Privacy Policy for Man with Van Richmond upon Thames

This Privacy Policy explains how Man with Van Richmond upon Thames collects, uses, stores, and protects your personal data. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. This policy applies to all Man with Van Richmond upon Thames customers and prospective customers in the Richmond upon Thames area.

Who this policy applies to

This Privacy Policy applies to private individuals and business customers who contact Man with Van Richmond upon Thames, request a quotation, make a booking, use our moving or delivery services, or otherwise interact with us in the Richmond upon Thames area. By using our services, you acknowledge that you have read and understood this Privacy Policy.

Personal data we collect

We only collect personal data that is relevant for providing and managing 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 general contact information used to communicate with you about bookings and services.

Booking and service details such as collection and delivery addresses, access instructions, property details relevant to the move, preferred dates and times, inventory or item descriptions, and any additional notes you provide about the job.

Payment and billing information such as information required to process your payment, partial payment details where necessary for reconciliation, and records of invoices, receipts, and payment confirmations. Full card details are processed only by secure payment providers where applicable.

Communication records such as information provided when you contact us by phone or through online forms, details of quotations issued to you, booking confirmations, queries, complaints, and any feedback you may provide.

Technical and usage data such as basic device or browser information, approximate location, and service usage patterns where collected by analytics or website tools, in order to understand how our services are used and to improve them.

How we collect your data

We collect personal data directly from you when you contact us to request information, a quotation, or a booking, when you provide details needed for us to carry out a move or delivery, and when you communicate with us by telephone, message, or online forms. We may also receive personal data indirectly from comparison sites or partner platforms where you have submitted your details for man and van services and requested that your details be shared with providers in the Richmond upon Thames area.

Lawful bases for processing

We process your personal data under the following lawful bases:

Contract. We process personal data where it is necessary to provide quotations, accept bookings, deliver our man and van services, communicate with you about your booking, and handle payments and invoices.

Legal obligation. We process some information to comply with legal and regulatory requirements, including record keeping, tax, accounting, and responding to lawful requests from authorities.

Legitimate interests. We process personal data for our legitimate business interests, such as managing and improving our services, preventing fraud or misuse, maintaining security, and handling queries, complaints, and claims, where these interests are not overridden by your rights and freedoms.

Consent. In some cases we may rely on your consent, for example for certain types of marketing communications where required by law. Where consent is used, you have the right to withdraw it at any time.

How we use your personal data

We use your personal data to provide and manage our man and van services in Richmond upon Thames and surrounding areas. This includes processing your requests for quotations, confirming and managing bookings, planning routes and scheduling moves, and providing you with service updates.

We also use your information to issue invoices, process and confirm payments, manage accounts and billing records, and handle any queries or disputes relating to charges.

Your data enables us to communicate with you about your booking, respond to your questions or complaints, and send you important information about changes to our services or policies. Where permitted, we may also use your data to send you information about related services that may be of interest, and you can opt out of such communications at any time.

We may use aggregated or anonymised information to analyse how our services are used, monitor performance, and improve customer experience. Such analyses are carried out in a way that does not identify individual customers.

Data sharing and processors

We do not sell your personal data. We may share your personal data with third parties only when necessary and in line with this policy:

Service providers acting as processors who support our business operations, such as payment processors, accounting or invoicing systems, secure document storage, customer management systems, and information technology providers. These processors are only permitted to use your data in accordance with our instructions and to provide the contracted services.

Drivers, movers, or subcontracted personnel who need limited personal data such as your name, contact details, and service addresses in order to carry out the move or delivery safely and efficiently.

Professional advisers, such as accountants, auditors, or legal professionals, where needed for compliance, business management, or in relation to legal claims or disputes.

Public authorities, regulators, law enforcement, or courts where we are required to share personal data to comply with legal obligations or to protect our rights or the rights of others.

Where personal data is shared with processors, we ensure appropriate contractual and technical safeguards are in place to protect your information.

International transfers

Where data processors or systems used by Man with Van Richmond upon Thames involve transfers of personal data outside the United Kingdom, we will ensure that appropriate safeguards are used, such as adequacy regulations, standard contractual clauses, or equivalent measures designed to protect your personal data to a standard essentially equivalent to that in the United Kingdom.

Data retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including for the fulfilment of our contractual obligations, to satisfy legal, accounting, or reporting requirements, and to resolve disputes.

In most cases we will keep core booking and invoice records for a period required by tax and accounting laws. Communication records and quotation details may be stored for a reasonable period to answer follow-up queries, handle complaints, and maintain accurate records of our services.

When personal data is no longer required, we will securely delete, anonymise, or otherwise remove it from our systems in line with our data retention and deletion procedures.

Data security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures include restricting access to personal data to personnel and service providers who need it for legitimate business purposes, using secure systems and storage methods, and reviewing our practices periodically. No method of transmission or storage is completely secure, but we work to ensure a level of security appropriate to the risk.

Your data protection rights

Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all Man with Van Richmond upon Thames customers in the area, subject to certain legal limitations and exemptions:

Right of access. You can request confirmation of whether we process your personal data and obtain a copy of the personal data we hold about you.

Right to rectification. You can ask us to correct or complete personal data that you believe is inaccurate or incomplete.

Right to erasure. You can request that we delete your personal data in certain circumstances, for example where it is no longer needed for the purposes for which it was collected or where you withdraw consent and no other legal basis applies.

Right to restriction. You can ask us to restrict the processing of your personal data in specific situations, such as while we verify accuracy or assess an objection.

Right to object. You can object to processing based on our legitimate interests, including profiling, and you can object at any time to the use of your personal data for direct marketing.

Right to data portability. You may have the right to receive personal data you provided to us in a structured, commonly used and machine-readable format, and to request that it is transmitted to another controller where technically feasible.

Right to withdraw consent. Where processing is based on consent, you may withdraw that consent at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.

You also have the right to lodge a complaint with a supervisory authority if you believe that your data protection rights have been infringed.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any updates will apply from the date of publication. You should review this Privacy Policy periodically to stay informed about how we handle your personal data.

Contact and further information

If you have any questions about this Privacy Policy, how we process your personal data, or if you wish to exercise any of your data protection rights, you can contact Man with Van Richmond upon Thames using the contact details provided on our website or through the communication channels you used when making your booking.