Man with Van Purley Privacy Policy
This Privacy Policy explains how Man with Van Purley collects, uses, stores and protects personal data relating to customers and potential customers in the Purley area. It also sets out your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This policy applies to all Man with Van Purley customers and individuals who contact us, request a quote, or use our services in the surrounding area.
Who we are and scope of this policy
Man with Van Purley provides transportation and moving services to customers in Purley and nearby areas. For the purposes of data protection law, Man with Van Purley is the data controller of the personal data described in this policy. This policy covers personal data processed in connection with our services, including enquiries, bookings, on-site work, and follow-up communication.
Personal data we collect
We only collect personal data that is relevant for providing our services and managing our relationship with you. The types of personal data we may collect include:
Identification and contact details such as your full name, address, collection and delivery addresses, and general location information.
Communication details such as your preferred contact method and the content of your enquiries or messages.
Service details such as dates and times of moves, inventory descriptions, access information for properties, and any special instructions you provide.
Billing and transaction details such as the amount charged, payment status, invoice details and related records. We do not store full payment card details; where payments are processed electronically this is done via secure third-party providers.
Technical and usage information where relevant, such as basic information about how you contacted us and any information you choose to provide through online forms.
How we collect your data
We collect personal data directly from you when you contact us by phone, online form, or other communication methods, when you request a quote, when you book a service, and when we perform services at your property. We may also receive personal data from third parties who arrange services on your behalf, such as letting agents, landlords, or commercial partners, where this is necessary to provide the requested service.
Lawful basis for processing
We process your personal data only where we have a lawful basis under data protection law. Depending on the specific activity, we rely on the following lawful bases:
Contract: We process your personal data to provide you with quotes, to take steps at your request before entering into a contract, to perform our contract with you, and to manage your bookings, payments, and related services.
Legal obligation: We may process your personal data to comply with legal and regulatory obligations, including tax, accounting and record-keeping requirements.
Legitimate interests: We may process your personal data where this is necessary for our legitimate business interests, provided that your interests and fundamental rights do not override those interests. This includes managing our business operations, preventing fraud or misuse of our services, responding to enquiries, improving our services, and keeping basic records of past work in case of queries or disputes.
Consent: In limited cases, we may ask for your consent to use your data for specific purposes, such as certain types of marketing. Where we rely on consent, you can withdraw it at any time.
How we use your personal data
We use the personal data we collect for the following purposes:
To respond to enquiries and provide quotes for our services.
To plan, schedule and carry out moving and transportation services, including contacting you about access arrangements, timing, and any issues on the day of service.
To manage our relationship with you, including handling complaints, queries, feedback, or claims.
To issue invoices, process payments, and maintain accounting and financial records.
To maintain internal records for operational management, training, and service improvement.
To comply with legal and regulatory obligations and cooperate with relevant authorities where legally required.
Data sharing and processors
We do not sell your personal data. We only share it where necessary for the purposes described in this policy or where we are legally required to do so.
We may share your personal data with trusted third-party service providers acting as data processors under our instructions. These may include:
Payment processing providers that handle electronic payments securely.
Accounting and bookkeeping service providers that assist with our financial records.
IT, hosting, and communications providers that enable us to store data securely and communicate with you.
In some cases, personal data may be shared with insurers, legal advisers, or regulatory authorities where required to manage claims, disputes, or comply with legal obligations.
Where we use processors, we put in place appropriate data processing agreements to ensure your personal data is protected and only used in accordance with our instructions and data protection law.
International transfers
If any of our service providers are located outside the United Kingdom or the European Economic Area, we will ensure that any transfer of personal data is subject to appropriate safeguards required by data protection law. This may include the use of standard contractual clauses or other legally recognised mechanisms to ensure your data remains adequately protected.
Data retention
We keep your personal data only for as long as is necessary for the purposes described in this policy, including to provide services, manage our business, and meet legal, accounting or reporting requirements.
In general, we retain core booking and invoice information for a minimum period required by law, typically several years for tax and accounting purposes. Operational records related to specific jobs may be retained for a reasonable period to handle queries, complaints or potential legal claims. Where personal data is no longer needed, we securely delete or anonymise it.
How we protect your data
We take appropriate technical and organisational measures to protect the personal data we hold from unauthorised access, disclosure, alteration or destruction. These measures include limiting access to personal data to those who have a business need to know, using secure storage and communication methods where appropriate, and maintaining internal procedures to address data protection and information security.
Your data protection rights
Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions. These include:
Right of access: You can request confirmation that we process your personal data and obtain a copy of that data.
Right to rectification: You can ask us to correct or complete inaccurate or incomplete personal data.
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 and we have no legal obligation to keep it.
Right to restriction: You can ask us to restrict the processing of your personal data in certain situations, such as while we are considering a request for correction.
Right to data portability: In limited circumstances, you may request that we provide you with your personal data in a structured, commonly used, machine-readable format or transmit it to another controller.
Right to object: You can object to our processing of your personal data based on legitimate interests, where you believe your rights and interests outweigh our own. We will stop processing unless we can demonstrate compelling legitimate grounds or the processing is for the establishment, exercise or defence of legal claims.
Rights in relation to consent: Where we rely on your consent, you can withdraw that consent at any time, and we will stop the relevant processing.
Exercising your rights
If you wish to exercise any of your rights, or have questions about this policy or how we handle your data, you can contact us using the contact details provided on our website or in your booking confirmation. We may need to verify your identity before responding to certain requests, particularly where disclosure of personal data is involved.
You also have the right to raise concerns with the Information Commissioner's Office if you believe your data protection rights have been breached. We encourage you to contact us first so we can try to resolve any concerns directly.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or services. Any updates will be made available through our usual communication channels. We encourage you to review this policy periodically to stay informed about how we handle your personal data.
