Man with Van Covent Garden Privacy Policy
This Privacy Policy explains how Man with Van Covent Garden collects, uses, stores, and protects personal data for all customers and prospective customers in the Covent Garden area. It also sets out your rights under the UK General Data Protection Regulation and related data protection laws. By using our services, you acknowledge that you have read and understood this Privacy Policy.
1. Who this Privacy Policy applies to
This Privacy Policy applies to all Man with Van Covent Garden customers, potential customers, and website visitors located in or booking services for the Covent Garden area. It covers personal data collected before, during, and after the provision of our man and van and related services.
2. What personal data we collect
We only collect personal data that is relevant for arranging and delivering our services, managing our relationship with you, and complying with legal obligations. The types of personal data we may collect include:
Identification and contact details such as full name, address, collection and delivery addresses, and other relevant location details.
Communication details such as your preferred contact method and the content of your communications with us, including enquiries, feedback, or complaints.
Booking and service information such as requested service type, service date and time, vehicle or staffing requirements, special instructions regarding access or items to be moved, and any related records of the service provided.
Payment and transaction data such as amounts charged, payment method used, payment status, and basic billing information. We do not store full payment card numbers or security codes, which are processed securely by third party payment providers.
Technical and usage information such as information that may be collected automatically when you visit our website, including device data, approximate location, and basic usage statistics, where permitted by your browser or device settings.
3. How we collect your personal data
We may collect your personal data in several ways:
When you contact us directly by phone, online form, or in writing to request a quote or make a booking.
When you use our services and provide information needed for the move or transportation.
When you interact with our website or online adverts, which may generate technical data or usage data.
From trusted third parties where you have given them permission to share your details with us to arrange or manage services on your behalf.
4. Lawful bases for processing your data
We process your personal data only when we have a valid lawful basis to do so under data protection law. The lawful bases we rely on are:
Contract. We process personal data to take steps at your request before entering into a contract, and to perform a contract for services with you. This includes handling enquiries, providing quotes, arranging and delivering man and van services, and managing payments.
Legal obligation. We may process personal data where this is necessary to comply with legal or regulatory requirements, for example record keeping, tax and accounting obligations, and responding to lawful requests from public authorities.
Legitimate interests. We may process personal data where this is necessary for our legitimate business interests and does not override your rights and freedoms. This may include improving our services, preventing fraud, securing our systems, handling customer queries or complaints, and maintaining business records.
Consent. In some limited cases we may rely on your consent, for example for certain types of optional communications or the use of particular cookies or similar technologies. Where we rely on consent, you can withdraw it at any time.
5. How we use your personal data
We may use your personal data for the following purposes:
To provide and manage our services, including handling enquiries, giving quotes, confirming bookings, planning routes, and completing moves or deliveries.
To communicate with you about your enquiry or booking, including sending confirmations, updates, and any important information affecting your service.
To process payments, issue invoices or receipts, and manage any refunds or disputes.
To improve our services, operations, and customer experience, including through analysis of service usage and feedback.
To maintain accurate business and financial records in line with our legal and regulatory obligations.
To protect our business, our customers, and our staff, including preventing and detecting fraud or misuse of our services.
6. Data sharing and processors
We do not sell your personal data. We may share your personal data with selected third parties where necessary for the purposes outlined in this Privacy Policy, including:
Service partners who help us provide our man and van services, such as drivers or subcontractors operating under our instructions.
Payment processors who handle payments on our behalf in a secure manner.
Professional advisers such as accountants, insurers, or legal professionals for legitimate business purposes and to comply with obligations.
IT and system providers who support our website, booking systems, and data storage, acting as data processors under our instructions.
Public authorities or regulators where we are legally required to share information.
When we use third party processors, we ensure they are bound by written contracts that require them to process personal data only on our instructions, to protect it appropriately, and to comply with data protection laws.
7. International data transfers
Where we transfer personal data outside the United Kingdom or European Economic Area, we will only do so where there is an adequate level of protection for your personal data. This may involve using standard contractual clauses or other appropriate safeguards required by data protection law.
8. Data retention and storage
We keep your personal data only for as long as reasonably necessary for the purposes for which it was collected, including to provide services to you, to meet legal, accounting, or reporting requirements, and to resolve any disputes.
In general, booking and service records are retained for a period that allows us to meet our legal and tax obligations and to respond to any issues that may arise after the service. Communication records including enquiries may be kept for a reasonable period to help us manage and improve our services.
When we no longer need your personal data, we will securely delete it or anonymise it so that it can no longer be linked back to you.
9. Data security
We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures include access controls, secure storage solutions, and staff awareness of data protection responsibilities. While we take reasonable steps to secure your data, no system can be guaranteed to be completely secure.
10. Your data protection rights
Under data protection law, you have several rights in relation to your personal data, subject to certain conditions and exemptions. These rights include:
Right of access. You can request a copy of the personal data we hold about you and information about how we process it.
Right to rectification. You can ask us to correct inaccurate or incomplete personal data about you.
Right to erasure. In some circumstances, you can ask us to delete your personal data.
Right to restriction of processing. You can request that we restrict the processing of your personal data in certain situations.
Right to data portability. Where applicable, you can ask us to provide your personal data in a structured, commonly used, and machine-readable format, or to transmit it to another controller.
Right to object. You can object to processing based on legitimate interests or to direct marketing, including any profiling related to such marketing.
Where processing is based on your consent, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before withdrawal.
11. How to exercise your rights
If you wish to exercise any of your data protection rights or have questions about how we handle your personal data, you can contact us using the contact details provided on our website or booking materials. We may ask you to verify your identity before responding to your request. We aim to respond to all valid requests within one month, or within any longer period permitted by law where the request is complex.
12. Complaints and supervisory authority
If you have concerns about how we handle your personal data, we encourage you to contact us first so we can try to resolve the issue. You also have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom or in your country of residence or work.
13. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, business practices, or legal requirements. Any updates will be effective from the date they are published. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
