Man with Van Richmond Privacy Policy

This Privacy Policy explains how Man with Van Richmond collects, uses, stores, and protects personal data relating to customers and prospective customers in the Richmond area. It also describes your rights under the UK General Data Protection Regulation and related data protection laws. This Privacy Policy applies to all Man with Van Richmond customers and enquirers within our service area, regardless of how you contact us or use our services.

Who We Are and Scope of this Policy

Man with Van Richmond provides moving, transport, and related services to customers in Richmond and surrounding areas. For the purposes of applicable data protection laws, Man with Van Richmond is the data controller of the personal data described in this Privacy Policy. This policy applies whenever we process personal data about our customers, prospective customers, and individuals acting on behalf of business customers within our service area.

Types of Personal Data We Collect

We collect and process different types of personal data depending on how you interact with us and the services you use. The personal data we may collect includes the following categories.

Identity and contact details such as name, title, postal address, collection and delivery addresses, and other contact information needed to provide our services.

Booking and service information such as the date and time of your move, details of the items to be moved, access details for properties, special instructions, and records of quotes and bookings.

Communication records such as information you provide when you contact us with enquiries, feedback, or complaints, including the content of messages and our responses.

Payment and transaction details such as amounts paid, dates of payments, and payment method information. We do not store full payment card details; any card data is processed securely by our chosen payment service providers.

Technical and usage information where applicable, such as basic data about how you interact with our online content, including approximate location and device type, where this is collected through standard analytics tools.

How We Collect Personal Data

We collect personal data directly from you when you request a quote, make a booking, communicate with us, or provide feedback about our services. We may also receive information from third parties acting on your behalf, such as partners, letting agents, or family members who arrange services in your name, and from payment service providers in relation to completed or attempted transactions.

Purposes and Lawful Bases for Processing

We only process your personal data where we have a lawful basis to do so under data protection laws. The main purposes for which we use your data, and the related lawful bases, are set out below.

To provide quotes and deliver our services. We use your identity, contact, address, and booking information to respond to enquiries, provide quotations, confirm bookings, and carry out moving and transport services. The lawful basis is the performance of a contract with you or taking steps at your request before entering into a contract.

To manage payments and accounts. We process payment and transaction data to take payment for services, issue invoices or receipts, and manage any refunds or adjustments. The lawful basis is the performance of a contract and compliance with our legal obligations in relation to accounting and tax.

To communicate with you. We use your contact details and communication records to respond to enquiries, handle complaints, and provide information about your booking. The lawful basis is the performance of a contract and our legitimate interests in providing customer service and managing our business.

To improve and protect our business. We may use limited technical and usage information, along with anonymised or aggregated data, to monitor service performance, improve efficiency, and protect our systems from misuse. The lawful basis is our legitimate interests in running and improving our services.

To comply with legal and regulatory duties. We process certain data to meet our obligations under applicable laws, including record keeping, tax, and responding to lawful requests from public authorities. The lawful basis is compliance with a legal obligation.

Data Retention

We keep your personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy and to meet any legal, accounting, or reporting requirements.

Customer and booking records are generally retained for a period that allows us to handle any queries, complaints, or claims relating to the services provided and to comply with applicable limitation periods.

Financial and transaction records are kept for the period required by tax and accounting laws.

Communication records and enquiry details that do not result in a booking are kept for a shorter period, only as long as reasonably necessary to manage ongoing correspondence and business needs.

When data is no longer required, it is securely deleted, anonymised, or otherwise removed from our active systems and backups in line with our data retention procedures.

Data Sharing and Processors

We do not sell your personal data. However, we may share your information with selected third parties where necessary for the purposes set out in this Privacy Policy.

Service providers acting as data processors may be used to support our operations, including providers of payment processing services, accounting and invoicing tools, scheduling or booking systems, customer relationship tools, and IT hosting or support services. These processors act on our instructions, are subject to contractual obligations to protect your data, and may not use it for their own purposes.

Professional advisers such as accountants or legal advisers may receive limited personal data where necessary for the provision of professional advice or services.

Public authorities or law enforcement bodies may receive personal data where we are legally required to share information, or where sharing is necessary to protect our rights, property, or the safety of our customers or others.

Where any data is transferred outside the United Kingdom or European Economic Area by our processors, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent mechanisms, in accordance with data protection laws.

Security of Your Personal Data

We take reasonable technical and organisational measures designed to protect your personal data against unauthorised or unlawful processing, accidental loss, destruction, or damage. These measures include limiting access to personal data to those staff and processors who need it for the purposes described in this policy and requiring them to treat it as confidential. While we strive to protect your data, no system can be guaranteed to be completely secure and you share information with us at your own risk.

Your Data Protection Rights

You have a number of rights under data protection laws in relation to your personal data. These rights apply to all Man with Van Richmond customers and individuals within our service area, subject to certain conditions and legal exceptions.

Right of access. You can request confirmation of whether we process your personal data and obtain a copy of the information we hold about you, along with certain additional details.

Right to rectification. You can ask us to correct or complete any personal data that is inaccurate or incomplete.

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 purposes for which it was collected, or where you withdraw consent and no other lawful basis applies.

Right to restriction. You can ask us to restrict the processing of your data in specific situations, such as while we verify its accuracy or assess an objection you have raised.

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 demonstrate compelling legitimate grounds that override your interests, rights, and freedoms, or where processing is required for legal claims.

Right to data portability. Where processing is based on your consent or on a 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 consent as the lawful basis for processing your personal data, you may withdraw that consent at any time. This will not affect the lawfulness of processing before consent was withdrawn but may affect our ability to provide certain services.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe your rights have been infringed.

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 legal requirements. Any changes will take effect when the updated policy is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your data.