Privacy Policy
Man with Van Sudbury Privacy Policy
This Privacy Policy explains how Man with Van Sudbury collects, uses, stores, shares and protects personal data relating to customers and prospective customers in the Sudbury area. It also explains your rights under the UK General Data Protection Regulation and associated data protection laws.
This Privacy Policy applies to all Man with Van Sudbury customers and potential customers in the Sudbury area who contact us, request a quotation, make a booking, or otherwise interact with our services.
Who we are and scope of this policy
Man with Van Sudbury provides man and van, removals and related transport services in the Sudbury area. For the purposes of data protection law we act as the data controller for the personal data we collect and use about you in connection with providing our services.
By using our services or contacting us, you acknowledge that you have read this Privacy Policy. We may update this Privacy Policy from time to time and will apply the latest version to all new interactions after the date of publication.
Types of personal data we collect
We only collect personal data that is relevant and necessary for delivering our services and running our business. The types of personal data we may collect include the following categories.
Identity details such as your name and, if you are booking on behalf of a business, your role or position.
Contact details such as your postal address, collection and delivery addresses, and any alternative contact details you choose to give us.
Booking and service information such as the date and time of your move or collection, details of the items to be transported, access information for properties, instructions and preferences you provide.
Payment and billing information such as the amount charged, payment status, billing address and method of payment. We do not store full payment card details if a third party payment processor is used.
Communication records such as information you provide when you contact us by phone or other channels, request a quotation, make a complaint or give us feedback.
Technical data such as basic device or browser information and general usage data that may be collected when you visit our website or see our online content. This may include information gathered via cookies or similar technologies where used and subject to your consent where required by law.
How we collect your personal data
We collect personal data from you directly when you contact us to request information, ask for a quotation, make a booking, update your booking, or provide feedback about our services.
We may also receive personal data from third parties where this is necessary for providing our services, for example where an estate agent, landlord, business customer or third party platform passes us your details to arrange a collection or delivery on your behalf.
In addition, we may collect limited technical and usage data automatically when you visit our website or interact with our online content. This may involve the use of cookies or similar tools where permitted by law.
Lawful bases for processing your data
We only process your personal data where we have a lawful basis under applicable data protection laws. Depending on the context, the main lawful bases we rely on are:
Contract. We process your personal data where it is necessary to enter into or perform a contract with you. This includes taking steps at your request before entering into a contract, such as providing a quotation, confirming availability and arranging a booking.
Legal obligation. We may process certain information where this is necessary to comply with our legal obligations, for example keeping appropriate records for tax and accounting purposes.
Legitimate interests. We process personal data where this is necessary for our legitimate interests and where your interests and fundamental rights do not override those interests. Our legitimate interests include managing our daily operations, improving our services, handling enquiries and complaints, preventing fraud and ensuring the security of our business.
Consent. In some cases we may rely on your consent, for example in relation to certain types of marketing or the use of cookies where consent is required. Where we rely on consent, you have the right to withdraw it at any time.
How we use your personal data
We use the personal data we collect for the following purposes:
To provide our man and van and removal services, including taking bookings, planning routes, carrying out collections and deliveries and handling payments.
To respond to your enquiries, provide quotations, confirm details with you and communicate with you about your booking or any changes to it.
To manage our relationship with you, including dealing with feedback, resolving issues or complaints and updating you about important changes to our services or policies.
To manage our business operations, including accounting, invoicing, record keeping, staff scheduling, vehicle management and internal reporting.
To comply with legal and regulatory requirements and to cooperate with law enforcement or regulatory authorities where necessary.
To protect our business, our customers and the public, for example to detect and prevent fraud or misuse of our services.
Where permitted, to send you information about our services that we think may be of interest to you, and to understand and improve how our services are used.
Data sharing and processors
We do not sell your personal data. We only share it where this is necessary for the purposes described in this Privacy Policy or where we are legally required or permitted to do so.
We may share your personal data with service providers who act as data processors on our behalf. These may include companies providing payment processing, bookings and scheduling tools, customer relationship management systems, cloud storage, email or communication services, and other business support services. These providers are only allowed to use your personal data in accordance with our instructions and must put in place appropriate security measures.
We may also share limited personal data with third parties where necessary to deliver the service you request, for example subcontracted drivers or additional labour where required for your job, or with professional advisers such as accountants or legal advisers.
We may disclose your personal data where required to do so by law, or where we reasonably believe disclosure is necessary to protect our rights, the safety of our staff or customers, or to prevent and detect crime.
Data retention
We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting or reporting requirements.
In deciding how long to retain information we consider the amount, nature and sensitivity of the data, the potential risk of harm from unauthorised use or disclosure, the purposes for which we process it and any applicable legal requirements.
In general, we retain booking and transaction records for a number of years after your last interaction with us in order to meet our legal obligations and to deal with any queries or disputes that may arise. Communication records and enquiry details that do not lead to a booking may be retained for a shorter period. After the relevant retention period expires, your personal data will be securely deleted or anonymised.
International transfers
Where we use service providers located outside the United Kingdom or the European Economic Area, your personal data may be transferred internationally. If this happens, we will ensure that appropriate safeguards are in place to protect your data in accordance with applicable data protection laws, such as using contracts approved for international data transfers or transferring data to countries that have been recognised as providing an adequate level of protection.
Data security
We take appropriate technical and organisational measures to safeguard your personal data against unauthorised access, accidental loss, destruction or damage. These measures may include physical security for paper records, access controls and authentication for systems, and policies and training for staff who handle personal data.
Despite our efforts, no system can be completely secure, and we cannot guarantee absolute security of your data. However, we are committed to continually reviewing and improving our security measures.
Your data protection rights
As a data subject, you have certain rights in relation to your personal data under data protection law. Subject to certain conditions and exceptions, these include the following rights:
The right to be informed about how your personal data is collected and used, which is the purpose of this Privacy Policy.
The right of access, allowing you to request a copy of the personal data we hold about you and certain information about how we process it.
The right to rectification, enabling you to ask us to correct inaccurate or incomplete personal data.
The right to erasure, sometimes known as the right to be forgotten, which in some circumstances allows you to request that we delete your personal data.
The right to restrict processing, allowing you to ask us to limit the way we use your personal data in certain situations.
The right to data portability, which in some cases allows you to receive your personal data in a structured, commonly used and machine readable format and to transmit it to another controller.
The right to object to certain types of processing, including processing based on legitimate interests and processing for direct marketing.
The right not to be subject to a decision based solely on automated processing, including profiling, where that decision has legal or similarly significant effects on you. Man with Van Sudbury does not use fully automated decision making in relation to customers.
You also have the right to lodge a complaint with the data protection supervisory authority if you believe that your personal data has been handled in a way that does not comply with data protection law.
Contact and updates to this policy
If you have any questions about this Privacy Policy or how we handle your personal data, or if you wish to exercise any of your data protection rights, you can contact us using the details provided on our website or by using your usual contact route for Man with Van Sudbury.
We may update this Privacy Policy from time to time to reflect changes in our practices, our services or legal requirements. Any changes will take effect from the date of publication. You should review this Privacy Policy periodically to stay informed about how we use your personal data.
