Privacy Policy
Man with Van St Johns Privacy Policy
This Privacy Policy explains how Man with Van St Johns collects, uses, stores and protects personal data relating to our services. It applies to all Man with Van St Johns customers and prospective customers in our service area, including individuals and businesses who contact us, request a quote, make a booking, or otherwise interact with us in connection with our man and van services.
We are committed to complying with applicable data protection laws, including the UK General Data Protection Regulation and any equivalent local data protection legislation. This Privacy Policy sets out the types of personal data we process, the purposes and lawful bases for that processing, how long we keep data, the use of processors, and the rights you have in relation to your personal data.
Personal Data We Collect
We only collect personal data that is relevant to providing and managing our services. This may include:
Contact details, such as your full name, address, collection and delivery addresses, and any alternative contact address you choose to provide. We also collect communication preferences you share with us.
Booking and service information, such as dates and times of bookings, the type and scope of the move or transport service requested, access details for properties, and any relevant instructions you give us.
Communication records, including information you provide when you contact us by phone or other communication channels, when you request a quote, ask for information, or make a complaint or enquiry. This may include notes of conversations and copies of written correspondence.
Payment and transaction data, such as details of services purchased, payment status, and basic billing information necessary to process your payment and maintain our accounts and records. We do not store full payment card details if you choose to pay by card; these are handled by our payment processor.
Technical and usage data, where applicable, such as basic information about how you access our online content or make enquiries through online forms. This may include information about your device, browser, and general usage patterns necessary to administer and improve our services.
Lawful Basis for Processing
We process your personal data only where we have a lawful basis under data protection law. Depending on the activity, the lawful basis will usually be one or more of the following:
Contractual necessity. We process personal data to take steps at your request before entering into a contract and to perform our contract with you. This covers activities such as providing quotes, confirming bookings, arranging collection and delivery, and communicating with you regarding your move or transport service.
Legitimate interests. We may process personal data where this is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. Our legitimate interests include managing and improving our services, handling customer enquiries and complaints, keeping appropriate business records, preventing fraud, and ensuring the security of our operations.
Legal obligations. We process certain data to comply with legal and regulatory requirements, including record-keeping obligations for tax and accounting purposes and responding to lawful requests from authorities where required.
Consent. In limited cases, we may rely on your consent, for example where you explicitly agree to receive certain types of marketing communication not covered by legitimate interests. Where processing is based on consent, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing carried out before withdrawal.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To provide and manage our man and van services, including assessing your requirements, offering quotations, confirming bookings, planning routes, and carrying out collections and deliveries.
To communicate with you about your enquiry or booking, including sending confirmations, updates, changes to arrangements, and service-related notifications.
To manage payments, invoices and accounting, including processing payments through our selected payment processors and maintaining accurate financial records.
To respond to enquiries, feedback and complaints, and to provide customer support before, during and after the provision of services.
To manage our business operations, including service quality monitoring, staff training, operational planning, and statistical analysis to better understand demand for our services.
To comply with legal obligations, enforce our terms, and protect our rights, property and safety, as well as the rights, property and safety of our customers and third parties, where necessary.
Data Retention
We keep personal data only for as long as is necessary for the purposes for which it was collected, including to meet any legal, accounting or reporting requirements. The length of time we retain data will vary depending on the type of information and the reasons for which it was collected, but will be determined using the following criteria:
Operational and contractual needs. We retain data for the duration of your relationship with us and for a reasonable period afterwards to respond to enquiries, handle disputes or complaints, and maintain records of the services provided.
Legal and regulatory obligations. Certain information must be kept for specified periods in order to comply with tax, accounting and other legal requirements. For example, records of transactions are typically retained for several years as required by law.
Legitimate business interests. Where appropriate, we may retain limited information for a longer period for legitimate business purposes, such as maintaining service history records or protecting our legal rights, provided that suitable safeguards are in place.
When personal data is no longer required for the purposes for which it was collected, or for any compatible lawful purpose, we will securely delete it or anonymise it so that it can no longer be associated with you.
Use of Data Processors
We may engage third-party service providers to process personal data on our behalf. These providers act as data processors and are only permitted to process your personal data in accordance with our instructions and for the specific purposes we define. We use processors for functions such as:
Payment processing, in order to securely handle card and electronic payments when you pay for our services.
IT and communication services, which may include email, customer communication tools, data storage and backup services required to operate our business efficiently and securely.
Professional and administrative services, such as accountants or similar professionals who assist us with compliance and business administration.
We take steps to ensure that all processors provide adequate safeguards for your personal data. This includes entering into appropriate data processing agreements and ensuring that processors implement suitable technical and organisational measures to protect your data.
International Data Transfers
If we transfer personal data outside the United Kingdom or European Economic Area, we will ensure that an adequate level of protection is provided for that data. This may include using specific contractual provisions or ensuring that the recipient is subject to an adequacy decision or equivalent protection.
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 St Johns customers and prospective customers within our service area, subject to certain legal limitations and exemptions. Your rights include:
Right of access. You have the right to request confirmation of whether we process your personal data and to obtain a copy of the personal data we hold about you, together with certain information about how it is used.
Right to rectification. You have the right to request that inaccurate or incomplete personal data is corrected or completed without undue delay.
Right to erasure. In certain circumstances, you may request that we delete your personal data, for example where the data is no longer needed for the purposes for which it was collected or where you have withdrawn consent and there is no other lawful basis for processing.
Right to restriction of processing. You may request that we restrict the processing of your personal data in specific situations, such as where you contest the accuracy of the data or object to our legitimate interests, while we consider your request.
Right to data portability. Where processing is based on consent or on a contract and carried out by automated means, you may request to receive your personal data in a structured, commonly used and machine-readable format and to have that data transmitted to another controller where technically feasible.
Right to object. You have the right to object at any time to the processing of your personal data that is based on our legitimate interests, including any direct marketing activities. We will no longer process your data for such purposes unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms or where processing is necessary for legal claims.
Right to withdraw consent. Where we rely on your consent to process personal data, you may withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before consent was withdrawn.
You also have the right to lodge a complaint with the relevant data protection authority if you believe your data protection rights have been infringed.
Updates to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, applicable laws, or our data protection practices. Any revised version will apply 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.
