Privacy Policy
Man with Van Forest Hill Privacy Policy
This Privacy Policy explains how Man with Van Forest Hill collects, uses, stores and protects personal data relating to our services. It applies to all Man with Van Forest Hill customers and prospective customers in the Forest Hill area, including anyone who contacts us to request a quote, make a booking, or otherwise engage with our services.
We are committed to handling personal data in accordance with the UK General Data Protection Regulation and other applicable data protection laws. By using our services, you acknowledge that you have read and understood this Privacy Policy.
Data Controller
Man with Van Forest Hill is the data controller for the personal data described in this Privacy Policy. As data controller, we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing is carried out in compliance with applicable data protection laws.
Personal Data We Collect
We only collect personal data that is relevant for providing and managing our services. The types of personal data we may collect include:
Identity and contact information such as name, postal address, service address, pick-up and drop-off addresses, and other contact details necessary for the provision of our services.
Booking and service information such as details of your removal or transportation request, dates and times of service, access details for properties, inventory or item descriptions, and any special instructions relevant to the service.
Communication information such as the content of emails, messages or other communications you send to us, as well as records of our responses and interactions with you.
Payment and billing information such as amounts due and paid, payment method used, and invoices and receipts. We do not store full payment card details if card payments are processed through secure third party providers.
Technical and usage information where relevant and available, such as basic website usage data, enquiry source, and information you provide via online forms.
How We Collect Personal Data
We may collect personal data from you in the following ways:
When you contact us directly by phone, online form or other means to request a quote, ask a question or make a booking.
When you provide information during the delivery of our services, for example confirming addresses, giving access instructions or updating service requirements.
When we generate data as part of our operations, for example invoices, receipts, job records or service notes.
When you interact with any online pages we operate, for example by submitting an enquiry form or requesting a call back.
Lawful Bases for Processing
We process personal data only where we have a lawful basis for doing so under data protection law. Depending on the context, we rely on the following lawful bases:
Performance of a contract. We process your personal data when it is necessary to provide a quote, enter into a contract for services, carry out removal or transportation work, communicate with you about bookings, and issue invoices and receipts.
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. This can include managing and improving our services, handling enquiries, maintaining records of completed work, and protecting our business from fraud or misuse.
Legal obligations. We may process certain personal data to comply with legal and regulatory obligations, such as tax and accounting requirements, record keeping duties, and responding to lawful requests from public authorities.
Consent. In limited circumstances we may rely on your consent, for example if you specifically agree to receive certain types of optional communications. Where processing is based on consent, you have the right to withdraw your consent at any time.
How We Use Personal Data
We use the personal data we collect for the following purposes:
To provide our services, including preparing quotes, planning and carrying out moves or transport jobs, and managing bookings and schedules.
To communicate with you, including responding to your enquiries, confirming bookings, providing updates about services, and sending you relevant service information.
To manage payments and accounts, including issuing invoices, processing payments through trusted providers, and maintaining financial records.
To operate, manage and improve our business, including maintaining job records, training staff, monitoring service quality and addressing customer feedback.
To comply with legal and regulatory requirements, including tax, accounting and record keeping obligations, and to cooperate with lawful requests from authorities where required.
To protect our rights, property and safety, including in connection with the prevention and detection of fraud or other unlawful activity and the establishment or defence of legal claims.
Data Retention
We retain personal data only for as long as is necessary for the purposes for which it was collected and to meet any legal, accounting or reporting requirements.
In general, we keep core booking and invoice records for a period that aligns with applicable legal and tax obligations. Service notes and communications may be kept for a similar period where they are relevant to those records or to any actual or potential disputes.
When personal data is no longer required, we will securely delete or anonymise it so that it can no longer be associated with an identifiable individual.
Data Processors and Sharing of Personal Data
We may share your personal data with trusted third parties who act as data processors on our behalf. These processors are engaged to provide services that support our operations, such as payment processing, accounting support or secure data storage and backup.
These processors are only permitted to process personal data in accordance with our instructions and for the purposes we specify. They are required to implement appropriate technical and organisational measures to protect personal data and are not allowed to use it for their own independent purposes.
We may also share personal data with professional advisers where necessary for business, legal or accounting purposes, and with public or regulatory authorities where we are required to do so by law or where such disclosure is necessary for the prevention or detection of crime or the establishment, exercise or defence of legal claims.
We do not sell your personal data to third parties.
International Transfers
Where personal data is stored or processed outside the United Kingdom or European Economic Area by our service providers, we will ensure that appropriate safeguards are in place to protect your personal data. This may include the use of standard contractual clauses or other approved mechanisms to ensure that your rights and protections travel with your data.
Data Security
We take the security of personal data seriously and implement appropriate technical and organisational measures to protect it from unauthorised access, loss, misuse or disclosure. These measures include restricting access to personal data to personnel and processors who need it to perform their duties and who are subject to confidentiality obligations.
While we take reasonable steps to protect your personal data, no system can be guaranteed to be completely secure. We therefore cannot guarantee the absolute security of information transmitted to or by us.
Your Data Protection Rights
Under data protection law, individuals have a number of rights in relation to their personal data. Subject to certain conditions and exemptions, you may have the right to:
Access your personal data and receive a copy of the information we hold about you.
Request correction of any inaccurate or incomplete personal data we hold about you.
Request erasure of your personal data where there is no good reason for us to continue processing it, for example where it is no longer necessary for the purposes for which it was collected and we have no legal obligation to retain it.
Object to the processing of your personal data where we are relying on legitimate interests and your particular situation gives rise to an objection.
Request restriction of processing where you contest the accuracy of the data, where processing is unlawful and you prefer restriction to erasure, or where we no longer need the data but you require it for the establishment, exercise or defence of legal claims.
Request the transfer of your personal data to you or to another organisation in a structured, commonly used and machine readable format, where the processing is based on consent or on a contract and is carried out by automated means.
Withdraw consent where we rely on your consent to process personal data. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.
If you wish to exercise any of these rights, we may need to verify your identity before responding to your request. We aim to respond to all valid requests within the time limits set by law.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or other factors. Any changes will be effective when we post the updated version. We encourage you to review this Privacy Policy periodically to stay informed about how we handle personal data.
