Man With a Van Surrey Privacy Policy

This Privacy Policy explains how Man With a Van Surrey collects, uses, stores and protects personal data relating to our services. It applies to all Man With a Van Surrey customers and prospective customers within our service area in Surrey, as well as visitors who contact us to request quotes or information.

Who We Are and Scope of This Policy

Man With a Van Surrey is a provider of transport and moving services. This Privacy Policy applies to all personal data we process in connection with enquiries, quotations, bookings, and the delivery of our services to residential and business customers in the Surrey area.

We act as a data controller for the personal data described in this Policy, meaning we decide how and why your data is processed, in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.

Personal Data We Collect

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

Identity and contact details, such as your name, surname, postal address, pick-up and delivery addresses, and any other contact details you choose to provide when making an enquiry or booking.

Communication data, such as the content of messages, notes of telephone conversations relevant to your booking or enquiry, and your preferences about how we contact you.

Service and booking information, including details about the property, access instructions, inventory or description of items to be moved, dates and times of services, special handling requirements, and any images or descriptions you voluntarily share to help us assess a job.

Payment-related data, such as information necessary to process payments and issue invoices, including billing address and transaction details. We do not store full payment card details where payment is processed via secure third-party payment providers. Those providers act as independent controllers or processors of your payment data.

Technical and usage data, such as basic information about how you interact with our website or online forms, including the device and browser you use and pages you visit. This may be collected through cookies or similar technologies where legally permitted and in line with any consent you provide.

How We Collect Your Personal Data

We may collect your personal data in the following ways:

Directly from you when you contact us by phone, through online forms, or in writing to request a quote, make an enquiry or place a booking.

When you use our services and provide information to our staff during site visits, moves, or deliveries.

From third parties, for example if someone books our services on your behalf and provides your details as the contact person or service address.

Automatically from your use of our website, through the use of cookies and similar technologies, subject to any cookie preferences you have set.

Lawful Basis for Processing

We only process your personal data where we have a lawful basis to do so under UK GDPR. Depending on the specific processing, we rely on one or more of the following lawful bases:

Contract: We process your personal data to provide you with quotes, set up and manage your booking, deliver our services, handle payments, and communicate with you about your move or transport service. This processing is necessary to enter into and perform a contract with you.

Legitimate interests: We may process your personal data for our legitimate business interests, provided these are not overridden by your rights and interests. This includes managing and improving our services, handling routine queries, keeping basic records of past jobs for reference, and protecting our business from fraud or misuse.

Legal obligations: We may process and retain certain information where required by law, such as for tax, accounting, or record-keeping purposes.

Consent: In limited situations, we may rely on your consent, for example for certain types of marketing communications or optional cookies. Where processing is based on consent, you can withdraw your consent at any time.

How We Use Your Personal Data

We use the personal data we collect for the following purposes:

To provide quotations, respond to enquiries, and assess the suitability and cost of requested services.

To manage bookings, schedule and deliver services, communicate with you about timings, access, and any changes to your booking.

To issue invoices, process payments, and manage any refunds or disputes.

To maintain internal records of jobs, customers, and services for operational, planning and business management purposes.

To improve our services, including monitoring service quality and adjusting our operations based on typical customer needs.

To comply with legal and regulatory obligations, and to respond to law enforcement or regulatory requests where we are legally required to do so.

To protect our rights, property, and the safety of our staff, customers, and the public, including the prevention and detection of fraud or misuse.

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 operation of our business or the performance of our contract with you. These third parties may act as data processors, processing your information on our behalf, or as independent controllers.

Categories of recipients may include:

IT and hosting providers who supply and maintain our booking, website, and communication systems.

Payment service providers who process payments and handle related security checks.

Professional advisers, such as accountants or legal advisers, where necessary for our business administration and to comply with legal obligations.

Subcontractors or partner drivers where we work with trusted third parties to deliver part of a service you have booked, in which case they receive only the information necessary to complete the job.

Public authorities or regulators where we are required by law to disclose information.

Where we use data processors, we put in place written agreements requiring them to handle your data securely, only in accordance with our instructions and in compliance with data protection laws.

International Data Transfers

Our core services are based in the United Kingdom. If, in limited circumstances, your personal data is transferred outside the UK or European Economic Area, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent legal mechanisms, to protect your data to a standard essentially equivalent to UK data protection law.

Data Retention

We keep personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy, including satisfying any legal, accounting, or reporting requirements.

In general, we will retain your core customer and booking records for a period that allows us to respond to queries about past jobs, manage any potential legal claims, and comply with tax and accounting obligations. After the relevant retention period has expired, we will securely delete or anonymise your personal data.

The exact retention period may vary depending on the type of data and the context in which it was collected, taking into account the amount, nature and sensitivity of the data and the potential risk of harm from unauthorised use or disclosure.

Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing, accidental loss, destruction or damage. These measures include limiting access to personal data to those staff and service providers who need it for business purposes, using secure systems and applying reasonable safeguards to our physical and electronic records.

While we take reasonable steps to secure your data, no system can be guaranteed as completely secure. You are also responsible for taking sensible precautions when sharing personal data with us and ensuring that any devices or accounts you use to contact us are appropriately protected.

Your Data Protection Rights

Under UK data protection law, you have certain rights in relation to your personal data. These may include:

The right of access: You can request confirmation as to whether we process your personal data and ask for a copy of that data.

The right to rectification: You can ask us to correct inaccurate or incomplete personal data we hold about you.

The 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 purpose for which it was collected and we have no other lawful basis for retaining it.

The right to restrict processing: You can ask us to restrict the processing of your personal data in certain situations, such as while we verify its accuracy or consider an objection you have raised.

The right to object: You can object to our processing of your personal data where we are relying on legitimate interests, and we will stop processing unless we have compelling legitimate grounds or need the data for legal claims.

The right to data portability: In some cases, you may request that we provide your personal data in a structured, commonly used and machine-readable format, or ask us to transfer it directly to another controller where technically feasible.

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

Exercising Your Rights and Contacting Us

If you wish to exercise any of your data protection rights, or if you have any questions or concerns about how we handle your personal data, you can contact us using the contact details published on our website or other official communication channels. We may need to verify your identity before responding to your request.

You also have the right to lodge a complaint with the UK Information Commissioner's Office if you are unhappy with how we have handled your personal data. We would, however, appreciate the chance to address your concerns directly before you contact the regulator.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or how we process personal data. Any updated version will be made available through our usual communication channels, and the revised Policy will apply from the date it is published.

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal information when you use Man With a Van Surrey services in the Surrey area.