Man with Van Tower Hill Privacy Policy
This Privacy Policy explains how Man with Van Tower Hill collects, uses, shares, and protects personal data for all customers and prospective customers in the Tower Hill area. It is intended to ensure transparency and compliance with the General Data Protection Regulation, also known as GDPR, and all applicable UK data protection laws.
By using our services, contacting us, or providing your personal data in any way, you acknowledge that you have read and understood this Privacy Policy.
Scope and Data Controller
This Privacy Policy applies to all Man with Van Tower Hill customers in the Tower Hill area, including individuals and businesses who request quotes, make bookings, or otherwise interact with our services. Man with Van Tower Hill is the data controller for the personal data described in this policy, which means we determine the purposes and means of processing that data.
Personal Data We Collect
We only collect personal data that is necessary for providing our services and managing our relationship with you. The types of data we may collect include:
Identification and contact details such as your name, address, service address, and other relevant location details;
Booking and service details such as dates and times of moves, type of service required, property access information, inventory details you choose to share, and any special instructions;
Communication records including enquiries, messages, and any correspondence you send to us;
Payment-related information such as payment confirmations and transaction references. We do not store full payment card details when payments are processed through third-party payment providers;
Technical and usage information where applicable, such as basic device or browser information, and information about how you interact with our website, collected through standard logging tools.
How We Collect Personal Data
We collect personal data in the following ways:
Directly from you when you request a quote, make a booking, contact us by phone or online contact form, or otherwise communicate with us;
Automatically through your use of our website, via technical logs and similar tools that record basic technical information;
From third parties where necessary, such as payment processors who confirm the outcome of your payment transaction.
Lawful Bases for Processing
We process your personal data under one or more of the following lawful bases under GDPR:
Contract: To take steps at your request before entering into a contract, such as providing a quote, and to perform a contract once you book a service;
Legal obligation: To comply with legal requirements, for example, record-keeping and tax obligations;
Legitimate interests: To operate and improve our business, handle enquiries and complaints, manage bookings efficiently, maintain security, and prevent fraud. When relying on legitimate interests, we balance our interests with your rights and expectations;
Consent: In limited cases, we may rely on your consent, such as for certain optional communications or marketing. You can withdraw your consent at any time, and this will not affect the lawfulness of processing prior to withdrawal.
Purposes for Which We Use Personal Data
We use your personal data for the following purposes:
To provide, manage, and complete removal and transport services you have requested;
To respond to enquiries, provide quotes, and communicate with you about bookings, changes, or cancellations;
To process payments and issue invoices or receipts through our chosen payment providers;
To manage our customer records, accounts, and internal administration;
To improve the quality, safety, and reliability of our services and to monitor service performance;
To comply with legal obligations such as accounting, taxation, and responding to lawful requests from authorities;
To protect our rights, property, and safety, including the prevention and detection of fraud or misuse of our services.
Data Retention
We retain personal data only for as long as necessary for the purposes for which it was collected, or as required by law. The retention period depends on the type of data and its use:
Booking and service records are generally kept for a period that allows us to manage our relationship with you, handle potential queries or claims, and meet tax and accounting obligations;
Communication records are retained for an appropriate period to allow us to track our interactions and respond to follow-up enquiries;
Financial and invoicing information is kept for the period required by applicable tax and accounting laws;
Where we rely on consent, and you withdraw that consent, we may keep a minimal record of your request to ensure we respect your preferences in the future.
When data is no longer needed, we will securely delete it or anonymise it so that it can no longer be linked to you.
Data Processors and Third Parties
We may share personal data with carefully selected third parties who act as data processors on our behalf. These processors are only permitted to process your data according to our instructions and for the purposes set out in this Privacy Policy. They must implement appropriate security measures and comply with data protection law.
Examples of processors and third parties we may use include:
Payment processing providers who handle card and online payments;
IT and hosting service providers who support our website, booking systems, or data storage;
Professional service providers such as accountants who assist with financial records and legal compliance.
Where required, we may also share personal data with public authorities or law enforcement agencies if we are legally obliged to do so or if it is necessary to protect our legal rights.
We do not sell your personal data to third parties.
International Data Transfers
If any of our service providers or processors are located outside the United Kingdom or the European Economic Area, and your personal data is transferred internationally, we will ensure that appropriate safeguards are in place. These may include standard contractual clauses or other mechanisms approved by relevant data protection authorities to ensure an equivalent level of protection for your personal data.
Data Security
We take the security of your personal data seriously. We implement appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures may include access controls, secure storage, and regular review of our security practices.
While we strive to protect your personal data, no method of transmission or storage is entirely risk-free. You should take care to protect your own information, such as not sharing sensitive details in unsecured communications.
Your Data Protection Rights
Under GDPR and applicable data protection laws, you have several rights in relation to your personal data. These include:
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 processed;
Right to rectification: You can ask us to correct inaccurate or incomplete personal data we hold about you;
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 original purpose, or you withdraw consent and there is no other legal basis for processing;
Right to restriction of processing: You may request that we restrict the processing of your personal data, for example while we verify its accuracy or consider an objection;
Right to object: You can object to processing based on our legitimate interests, on grounds relating to your particular situation. We will stop processing unless we have compelling legitimate grounds to continue;
Right to data portability: Where processing is based on consent or 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 it transmitted to another controller where technically feasible;
Right to withdraw consent: Where we rely on your consent, you can withdraw it at any time. This will not affect processing carried out before withdrawal.
To exercise any of these rights, you can contact us using the contact details made available on our main service information channels. We may need to verify your identity before responding to your request.
Complaints and Supervisory Authority
If you have concerns about how we handle your personal data, you are encouraged to contact us in the first instance so we can attempt to resolve the issue. You also have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom if you believe your rights have been infringed.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or service offerings. Any changes will apply from the date we publish the updated policy. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
Continued use of our services after any changes to this Privacy Policy will constitute your acknowledgement of the updated terms.
