Man with Van Mortlake Privacy Policy

This Privacy Policy explains how Man with Van Mortlake collects, uses, stores and protects personal data relating to customers in the Mortlake area. It is intended to comply with the UK General Data Protection Regulation and all applicable UK data protection laws. This Privacy Policy applies to all Man with Van Mortlake customers in the area, including individuals and businesses who enquire about or use our services.

Who we are and scope of this policy

Man with Van Mortlake provides transport, removal and related services to customers in the Mortlake area. For the purposes of data protection law, we are the data controller for the personal data we collect and use in relation to our services. This Privacy Policy covers personal data processed when you contact us, request a quotation, make a booking, receive services, pay for services, visit our website or otherwise interact with us.

Types of personal data we collect

We collect and process different categories of personal data depending on how you interact with us. This may include:

Identity and contact details, such as name, title, address, service addresses, billing address and preferred contact details. Communication data, such as the content of enquiries, messages, feedback and correspondence relating to bookings and services. Service details, such as collection and delivery addresses, property access information you choose to provide, requested dates and times, and a brief description of items to be moved. Transaction data, such as services booked, amounts charged, payment status and basic invoice details. Technical and usage information, which may include basic information collected when you visit our website, such as IP address, browser type, date and time of access and pages viewed, to help us maintain and improve our online services.

How we collect personal data

We obtain personal data directly from you when you contact us by phone, online form, messaging service or in person, request a quotation, confirm a booking, provide instructions for a job, make a payment or give feedback or a review. We may also receive personal data about you from third parties who arrange services on your behalf, such as an employer, landlord, letting agent or family member, but only to the extent required to deliver the requested service.

Purposes and lawful basis for processing

We process personal data only where we have a lawful basis to do so under the UK GDPR. The main purposes and corresponding lawful bases are:

To provide quotations and respond to enquiries. We use your identity, contact and service details to answer questions, provide information about our services and prepare quotations. The lawful basis is our legitimate interests in promoting and operating our business, and taking steps at your request before entering into a contract. To perform bookings and deliver services. We use your personal data to confirm bookings, plan routes, carry out removal and transport services, communicate with you about timings and access, and handle any changes or issues. The lawful basis is performance of a contract with you or taking steps at your request prior to entering into a contract. To process payments and manage accounts. We process transaction data to issue invoices, accept payments, record payments and manage refunds or disputes where necessary. The lawful basis is performance of a contract and compliance with legal obligations relating to accounting and tax. To manage customer relationships and support. We may use your contact and communication data to handle questions, complaints and service issues, and to request feedback so we can improve our services. The lawful basis is our legitimate interests in managing our business and improving customer satisfaction. To maintain security and protect our legal rights. We may process personal data to prevent and detect fraud, protect our property and staff, and establish or defend legal claims. The lawful bases are our legitimate interests and, where relevant, compliance with legal obligations.

Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including any legal, accounting or reporting requirements. In general, enquiry and quotation data is retained for a limited period so that we can respond to your enquiry and follow up if appropriate. Booking and service records are retained for several years to comply with legal obligations, such as tax and accounting rules, and to handle any potential complaints or claims. Payment and invoice records are kept for the statutory retention periods required by law.

When personal data is no longer required, we will securely delete it or anonymise it so that it can no longer be associated with an identifiable individual.

Data sharing and processors

We do not sell your personal data. We may share personal data with trusted third parties who act as data processors on our behalf, strictly for the purposes described in this Privacy Policy. These may include providers of payment processing services, IT and cloud storage providers, customer management and booking systems, and professional advisers such as accountants or legal advisers where necessary.

Where we use data processors, we ensure they are subject to contractual obligations to protect personal data, use it only on our instructions and implement appropriate technical and organisational security measures. We may also share personal data where disclosure is required by law, regulation or court order, or where it is necessary to establish, exercise or defend legal claims.

International transfers

If any of our service providers process personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect your data, such as using jurisdictions that have been recognised as providing an adequate level of protection or entering into contracts containing approved data protection clauses.

Data security

We take the security of personal data seriously and implement reasonable technical and organisational measures to protect it against unauthorised access, accidental loss, destruction or damage. These measures include controlling who can access personal data, keeping software and systems up to date and training relevant staff about data protection responsibilities. While we take steps to protect your information, no transmission of information via the internet or storage system can be guaranteed as completely secure.

Your data protection rights

Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions:

The right to be informed about how your personal data is collected and used, which is the purpose of this Privacy Policy. The right of access, which allows you to request a copy of the personal data we hold about you and certain other information. The right to rectification, which allows you to ask us to correct inaccurate or incomplete personal data. The right to erasure, sometimes called the right to be forgotten, which allows you to request deletion of your personal data where there is no good reason for us to continue processing it. The right to restrict processing, which allows you to request that we limit the way we use your data in certain circumstances. The right to data portability, which allows you to receive certain personal data in a structured, commonly used and machine readable format and to transmit it to another controller where technically feasible. The right to object, which allows you to object to processing based on legitimate interests in certain situations.

You also have the right to withdraw consent where we rely on consent as our lawful basis, although we generally rely on contract, legitimate interests and legal obligations for most processing activities.

Exercising your rights and complaints

If you wish to exercise any of your data protection rights or have any questions about this Privacy Policy or how your data is handled, you can contact us using the usual contact channels that you use to arrange services with Man with Van Mortlake. We will respond to requests as required by data protection law.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are unhappy with how we have used your personal data. We would, however, appreciate the opportunity to address your concerns directly first.

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 best practices. Any updates will apply from the date they are made available. We encourage you to review this Privacy Policy periodically to stay informed about how we handle personal data for all Man with Van Mortlake customers in the area.