Man with Van Cudham Privacy Policy
This Privacy Policy explains how Man with Van Cudham collects, uses, stores and protects personal data relating to customers and prospective customers in the Cudham area. It is intended to comply with the UK General Data Protection Regulation and the Data Protection Act 2018. This policy applies to all Man with Van Cudham customers and individuals who make enquiries or otherwise interact with our services in the area.
1. Data Controller
Man with Van Cudham acts as the data controller for the personal data described in this Privacy Policy. As data controller, we decide how and why your personal data is processed and we are responsible for ensuring that such processing complies with applicable data protection laws.
2. Personal Data We Collect
We collect only the personal data that is necessary to provide our services, manage our relationship with you and meet our legal obligations. The categories of personal data we may collect include:
Identification and contact details such as your name, home or business address, collection and delivery addresses, and other contact details you choose to share, such as messaging identifiers.
Service and booking information such as details of your move or transport needs, dates and times of bookings, inventory or description of items to be moved, access requirements at collection and delivery locations and any special instructions you provide.
Payment and transaction details such as records of payments made, amounts, dates and the method of payment. We do not store full payment card details; these are processed by external payment service providers.
Communication records such as the content of enquiries, messages and any feedback or complaints that you send to us, as well as our responses.
Technical and usage information such as basic information generated when you visit our website, including device type, browser type and general usage data. This may be collected through standard logging technologies and cookies where applicable.
3. How We Collect Personal Data
We collect personal data directly from you when you contact us for a quote, make a booking, use our services, communicate with us by phone or through online messaging, or provide feedback.
We may also receive personal data about you from third parties, for example where another person books a service on your behalf and provides your details for collection or delivery. In such cases, we rely on the third party to have your permission to share that information.
4. Purposes and Lawful Bases for Processing
We process your personal data only where we have a lawful basis under data protection law. The main purposes and lawful bases are:
To provide and manage our services. We use your identification, contact and service details to provide quotes, confirm bookings, plan routes, carry out collections and deliveries and manage any changes to your booking. The lawful basis is performance of a contract or taking steps at your request before entering into a contract.
To manage payments and invoices. We process payment and transaction data to issue invoices, receive payments and maintain accounting records. The lawful bases are performance of a contract and compliance with legal obligations relating to tax and accounting.
To communicate with you. We use your contact details and communication records to respond to your enquiries, provide booking confirmations and updates, and handle feedback or complaints. The lawful basis is performance of a contract or our legitimate interest in providing effective customer service.
To improve and protect our business. We may use technical and usage information, together with anonymised or aggregated data, to help monitor the use and performance of our website and services, improve efficiency and safeguard our systems. The lawful basis is our legitimate interests in running and improving our business.
To comply with legal and regulatory requirements. We may process personal data where necessary to comply with obligations under law, for example in relation to tax, insurance, record keeping or cooperation with authorised authorities. The lawful basis is compliance with legal obligations.
Where we rely on legitimate interests as a lawful basis, we balance those interests against your rights and freedoms and process your data only where the impact on your privacy is limited and proportionate.
5. Data Retention
We keep personal data only for as long as it is needed for the purposes described in this policy or as required by law.
Booking and service records, including basic contact details, service details and invoices, are generally retained for a period that enables us to deal with queries, manage our relationship with you and meet tax and accounting rules. This period is typically up to seven years from the end of the relevant financial year.
Communication records, such as general enquiries or complaints, are retained for a period that allows us to respond, track patterns in service issues and protect our legal position where necessary. This is normally up to three years after the last correspondence related to that matter, unless a longer period is required by law or is necessary for ongoing legal proceedings.
Technical and usage information may be retained for shorter periods, usually in line with our cookie and logging practices, unless it is needed for security monitoring, troubleshooting or legal reasons.
When retention periods expire, or when data is no longer required, we will securely delete or anonymise your personal data.
6. Data Sharing and Processors
We do not sell your personal data. We may share it with trusted third parties where this is necessary for the operation of our services or to comply with legal obligations.
Service partners and subcontractors. On occasion, we may share limited personal data, such as collection and delivery details, with subcontracted drivers or partner companies involved in fulfilling a booking. They are required to use the data only for the agreed purpose and to keep it secure.
Payment service providers. Where you make non cash payments, your payment data is processed by third party payment processors. They act as independent controllers or processors depending on their role and are responsible for their own compliance with data protection law.
Professional and technical providers. We may use external providers for functions such as IT support, website hosting, email or messaging systems and accounting services. Where they process personal data on our behalf, they act as data processors and are bound by contracts that require them to protect your data and process it only on our instructions.
Authorities and legal bodies. We may disclose personal data when required to do so by law or in response to valid requests from public authorities or courts, or to establish, exercise or defend legal claims.
Where personal data is transferred outside the United Kingdom or European Economic Area by any processor, we require appropriate safeguards to be in place, such as standard contractual clauses or equivalent measures, in line with applicable data protection law.
7. Security of Personal Data
We take reasonable technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include restricting access to personal data to those who need it for their role, using secure systems for storing records and communications, and reviewing our practices from time to time.
While we take appropriate steps to protect your information, no system can be completely secure. You should take care when sharing personal data and notify us if you believe your information has been compromised in connection with our services.
8. Your Data Protection Rights
You have a number of rights under data protection law in relation to your personal data. These include:
Right of access. You can request confirmation of whether we process your personal data and obtain a copy of that data, together with certain information about how it is used.
Right to rectification. You can ask us to correct inaccurate personal data or complete incomplete data that we hold about you.
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 there is no other legal basis for processing.
Right to restriction. You can request that we restrict the processing of your personal data in specific situations, for example while we verify the accuracy of data that you believe is incorrect.
Right to object. You can object to processing based on our legitimate interests, on grounds relating to your particular situation. We will stop such processing unless we can demonstrate compelling legitimate grounds or the 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 be able to request that we provide your personal data in a structured, commonly used and machine readable format, or that it is transmitted to another controller where technically feasible.
You also have the right to lodge a complaint with a supervisory authority if you are concerned about how your personal data is being handled. In the United Kingdom, this is the Information Commissioner's Office.
9. Children
Our services are intended for adults and business customers. We do not knowingly collect personal data relating to children in connection with our services. If you believe we have collected personal data about a child in error, please contact us so that we can delete it where appropriate.
10. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations or data protection practices. The most recent version will apply to our processing of your personal data. We recommend that you review this policy periodically to stay informed about how we handle your information.
