Man and a Van Tooting Privacy Policy
This Privacy Policy explains how Man and a Van Tooting collects, uses, stores and shares personal data in connection with our man and van, moving, and related services. It applies to all Man and a Van Tooting customers and prospective customers in the Tooting area, including anyone who contacts us to request a quote, make a booking, or otherwise engage with our services.
We are committed to protecting your privacy and handling your personal data in a fair, lawful and transparent manner, in accordance with the UK General Data Protection Regulation GDPR and the Data Protection Act 2018.
Data Controller
For the purposes of data protection law, Man and a Van Tooting is the data controller responsible for the personal data we collect and process about you in relation to our services in the Tooting area.
Personal Data We Collect
We may collect and process the following categories of personal data when you contact us, request a quote, make a booking, or use our services:
Identification and contact details: name, address, service addresses collection and delivery locations, area of residence such as Tooting, and other relevant addresses you provide, as well as email address and any other contact information you choose to share with us.
Booking and service information: preferred service dates and times, details of the items to be moved or transported, access information such as floor level or parking restrictions, special instructions, and any information relating to the organisation of your move or transport service.
Payment and transaction details: information about the services you have purchased, payment method details as necessary to process your payment, and records of invoices and receipts. Payment card information may be processed by a secure payment processor acting on our behalf and not stored by us in full.
Communication records: records of communications with you, including quotes, booking confirmations, service updates, complaints, feedback, and any other correspondence by phone, message, or other channels you use to contact us.
Website and usage data: if you visit our website or digital pages, we may collect technical information such as IP address, browser type, pages visited, and time and date of access. This data may be collected through cookies or similar technologies, where permitted by law and your browser settings.
Any other information you choose to provide: for example, information about particular needs or circumstances relating to your move or transport that may be relevant for us to plan and deliver our services safely and effectively.
Lawful Bases for Processing
We only process personal data where we have a lawful basis to do so. Depending on the context, we rely on the following lawful bases:
Contract: to take steps at your request before entering into a contract and to perform our contract with you, such as providing quotes, confirming bookings, planning and delivering moving and transport services, and communicating with you about your booking.
Legal obligation: to comply with applicable laws and regulations, such as record keeping, tax, and accounting requirements.
Legitimate interests: to pursue our legitimate business interests, such as managing and improving our services, responding to customer enquiries, preventing fraud, ensuring the security of our operations, and maintaining business records, provided that your interests and fundamental rights do not override those interests.
Consent: where required by law, we may rely on your consent for certain activities, such as particular marketing communications or the use of certain cookies. Where we rely on consent, you have the right to withdraw it at any time.
How We Use Your Personal Data
We may use your personal data for the following purposes:
To provide quotes and estimates for our man and van services based on the details you supply.
To create, manage and fulfil bookings for moving and related services in the Tooting area and beyond when requested.
To communicate with you about your enquiry or booking, including confirmations, reminders, changes, and follow up messages.
To process payments and maintain accurate financial records.
To manage customer service, including responding to questions, feedback, and complaints.
To improve our services, operations, and customer experience, such as through analysing aggregated data and feedback.
To comply with legal and regulatory requirements and to cooperate with authorities where legally required.
To protect our rights, property, and safety, and those of our customers and third parties, which may include preventing fraud or misuse of our services.
Data Sharing and Processors
We do not sell your personal data. However, we may share personal data with trusted third parties where necessary for the purposes set out in this Privacy Policy, including:
Service providers and data processors: such as payment processing providers, IT and cloud service providers, booking or scheduling systems, and customer management tools that help us operate our business. These providers act on our instructions and are contractually required to protect your data.
Professional advisers: such as accountants, insurers, or legal advisers, where necessary for legitimate business purposes or to meet legal obligations.
Authorities and regulators: where we are legally required to do so, for example for tax, regulatory, or law enforcement purposes.
In all cases where we use processors, we ensure that they only process personal data as necessary to provide their services to us and that they apply appropriate security measures.
International Data Transfers
Where any of our service providers or systems are located outside the United Kingdom or the European Economic Area, we take steps to ensure that an adequate level of protection is in place for your personal data. This may include using standard contractual clauses or relying on other lawful transfer mechanisms, in line with data protection law.
Data Retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements.
In general, customer and booking records may be kept for a period aligned with applicable limitation periods and tax laws, after which they will be securely deleted or anonymised. Communication records, quotes, and enquiry information may also be retained for a limited period to manage follow up enquiries and maintain accurate business records.
When personal data is no longer needed, we will take steps to delete or anonymise it securely.
Your Data Protection Rights
As a data subject, you have a number of rights under data protection law. These rights apply to all Man and a Van Tooting customers and prospective customers in the Tooting area, subject to certain conditions and exemptions. Your rights include:
Right of access: you can request confirmation of whether we process your personal data and obtain a copy of that data, along with information about how we use it.
Right to rectification: you can ask us to correct or complete any inaccurate or incomplete personal data we hold about you.
Right to erasure: in certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected and we have no legal obligation to retain it.
Right to restriction of processing: you can ask us to restrict the processing of your personal data in certain situations, such as where you contest its accuracy or object to our use of it.
Right to data portability: where 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 structured, commonly used and machine readable format and to transmit it to another controller.
Right to object: you can object to processing of your personal data where we rely on legitimate interests, including for direct marketing, and we will stop processing unless we have compelling legitimate grounds or a legal obligation to continue.
Right to withdraw consent: where we process your personal data based on your consent, you may withdraw that consent at any time. This will not affect the lawfulness of processing before consent was withdrawn.
You also have the right to lodge a complaint with the UK Information Commissioners Office or another relevant supervisory authority if you believe that your data protection rights have been infringed.
Security of Your Personal Data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures include access controls, secure storage, and limiting personal data access to those who need it for business purposes. While we strive to protect your data, no transmission or storage system can be guaranteed to be completely secure.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any material changes will be highlighted by updating the date or providing a clear notice where appropriate. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
Contact and Queries
If you have any questions about this Privacy Policy or how we handle your personal data in relation to our services in the Tooting area, or if you wish to exercise any of your data protection rights, you can contact us using the details published on our main service information channels.
