Man and a Van Surrey Privacy Policy
This Privacy Policy explains how Man and a Van Surrey collects, uses, stores and protects personal data relating to customers and potential customers in Surrey and the surrounding 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 Man and a Van Surrey customers and individuals who contact or interact with us in connection with our services in the Surrey area, whether by phone, online, or in person.
Who We Are
Man and a Van Surrey is a removals and transportation service provider operating in Surrey and nearby locations. For the purposes of data protection law, Man and a Van Surrey is the data controller in respect of the personal data described in this Privacy Policy. This means we decide how and why your personal data is processed.
Personal Data We Collect
We may collect and process the following categories of personal data when you use our services or contact us:
Identification and contact details: name, address, service addresses, contact details such as telephone number and other communication details you choose to provide.
Service and booking information: details of your move or transport request, pickup and drop off addresses, access details for properties, preferred dates and times, inventory or item descriptions, and instructions you provide.
Payment and transaction data: payment status, transaction records, invoices, and billing-related information. We do not store full payment card details if payments are processed via third party payment providers.
Communication records: emails and messages you send to us, notes of phone calls, and any feedback, reviews or complaints you submit.
Technical and usage data: basic technical information where you use our online forms or digital tools, such as IP address and information about how you accessed our website. This may be collected through cookies or similar technologies where applicable and permitted by law.
How We Collect Your Data
We collect personal data directly from you when you contact us to request a quote, make a booking, use our services, provide feedback, or communicate with us in any way.
We may also receive some personal data indirectly from third parties where this is necessary to provide our services, for example if someone books a service on your behalf or provides your contact details as a point of contact for a move.
Lawful Bases for Processing
We only process your personal data where we have a valid lawful basis under data protection law. The lawful bases we rely on are:
Contract: we process personal data where it is necessary to enter into or perform a contract with you, such as to provide you with quotes, confirm bookings, carry out removals, and manage payments.
Legal obligation: we process certain data to comply with our legal and regulatory obligations, such as record keeping, tax and accounting requirements, and responding to lawful requests from authorities.
Legitimate interests: we process personal data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This includes managing our relationship with you, improving our services, preventing fraud or misuse of our services, and handling queries and complaints.
Consent: where required by law, we may rely on your consent to process certain personal data, for example for certain types of optional marketing communications. You can withdraw your consent at any time where we rely on consent as the lawful basis.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide quotes and manage bookings for our man and van services in Surrey.
To plan, deliver and complete removals and transportation services, including contacting you about access and timing.
To manage payments, invoices, and any refunds.
To communicate with you about your enquiry or booking and respond to your questions or feedback.
To maintain our business and administrative records, including accounting and tax records.
To improve our services, customer experience and operational processes.
To handle disputes, complaints or legal claims.
Sharing Your Personal Data
We may share your personal data with carefully selected third parties where necessary for the purposes set out in this Privacy Policy and in line with data protection law.
Service providers and processors: We may share your data with third party companies that provide services to us, such as IT and system providers, hosting providers, payment processors, accountants, and other professional advisers. These third parties act as data processors and are only permitted to process your personal data according to our instructions and for the purposes we specify. They are required to keep your data secure and confidential.
Operational partners and subcontractors: On occasion we may work with trusted operational partners or subcontractors to help deliver our services, for example for larger moves or specialist transport. Where this involves sharing your personal data, it will only be what is necessary for them to carry out their role.
Legal and regulatory: We may disclose your personal data to law enforcement agencies, courts, regulators or government bodies when required to do so by law or where it is necessary to establish, exercise or defend legal claims.
We do not sell your personal data to third parties.
International Transfers
Our primary operations and data storage are intended to be within the United Kingdom or the European Economic Area. If we need to transfer personal data outside the UK or EEA, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent protections required by data protection law.
Data Retention
We retain personal data only for as long as necessary to fulfil the purposes we collected it for, including to meet legal, accounting or reporting requirements.
In general, we will keep customer records and transaction data for a period that allows us to respond to queries, manage our relationship with you and comply with our legal obligations. After the relevant retention period has ended, we will securely delete or anonymise your personal data.
The specific retention period may vary depending on the type of data, the nature of your relationship with us, and any legal or regulatory obligations.
Security of Your Data
We take appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, misuse, alteration or disclosure. These measures include restricting access to personal data to those who need it for legitimate business purposes and ensuring our processors are subject to appropriate security obligations.
While we take reasonable steps to secure your data, no system or transmission can be guaranteed to be completely secure. You are responsible for taking reasonable steps to keep your own information secure when communicating with us.
Your Data Protection Rights
If you are located in the UK or another area where the UK GDPR or similar data protection laws apply, you have a number of rights in relation to your personal data. These may include:
Right of access: You can request confirmation of whether we process your personal data and obtain a copy of the personal data we hold about you.
Right to rectification: You can ask us to correct any inaccurate or incomplete personal data we hold about you.
Right to erasure: You can request that we delete your personal data in certain circumstances, for example if it is no longer needed for the purposes for which it was collected and we have no other lawful basis to retain it.
Right to restriction: You can ask us to restrict our processing of your personal data in certain situations, such as while we are dealing with a correction request.
Right to object: You can object to our processing of your personal data where we rely on legitimate interests as the lawful basis, including any direct marketing activities, and we will stop processing unless we have compelling legitimate grounds to continue.
Right to data portability: In certain circumstances, you can request that we provide your personal data in a structured, commonly used and machine readable format and, where technically feasible, transmit it to another organisation.
Where our processing is based on your consent, you also have the right to withdraw that consent at any time. Withdrawing consent will not affect the lawfulness of processing carried out before the withdrawal.
Exercising Your Rights
If you wish to exercise any of your data protection rights or have any questions about this Privacy Policy, you can contact us using the contact details provided on our website or through the usual communication channels you have already used with us.
We may need to verify your identity before responding to your request. We aim to respond to all valid requests within one month, or within any extended period permitted by law where necessary for complex or multiple requests.
You also have the right to lodge a complaint with the UK Information Commissioner's Office or your local data protection authority if you have concerns about how we handle your personal data. We would, however, appreciate the chance to address your concerns before you approach a regulator, so please contact us first where possible.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or how we process personal data. The updated version will be made available through our usual customer communication channels, and the date of the latest revision will be indicated within the policy.
Your continued use of our services after changes have been made will be taken as your acknowledgement of the updated Privacy Policy.
