Privacy Policy
Man with Van Motspur Park Ltd. Privacy Policy
This Privacy Policy explains how Man with Van Motspur Park Ltd. collects, uses, stores and protects your personal data when you use our services. It applies to all customers and prospective customers of Man with Van Motspur Park Ltd. in our service area, including all people who contact us, request a quotation, make a booking, or otherwise interact with our services.
We are committed to protecting your privacy and handling your personal data in a lawful, fair and transparent manner, in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.
Who we are and scope of this policy
Man with Van Motspur Park Ltd. provides man and van, removals and related services in Motspur Park and the surrounding areas. This Privacy Policy covers all personal data processed by us in the course of providing our services to private individuals, households and business customers in our service area.
By engaging with our services, you acknowledge that you have read and understood this Privacy Policy. This policy does not form part of any contract for services but sets out how we manage personal data.
Personal data we collect
We only collect personal data that is necessary for the provision and administration of our services. The types of personal data we may collect include:
Identification and contact details such as name, postal address, service address, billing address, and other basic contact information.
Booking and service information such as details of the properties you are moving from and to, access information, dates and times of moves, inventory descriptions, special instructions, and information related to quotations and invoices.
Communication records such as the content of enquiries, messages you send to us, notes of telephone conversations and any feedback or complaints you provide.
Payment related information such as payment confirmations and records of payments received and due. We do not store full card details if you pay by card, though payment providers may process such data on our behalf.
Technical and usage information such as basic information generated when you visit our website or interact with us online, for example booking form details, enquiry form submissions and device information where relevant for security and performance.
How we collect personal data
We collect personal data in several ways, including:
When you provide information directly to us by telephone, in person, in writing, through online forms or through messaging services when you request a quote, make a booking or contact us with an enquiry.
When we generate information in the course of providing services to you, such as job records, schedules, invoices and notes.
When third parties provide information to us in connection with a booking or enquiry, for example where someone books our services on your behalf or where we work with another business partner involved in your move.
Lawful bases for processing your data
We rely on the following lawful bases under data protection law to process your personal data:
Contract performance where processing is necessary to provide you with a quotation, to enter into a contract with you, and to perform our contract for removal, transport or related services. This includes taking bookings, planning and carrying out moves, issuing invoices and communicating with you about your service.
Legitimate interests where processing is necessary for our legitimate business interests, and where these interests are not overridden by your rights and interests. Examples include managing and improving our services, keeping appropriate business records, handling customer queries, preventing fraud and ensuring the security of our operations.
Legal obligations where we must process certain data to comply with legal or regulatory requirements, such as maintaining tax and accounting records, fulfilling reporting obligations or cooperating with lawful requests from authorities.
Consent where you have clearly agreed to specific processing, such as receiving certain types of marketing or optional communications from us. Where we rely on consent, you may withdraw it at any time, and we will explain how to do so at the point where consent is obtained.
How we use your personal data
We use your personal data for the following purposes:
To provide quotations, take bookings, plan, schedule and carry out our man and van and related services.
To manage our relationship with you, including handling enquiries, updates, complaints, feedback and after service support.
To process payments, issue invoices, handle refunds where applicable and maintain financial and accounting records.
To improve our services, train staff, monitor quality and develop new services that may be of interest to our customers.
To maintain the security and integrity of our systems, vehicles and staff and to prevent and detect fraud or misuse.
To comply with legal obligations and respond to lawful requests from regulatory or law enforcement authorities.
Data sharing and processors
We do not sell your personal data. We may share your personal data with carefully selected third parties where necessary and lawful, including:
Service providers and data processors who assist us in delivering our services, such as booking and scheduling systems, payment processors, accountancy and bookkeeping services, and information technology providers. These third parties are only permitted to process your personal data on our instructions and must provide appropriate security measures.
Professional advisers such as accountants, legal advisers and insurers, where this is necessary for our legitimate interests and legal obligations.
Other third parties where required by law, for example to comply with a court order or valid legal request, or to protect the rights, property or safety of our company, our staff or others.
Where we use data processors, we ensure that appropriate written contracts are in place, setting out their obligations with respect to confidentiality, data protection and security.
International transfers
Our services and data processing activities are primarily based in the United Kingdom. If we ever need to transfer personal data outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place, such as adequacy regulations or standard contractual clauses, to protect your personal data in accordance with data protection law.
Data retention and storage
We keep 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, this means:
Quote and enquiry information may be kept for a limited period in case you return to us or for service quality monitoring, after which it will be deleted or anonymised.
Booking, service and invoice records are usually kept for a number of years to comply with legal and tax obligations and to manage any potential disputes or claims.
Communications and complaint records are kept for a period appropriate to the nature of the query or issue and then securely deleted or anonymised.
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 security
We take the security of your personal data seriously. We implement appropriate technical and organisational measures to protect your data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access.
These measures include limiting access to personal data to those staff and third parties who need it to perform their duties, using secure systems and processes where appropriate, and regularly reviewing our security arrangements.
Your data protection rights
You have a number of rights under data protection law in relation to your personal data. Subject to certain conditions and exceptions, these include:
The right of access You can request a copy of the personal data we hold about you, together with information about how it is processed.
The right to rectification You can request that we correct or complete any inaccurate or incomplete personal data we hold about you.
The right to erasure In some circumstances, you can ask us to delete your personal data, for example where it is no longer needed for the purposes for which it was collected, or where you withdraw consent and there is no other legal basis for processing.
The right to restrict processing You can ask us to restrict the processing of your personal data in certain situations, for example while we verify the accuracy of data you contest.
The right to data portability Where processing is based on your consent or on a contract and carried out by automated means, you may request to receive your personal data in a structured, commonly used and machine readable format and have it transmitted to another controller, where technically feasible.
The right to object You can object to certain types of processing based on our legitimate interests, including direct marketing, and we will stop processing unless we have compelling legitimate grounds which override your interests, rights and freedoms.
The right to withdraw consent Where we rely on your consent, you have the right to withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before you withdraw consent.
How to exercise your rights
If you wish to exercise any of your rights or have any questions or concerns about how we handle your personal data, you can contact us using the details provided on our website or in your service documentation. We may need to verify your identity before responding to your request. We aim to respond to all valid requests within one month, or explain if more time is needed.
If you are not satisfied with our response or believe that we are not processing your personal data in accordance with data protection law, you have the right to lodge a complaint with the relevant supervisory authority in the United Kingdom.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or data protection practices. The latest version will always apply and will be made available through our usual communication channels. We encourage you to review this policy periodically to stay informed about how we protect your personal data.
