Man with Van Richmond Privacy Policy

This Privacy Policy explains how Man with Van Richmond collects, uses and protects personal data in connection with the provision of our man and van and related moving services. It applies to all Man with Van Richmond customers and prospective customers in the Richmond area, including individuals and businesses who contact us, request a quote, make a booking or otherwise interact with us in relation to our services.

We are committed to complying with the United Kingdom General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy describes the types of personal data we collect, the lawful bases on which we process that data, how long we keep it, and the rights you have in relation to your personal information.

Data Controller

For the purposes of data protection law, Man with Van Richmond is the data controller in respect of the personal data processed in connection with our services. This means that we determine the purposes and means of processing your personal information.

Personal Data We Collect

We collect and process different types of personal data, depending on how you interact with us and the services you request. This may include the following categories of information:

Identification and contact details: name, title, billing address, collection and delivery addresses, and any other address details you provide for the service; any email contact details you supply; and other contact details you voluntarily provide when communicating with us.

Booking and service information: details of the services you request, including type of move, property access details, dates and times of collection and delivery, inventory or description of items to be moved, special instructions, and any notes necessary to complete the service safely and efficiently.

Payment and transaction information: details of payments made, such as amounts, dates, method of payment and invoice information. We do not store full payment card details when payment is made via third party payment processors.

Communication records: information you provide when you contact us by phone, online forms, messaging, or through any other communication channel, including enquiries, complaints, comments and feedback.

Technical data: to the extent that you interact with us through a website or online form, limited technical information such as pages accessed, time and date of access and basic device information may be collected through standard server logs or similar tools to ensure security and performance of our online presence.

Lawful Bases for Processing

We only process personal data when 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 lawful bases:

Contract: We process your personal data where it is necessary to enter into or perform a contract with you, for example to provide a quote, confirm and manage your booking, carry out the moving service, process payments, and communicate with you about your service.

Legal obligation: We may process personal data where necessary to comply with legal obligations, for example accounting, tax and record-keeping requirements or responding to lawful requests from authorities.

Legitimate interests: We may process personal data where it is necessary for our legitimate interests or those of a third party, provided your interests and fundamental rights do not override those interests. This can include improving our services, managing our business operations, handling enquiries and complaints, protecting our property and preventing fraud.

Consent: In some cases we may rely on your consent, for example if we wish to send you certain types of marketing communications by electronic means. When our processing is based on consent, you can withdraw that consent at any time.

How We Use Personal Data

We use the personal data we collect for the following purposes:

To provide quotes, manage enquiries and administer bookings for our man and van services in the Richmond area.

To perform the services you have requested, including planning routes, coordinating collection and delivery, and communicating practical information about your move.

To process payments, issue invoices and manage our accounts and financial records.

To communicate with you regarding your booking, including confirmations, changes, delays or follow-up messages related to service quality and customer support.

To manage and improve our business operations, including staff training, service planning, quality control, and safety and security measures.

To comply with legal obligations and respond to lawful requests, court orders or regulatory requirements, where necessary.

To protect our rights, property and safety, and those of our staff, customers and the public, including the prevention and detection of fraud or misuse of our services.

Data Sharing and Processors

We do not sell your personal data. We may share your personal information with carefully selected third parties where this is necessary for the purposes described in this Privacy Policy, or where we are legally required to do so.

Service providers and processors: We may use third party service providers to assist in delivering our services and running our business. These can include payment processing providers, accounting or bookkeeping providers, information technology and system support providers, communication tools, and secure document storage or archiving services. These third parties act as data processors and may only process your personal data on our documented instructions, subject to confidentiality and security obligations.

Operational partners: In some cases we may work with subcontractors or additional vehicles to carry out larger or time-sensitive moves. Where this is necessary, we share only the information required for them to perform their role, such as addresses, dates and relevant contact details.

Legal and regulatory bodies: We may disclose personal data where required by law or in response to valid legal processes, or to establish, exercise or defend legal claims.

In all cases, we take steps to ensure that any third party with whom we share personal data protects it in accordance with data protection law and this Privacy Policy.

Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting or reporting requirements.

In general, customer and booking records are kept for a period that allows us to manage our relationship with you, handle any queries or disputes that may arise, and comply with statutory record-keeping obligations. For example, financial and invoicing records are commonly kept for several years in line with tax and accounting regulations.

When personal data is no longer required, it is securely deleted or anonymised so that it can no longer be associated with you.

International Transfers

Our intention is to store and process personal data within the United Kingdom or the European Economic Area wherever possible. If we ever need to transfer personal data to a country outside these regions, we will ensure that appropriate safeguards are in place in accordance with data protection law, such as adequacy regulations or standard contractual clauses, to protect your information.

Security of Your Personal Data

We take the security of your personal information seriously and implement appropriate technical and organisational measures to protect it against unauthorised access, loss, alteration or disclosure. These measures include restricting access to personal data to staff and contractors who need it to perform their duties, using secure storage systems, and applying reasonable safeguards to protect our physical and digital environments.

Your Data Protection Rights

Under data protection law, you have certain rights in relation to your personal data held by Man with Van Richmond. These rights apply to all our customers and prospective customers in the Richmond area, subject to specific conditions and exemptions set out in the law.

Right of access: You have the right to request confirmation of whether we process your personal data and to obtain a copy of that data, together with certain information about how it is used.

Right to rectification: You have the right to ask us to correct or complete personal data that you consider inaccurate or incomplete.

Right to erasure: In certain circumstances, you may have the right to 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 of processing: You can request that we restrict the processing of your personal data in certain situations, for example while we verify its accuracy or handle an objection.

Right to object: You may have the right to object to the processing of your personal data where we rely on legitimate interests as the lawful basis, including for direct marketing purposes.

Right to data portability: Where we process your personal data by automated means based on your consent or a contract, you may have the right to receive that data in a structured, commonly used and machine-readable format and to request that it is transmitted to another organisation where technically feasible.

Right to withdraw consent: Where processing is based on your consent, you can withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before consent was withdrawn.

You also have the right to lodge a complaint with the relevant supervisory authority if you are concerned about how your personal data is being handled. We encourage you to contact us first so we can address any concerns directly.

Updates 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. Any updated version will apply from the date it is made available. We recommend that you review this Privacy Policy periodically to stay informed about how we protect your personal data.