Man with Van Paddington Privacy Policy
This Privacy Policy explains how Man with Van Paddington collects, uses, stores and protects personal data relating to customers and prospective customers in the Paddington area. It also explains your rights under applicable data protection laws, including the UK General Data Protection Regulation and the EU General Data Protection Regulation where relevant. This Privacy Policy applies to all Man with Van Paddington customers and users of our services in the area, whether you contact us by phone, online or in person.
Who We Are
Man with Van Paddington is a removals and transport service provider operating in the Paddington area. For the purposes of data protection law, Man with Van Paddington is the data controller for the personal data described in this Privacy Policy. This means we decide how and why your personal data is processed in connection with our services.
Types of Personal Data We Collect
We collect and process different types of personal data depending on how you interact with us and which services you use. This may include the following categories of data.
Identification and contact details such as your name, address, service address, billing address and any alternative contact addresses you provide, as well as your preferred method of contact.
Service and booking information such as the date and time of your move or transport job, pick-up and drop-off locations, access details for properties, a description of items to be moved and any special instructions you provide to us.
Communication records including messages, notes of telephone calls and any other correspondence you have with us when you request a quotation, make a booking, ask questions or provide feedback.
Payment-related information such as payment confirmation details and transaction references associated with your bookings. We do not store full payment card details where payments are processed via third-party payment providers.
Technical and usage data where relevant, for example basic information about how you interact with our website or online forms, such as pages visited, booking form submissions, and the type of device or browser used.
How We Collect Personal Data
We collect personal data in several ways.
Directly from you when you contact us to request a quotation, make a booking, update your details, ask a question, or provide feedback or a review about our services.
Automatically when you use our website or online tools, where basic technical information may be collected to help us understand how our online services are used and to support security and performance.
From third parties where necessary, such as payment service providers that confirm your payment status, or online platforms you may use to find or book our services, which then share booking details with us.
Purposes and Lawful Bases for Processing
We only process your personal data when we have a valid lawful basis to do so under data protection law. Depending on the context, we may rely on one or more of the following lawful bases.
Performance of a contract. We use your personal data to provide our services, including responding to enquiries, supplying quotations, confirming bookings, planning and carrying out moves or transport jobs, issuing invoices and processing payments.
Legitimate interests. We may process your data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This includes managing and improving our services, handling routine business administration, protecting our business and customers from fraud or misuse, dealing with enquiries and complaints, and maintaining appropriate records of work carried out.
Legal obligations. We may process your personal data to comply with legal or regulatory requirements, including record-keeping obligations for tax and accounting, or responding to lawful requests from public authorities.
Consent. In some situations, we may rely on your consent, for example where we wish to send you certain types of marketing communications beyond what is necessary for providing the services you have requested. Where we rely on consent, you can withdraw it at any time.
How We Use Your Personal Data
We use your personal data for the following main purposes.
To provide and manage our services, including assessing your requirements, preparing quotations, confirming and managing bookings, planning logistics and delivering our man and van services.
To communicate with you, for example to confirm bookings, clarify details of your move, notify you about changes, respond to your questions or handle any issues or complaints.
To manage payments and accounts, including issuing invoices, recording payments, resolving payment issues and maintaining financial and accounting records.
To manage our business operations, including quality control, staff training, service optimisation, and maintaining accurate internal records of work undertaken.
To comply with legal and regulatory obligations, for example in relation to taxation, accounting, insurance and responses to lawful requests from authorities.
To protect our rights, property and safety, and the rights, property and safety of our staff, customers and the public, including preventing and detecting fraud, misuse or other unlawful activity.
Data Sharing and Processors
We may share your personal data with selected third parties where necessary for the purposes described in this Privacy Policy.
Service providers acting as data processors that provide services to us, such as information technology support, website hosting, payment processing, secure document storage, and business administration. These providers only process your personal data on our instructions and are required to protect it.
Professional advisers including accountants, auditors, insurers and legal advisers, where this is necessary for them to provide their services to us and to comply with legal or regulatory requirements.
Public authorities, law enforcement or regulatory bodies where we are required to do so by law or where disclosure is necessary to protect our rights, your safety or the safety of others.
We do not sell your personal data to third parties. Where personal data is transferred outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place in accordance with data protection law.
Data Retention
We keep your personal data only for as long as is reasonably necessary to fulfil the purposes for which it was collected, including to meet legal, accounting or reporting requirements. The specific retention period will depend on factors such as the nature of the services provided and any legal obligations that apply.
In general, booking and transaction records may be retained for a number of years after the end of the service to meet tax, accounting and insurance requirements. Communication records and service notes may be retained for a period that allows us to respond to queries, handle complaints and maintain accurate historical records of work completed.
When personal data is no longer required, it will be securely deleted, anonymised or otherwise disposed of in accordance with our data retention and deletion procedures.
Your Data Protection Rights
You have a number of rights in relation to your personal data under data protection law. These rights may be subject to certain conditions and legal exceptions.
Right of access. You can request confirmation of whether we process your personal data and obtain a copy of that data, together with information about how it is used.
Right to rectification. You can ask us to correct or complete any personal data that is inaccurate or incomplete.
Right to erasure. In certain circumstances, you can request that we delete your personal data, for example where the data is no longer needed for the original purpose or where you withdraw consent and there is no other lawful basis for processing.
Right to restriction. You can ask us to restrict the processing of your personal data in certain situations, for example while we verify its accuracy or deal with an objection you have raised.
Right to object. You can object to processing that is based on our legitimate interests, including profiling based on those interests. We will stop processing unless we have compelling legitimate grounds that override your interests, rights and freedoms, or the processing is needed for legal claims.
Right to data portability. In some cases, you can request that we provide your personal data in a structured, commonly used and machine-readable format, and you can ask us to transmit that data to another controller where technically feasible.
Right to withdraw consent. Where we rely on your consent to process your personal data, you can withdraw that consent at any time. This will not affect the lawfulness of processing that took place before consent was withdrawn.
You also have the right to lodge a complaint with a data protection supervisory authority if you believe that your personal data has been processed in a way that does not comply with data protection law.
Data Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, unlawful processing, accidental loss, destruction or damage. These measures include limiting access to personal data to staff and service providers who need it, using reasonable security safeguards for electronic and physical records, and regularly reviewing our security practices.
Updates 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. Any changes will apply from the date we publish the revised version. You should review this Privacy Policy periodically to stay informed about how we handle your personal data.
