Privacy Policy
Man with Van Crayford Privacy Policy
This Privacy Policy explains how Man with Van Crayford collects, uses, stores and protects personal data relating to our services. It applies to all Man with Van Crayford customers in the Crayford area, including individuals and businesses who make enquiries, request quotes, or use our transport and moving services.
We are committed to complying with the UK General Data Protection Regulation and the Data Protection Act. This policy is intended to provide clear and transparent information about our data practices and your privacy rights.
Personal Data We Collect
We collect and process different types of personal data, depending on how you interact with us and which services you use. The personal data we may collect includes:
Identification details such as name and, where relevant, business name and position.
Contact details such as service addresses, billing addresses and general correspondence addresses.
Service information such as details of items to be moved, access details, preferred dates and times, and any special instructions related to the move or transport service.
Booking and transaction details such as quotes given, services booked, dates of services provided, amounts charged and records of payments.
Communication records including enquiries, complaints, feedback and any other correspondence you have with us by phone, text message, messaging services or in writing.
Technical and usage data where applicable, such as basic information about how you interact with our online content, for example pages viewed and dates of visits.
We generally do not seek to collect special category data such as health information. If you choose to provide such information voluntarily, for example to explain access needs or vulnerabilities, we will treat it with additional care and only use it where necessary to provide our services safely and appropriately.
How We Collect Personal Data
We collect personal data in several ways, including:
Directly from you when you contact us to request information, ask for a quote, make a booking, amend a booking or provide feedback.
During service delivery when our staff attend your property or premises and note relevant details to complete the job.
From publicly available sources such as business directories where you have made your contact details public in connection with your business.
From third parties where they are authorised to provide data to us in order to arrange services on your behalf, such as relocation coordinators or commercial partners.
Lawful Basis for Processing Your Data
We only process your personal data where we have a lawful basis to do so under data protection law. Depending on the circumstances, we may rely on one or more of the following bases:
Contract. We process personal data to enter into and perform a contract with you, for example to provide a quote, confirm a booking, carry out the move and handle payments and billing.
Legitimate interests. We process personal data where it is necessary for our legitimate business interests, provided these are not overridden by your rights. This can include managing our business operations, improving our services, handling queries and disputes and keeping appropriate records.
Legal obligation. We may process and retain certain data to meet legal, regulatory, tax and accounting obligations, such as records of payments and invoices.
Consent. In limited situations, we may ask for your consent, for example where required to send certain types of marketing communications. Where we rely on consent, you can withdraw it at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
To respond to enquiries, provide information about our services and prepare quotes tailored to your requirements.
To set up, manage and deliver bookings, including planning routes, allocating staff and vehicles and carrying out the move or transport service.
To communicate with you about your booking, such as confirmations, updates, arrival times, changes and follow up messages.
To process payments, issue invoices, handle refunds where applicable and manage any related financial records.
To manage our relationship with you, including recording your preferences, handling complaints or disputes and responding to feedback.
To improve our services, for example by reviewing customer feedback, internal reporting and service performance analysis.
To comply with legal and regulatory obligations, including record keeping, tax requirements and responding to lawful requests from authorities where required.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with trusted third parties when this is necessary for the purposes outlined in this policy.
Service providers and processors. We may share data with companies that provide services to us, such as payment processing, accounting, scheduling tools, document storage, communications platforms and information technology support. These third parties act as processors and only process your data in accordance with our instructions and for the agreed purposes.
Business partners. In some cases we may cooperate with other transport or removal providers to fulfil specific jobs or cover peak periods. Where necessary, we may share limited personal data, such as addresses and contact details, to complete your booking.
Professional advisers. We may share data with professional advisers such as accountants, auditors, legal advisers and insurers where this is necessary for professional services, legal claims or regulatory compliance.
Authorities and law enforcement. We may disclose personal data where required by law or where we believe it is necessary to protect our rights, your safety or the safety of others, or to investigate fraud or other wrongdoing.
Whenever we use data processors, we require them to implement appropriate technical and organisational measures to protect personal data and to comply with applicable data protection laws.
Data Retention
We keep personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy, including satisfying any legal, accounting or reporting requirements.
In general, we keep core customer and booking records for a period that allows us to handle queries, manage our relationship with you and defend potential legal claims. Financial and transactional records, such as invoices and payment details, are typically retained for the duration required by tax and accounting legislation.
Where personal data is no longer needed for the purposes for which it was collected, we will securely delete it or anonymise it so that it can no longer be used to identify you. In some circumstances you can ask us to delete your data sooner, as described in the section on your rights.
Data Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, disclosure or destruction. These measures include restricted access to records on a need to know basis, secure storage of physical and electronic records and regular review of our data handling practices.
International Transfers
Our core services are provided within the United Kingdom. If any of our service providers or processors transfer or store personal data outside the United Kingdom or the European Economic Area, we will ensure that adequate safeguards are in place. These may include using countries recognised as providing an adequate level of protection or implementing appropriate contractual safeguards.
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 Crayford customers in the Crayford area and may be subject to certain conditions and exemptions.
Right of access. You have the right to request confirmation that we process your personal data and to receive a copy of the data we hold about you.
Right to rectification. You have the right to ask us to correct or complete any personal data that you believe is inaccurate or incomplete.
Right to erasure. In some circumstances, you may ask us to delete your personal data, for example where it is no longer necessary for the purpose for which it was collected and we have no legal obligation to retain it.
Right to restriction of processing. You can request that we restrict how we use your personal data in certain situations, for example while we consider a correction request.
Right to data portability. Where we process your data based on consent or contract and by automated means, you may have the right to receive the data in a structured, commonly used and machine readable format or request that we transmit it to another controller where technically feasible.
Right to object. You have the right to object to processing based on our legitimate interests, including any direct marketing activities. We will stop processing your data for these purposes unless we have compelling legitimate grounds or need the data for legal claims.
Rights relating to automated decision making. We do not carry out decisions based solely on automated processing that produce legal or similarly significant effects for you.
Exercising Your Rights and Complaints
If you wish to exercise any of your data protection rights or have questions about this Privacy Policy, you can contact us using our usual contact details as shown on our customer documentation or website. We may need to verify your identity before responding to your request.
If you are not satisfied with how we handle your personal data, you have the right to lodge a complaint with the relevant data protection supervisory authority. We would, however, appreciate the chance to address your concerns first and will do our best to resolve any issues directly with you.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or data protection best practice. Any updated version will apply to all Man with Van Crayford customers in the Crayford area from the date it is published. We encourage you to review this policy periodically so that you remain informed about how we protect your personal data.
