Privacy Policy

Man with Van Elephant and Castle Privacy Policy

This Privacy Policy explains how Man with Van Elephant and Castle collects, uses, stores, and shares personal data when providing man and van and related services. It applies to all Man with Van Elephant and Castle customers and prospective customers in the Elephant and Castle area, as well as anyone who contacts us in relation to our services.

We are committed to protecting your privacy and handling your personal data in a lawful, fair, and transparent way, in line with the United Kingdom General Data Protection Regulation GDPR and the Data Protection Act 2018.

1. Data Controller

For the purposes of data protection law, Man with Van Elephant and Castle is the data controller. This means we determine the purposes and means of processing your personal data when you use our services or contact us in relation to them.

2. Personal Data We Collect

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

Identity and contact details such as your name, address, service address, billing address, and any other contact details you choose to provide.

Booking and service information such as details of the services you request, collection and delivery addresses, access information, dates and times of moves, and any specific instructions you provide.

Communication data such as information you provide when you contact us by phone, by online forms, or in writing, including enquiries, feedback, and complaints.

Payment-related information such as payment amount, payment method, and transaction records. We do not store full payment card details when third-party payment processors are used.

Technical and usage information where relevant, such as basic information generated by your use of our website or online booking tools, including date and time of access and basic device information.

Any other information you choose to provide that is necessary for us to deliver our services safely and effectively.

3. How We Collect Your Data

We collect personal data directly from you when you request a quote, make a booking, contact us with an enquiry, or communicate with us in relation to our services.

We may also receive information about you from third parties where this is necessary to perform a service you have requested, for example where a third party books services on your behalf and provides your contact or address details.

4. Purposes and Lawful Bases for Processing

We only process your personal data where we have a lawful basis to do so. The main purposes and lawful bases are:

To provide quotations and manage bookings. We process your identity, contact, and booking details to provide quotes, confirm availability, and manage your bookings. The lawful basis is performance of a contract or steps taken at your request prior to entering into a contract.

To deliver our services. We use your personal data to plan and carry out moves and transportation, including coordinating collection and delivery addresses and any special instructions. The lawful basis is performance of a contract.

To manage payments and accounting. We process payment-related data and transaction records to take payments, issue invoices, and maintain financial records. The lawful bases are performance of a contract and compliance with legal obligations such as tax and accounting laws.

To respond to enquiries and provide customer support. We use your contact and communication data to respond to your questions, requests, and complaints. The lawful bases are performance of a contract or our legitimate interest in providing customer service.

To improve our services and operations. We may use non-excessive personal data to review and improve our services and processes. The lawful basis is our legitimate interests in running and developing our business, balanced against your rights and freedoms.

To comply with legal and regulatory obligations. We may process your personal data where necessary to comply with applicable laws, regulations, or lawful requests from authorities. The lawful basis is compliance with a legal obligation.

Where we rely on our legitimate interests, we always consider your interests and rights and will not process personal data in ways that you would not reasonably expect, or that have a disproportionate impact on you.

5. Data Retention

We only keep your personal data for as long as reasonably necessary for the purposes set out in this Privacy Policy, including to meet any legal, regulatory, tax, accounting, or reporting requirements.

In general:

Booking and service records are typically retained for a period necessary to handle any enquiries, disputes, or claims and to comply with tax and accounting obligations.

Basic contact and communication data may be retained for as long as required to manage our relationship with you as a customer.

Where we no longer need personal data, we will securely delete or anonymise it so that you can no longer be identified from it.

6. Data Sharing and Processors

We do not sell your personal data. We may share your personal data with trusted third parties where necessary for the purposes described in this policy, including:

Service partners and subcontractors who assist us in delivering man and van and related services, such as additional drivers or vehicles. They are only provided with the information necessary to perform the agreed tasks and must handle it securely.

Payment service providers who process payments on our behalf. They are independent data controllers or processors and are responsible for complying with data protection laws in relation to the payment information they process.

Professional advisers such as accountants or legal advisers where necessary in the course of the services they provide to us.

IT and hosting providers who supply systems and infrastructure that support our business operations, including website hosting, email, and backup services. These providers act as data processors on our behalf and are subject to contractual obligations to protect your data.

Public authorities, regulators, or law enforcement agencies where we are required to disclose personal data by law or where disclosure is necessary to protect our rights, property, or safety or the rights, property, or safety of others.

Whenever we use third-party processors, we take steps to ensure that they only process personal data following our instructions, that they use appropriate security measures, and that they comply with applicable data protection laws.

7. International Transfers

If any of our service providers or systems are located outside the United Kingdom or the European Economic Area, we will only transfer your personal data where appropriate safeguards are in place, such as adequacy regulations or standard contractual clauses approved by relevant authorities, to ensure that your data remains protected.

8. Data Security

We take appropriate technical and organisational measures to protect your personal data from unauthorised access, accidental loss, destruction, or damage. These measures may include access controls, secure storage, and policies limiting access to personal data to those who need it for legitimate business purposes.

While we strive to use commercially acceptable means to protect your personal data, no method of transmission or storage is completely secure. However, we work to ensure that any personal data we handle is protected to a level appropriate to the risks involved.

9. Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and exemptions. Your rights include:

Right of access. You have the right to request confirmation that we process your personal data and to request a copy of the personal data we hold about you.

Right to rectification. You have the right to ask us to correct any inaccurate or incomplete personal data about you.

Right to erasure. In certain circumstances, you may ask us to delete your personal data, for example where the data is no longer necessary for the purposes for which it was collected, or where you withdraw consent if consent was the lawful basis.

Right to restriction of processing. You may request that we restrict processing of your personal data in certain situations, such as while we are verifying its accuracy or where you have objected to our processing.

Right to object. You have the right to object to certain types of processing based on our legitimate interests, on grounds relating to your particular situation. We will stop processing unless we have compelling legitimate grounds which override your interests, rights, and freedoms or where processing is required for legal claims.

Right to data portability. Where processing is based on consent or performance of a 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 have it transmitted to another controller where technically feasible.

Right to withdraw consent. Where we rely on your consent to process your personal data, you have the right to withdraw that consent at any time. Withdrawing consent does not affect the lawfulness of processing based on consent before its withdrawal.

To exercise any of these rights, or if you have questions about how we handle your personal data, you can contact us using the contact details provided when you engaged our services or through our usual communication channels.

You also have the right to lodge a complaint with the Information Commissioner's Office if you are unhappy with how we process your personal data. We would, however, appreciate the opportunity to address your concerns first.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or services. Any updated version will apply to all Man with Van Elephant and Castle customers in the Elephant and Castle area from the date it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.