Man With a Van Blackfriars Privacy Policy

This Privacy Policy explains how Man With a Van Blackfriars collects, uses, stores, and protects your personal data when you use our services in the Blackfriars area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all customers and prospective customers of Man With a Van Blackfriars in the local area, including individuals, households, and business clients.

Who We Are and Scope of This Policy

Man With a Van Blackfriars is a local transport and moving service operating in and around the Blackfriars area. For data protection purposes, Man With a Van Blackfriars is the controller of the personal data described in this Privacy Policy. This means we decide how and why your personal data is processed when you engage or interact with our services.

This Privacy Policy applies whenever you contact us, request a quote, make a booking, use our services, visit our website, or otherwise interact with us as a customer or potential customer in the Blackfriars area.

Personal Data We Collect

The type of personal data we collect depends on how you interact with us and which services you request. We may collect and process the following categories of data:

Identification and contact details, such as your full name, address, pick-up and drop-off locations, and any other relevant address information you provide for the service. We may also collect communication preferences and information you choose to share when making an enquiry or booking.

Service and booking information, such as dates and times of your moves or deliveries, details of items to be moved where relevant, access details for properties, and any special instructions you provide for the service.

Payment and billing information, such as details needed to process payment and issue invoices and receipts. Card payment processing may be carried out by a secure payment processor acting as a data processor on our behalf or as an independent controller, depending on the circumstances.

Communications and correspondence, including records of phone calls where relevant, emails, messages sent through online forms, and notes of conversations that relate to your enquiry, quotation, booking, or any follow-up support.

Technical and usage data, such as basic information about how you use our website or online enquiry forms, including device and browser information and basic analytics data. This is collected to help us maintain and improve our services and does not usually identify you directly.

How and Why We Use Your Personal Data

We only process your personal data when we have a lawful basis to do so. Depending on the situation, we rely on the following lawful bases:

Contract performance. We use your personal data to provide our services, respond to enquiries, prepare and issue quotes, manage bookings, send confirmations, carry out moves and deliveries, and manage any related customer service. In these cases, the processing is necessary for the performance of a contract with you or to take steps at your request before entering into a contract.

Legal obligations. We may process certain personal data to comply with legal requirements, such as tax and accounting rules, record-keeping obligations, and consumer protection laws. This may include keeping invoices and information about completed jobs for legally required periods.

Legitimate interests. We may use your personal data to manage and improve our business operations, ensure the security of our services, prevent fraud, handle queries and complaints, and maintain accurate business records. When we rely on legitimate interests, we consider your rights and expectations and only process data in ways that are not overridden by your interests or fundamental rights.

Consent. In some cases, we may ask for your consent to process your personal data for a specific purpose, such as certain types of marketing communications. Where we rely on consent, you have the right to withdraw it at any time, and we will stop that processing unless we have another lawful basis.

Data Retention

We keep your personal data only for as long as necessary for the purposes for which it was collected, and to meet legal, accounting, or reporting requirements.

In general, we retain customer and booking records for a period that allows us to handle repeat business, address any queries or disputes, and comply with our legal obligations. After this period, personal data is securely deleted or anonymised so it can no longer be linked to you.

The specific retention period may vary depending on the type of data and our legal duties. For example, financial records and invoices are usually kept for a number of years in line with tax and accounting rules.

Sharing Your Personal Data and Processors

We do not sell your personal data. We may share your personal data with trusted third parties where necessary to provide our services or meet our legal obligations. These third parties may act as data processors, processing personal data on our behalf and following our instructions.

Examples of such third parties include external drivers and subcontracted movers assisting with your booking, payment service providers who process payments securely, providers of booking or customer management systems, secure data storage and hosting services, and professional advisers such as accountants where necessary for our business operations.

Where we use data processors, we ensure appropriate contracts and safeguards are in place. These contracts require processors to keep your personal data secure, to use it only as instructed by us, and to comply with applicable data protection laws.

We may also share personal data if required to do so by law, or when we believe that such disclosure is necessary to protect our rights or the safety of our staff, customers, or others.

International Transfers

Our core services are provided within the United Kingdom. If any of our service providers or systems transfer personal data outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place to protect your data, such as the use of standard contractual clauses or other approved transfer mechanisms in accordance with data protection law.

Your Data Protection Rights

Under data protection law, you have several rights regarding your personal data. These rights apply to all Man With a Van Blackfriars customers within our service area, subject to certain legal conditions and exemptions.

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

Right to rectification. You have the right to ask us to correct or complete any inaccurate or incomplete personal data we hold about you.

Right to erasure. You may have the right to ask us to delete your personal data in certain circumstances, for example where it is no longer necessary for the purposes for which it was collected and we have no other lawful basis for processing it.

Right to restriction. You may request that we restrict the processing of your personal data in certain situations, such as while we are verifying its accuracy or assessing an objection you have raised.

Right to object. You may have the right to object to our processing of your personal data based on our legitimate interests. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests or we need to continue processing for legal claims.

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 that we transmit it directly to another controller where technically feasible.

Rights related to consent. Where we rely on your consent for a particular processing activity, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing carried out before you withdrew consent.

Security of Your Personal Data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration, or disclosure. These measures are designed to provide a level of security appropriate to the risks involved in our processing of your data. However, no system can be guaranteed to be completely secure, and you should take care when sharing personal information with us, especially over open networks.

Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, how we process personal data, or our legal obligations. Any updated version will apply from the date it is made available. You are encouraged to review this Privacy Policy periodically to stay informed about how we use and protect your personal data.