the right to be forgotten. It is not an absolute right and may not apply where we need to retain data for legal reasons.
Right to restriction of processing: you can ask us to restrict the use of your personal data in certain situations, for example while we review a concern you have raised about its accuracy or use.
Right to data portability: where our processing is based on consent or contract and carried out by automated means, you may have the right to receive your personal data in a commonly used, machine readable format and to request that it be transferred to another controller.
Right to object: you can object to our processing of your personal data where we rely on legitimate interests as the lawful basis. We will then stop processing the data unless we have compelling legitimate grounds to continue or the processing is required for legal claims.
Right to withdraw consent: where we rely on your consent, you can withdraw it at any time. This will not affect the lawfulness of any processing carried out before consent was withdrawn.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, how we process personal data, or legal requirements. Any changes will apply from the date the revised version is made available. We encourage you to review this policy periodically to stay informed about how we handle your personal data.
