Privacy Policy

Man With a Van Stratford Privacy Policy

This Privacy Policy explains how Man With a Van Stratford collects, uses, stores and protects personal data relating to our customers and prospective customers. It applies to all individuals using our services in the Stratford area, including enquiries, quotations, bookings and follow-up communications. We are committed to processing personal data lawfully, fairly and transparently in accordance with the UK General Data Protection Regulation and related data protection laws.

Scope and Data Controller

This Privacy Policy applies to all Man With a Van Stratford customers and prospective customers located in the Stratford area who contact us, request a quotation, make a booking or otherwise interact with us in relation to our man and van services. For the purposes of applicable data protection laws, Man With a Van Stratford is the controller of the personal data described in this Privacy Policy. This means we determine the purposes and means of processing your personal information.

Types of Personal Data We Collect

We collect and process only the personal data that is necessary to deliver our services, manage our business and meet our legal obligations. The categories of personal data we may collect include:

Identification and contact details such as full name, home or business address, collection and delivery addresses, billing address, and general location information needed for transport and logistics planning.

Contact details such as email address and any other means of communication you choose to use to contact us, so that we can respond to your enquiry, confirm bookings and provide service updates.

Booking and service information such as preferred dates and times, service requirements, inventory details, access information for properties, and any instructions you provide relating to the move or transport.

Payment-related information such as transaction details and confirmation that a payment has been made. We do not store full card details when third-party payment processors are used; instead, we receive confirmation of payment and limited details necessary for invoicing and accounting.

Communication records such as notes of conversations, messages you send to us, and our responses, which help us manage your booking, handle queries and resolve any issues.

How We Collect Personal Data

We collect personal data directly from you when you contact us to request information, obtain a quotation, make a booking, or communicate with us in relation to an existing booking. This may occur by telephone, message, online enquiry forms or other communication methods you choose.

We may also generate data relating to your use of our services, for example internal job references, route planning and scheduling information, and records of completed services and payments.

Lawful Bases for Processing

We process your personal data only where we have a lawful basis to do so. Depending on the context, we rely on the following lawful bases under data protection law:

Contractual necessity: We process personal data to take steps at your request prior to entering into a contract and to perform our contract with you. This includes arranging quotations, confirming bookings, planning routes and logistics, providing the moving or transport service, issuing invoices and managing payments.

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 may include responding to general enquiries, managing and improving our services, maintaining records of completed jobs, handling complaints and disputes, and protecting our business against fraud or misuse.

Legal obligations: We process personal data where required to comply with legal and regulatory obligations, such as record-keeping for tax and accounting purposes, responding to lawful requests from authorities, and complying with health and safety obligations.

Consent: In limited cases, we may rely on your consent, for example for certain types of optional marketing communications. Where we rely on consent, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

How We Use Personal Data

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

To provide quotations, confirm availability and create bookings for our man and van services.

To plan and deliver services safely and efficiently, including route planning, vehicle allocation and coordination of collection and delivery addresses.

To communicate with you about your enquiry or booking, including confirmations, reminders, updates and any issues that may arise.

To issue invoices, process payments, and maintain financial and accounting records.

To manage customer service matters, including handling questions, feedback, and complaints.

To maintain internal records of services provided, support business planning and service improvements, and protect our rights and interests.

To comply with applicable laws, regulations and lawful requests from public authorities.

Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected and to meet our legal and regulatory obligations. The retention period will vary depending on the nature of the data and the reasons for processing.

Booking and service records, including contact details, addresses, job notes and invoices, are generally kept for a period required for accounting, tax and possible dispute resolution. After this period, data will be securely deleted or anonymised so that it can no longer be associated with an identifiable individual.

Where we rely on consent for optional communications, we will retain your contact details for this purpose until you withdraw your consent or object to such use, after which we will cease processing for that purpose and update our records accordingly.

Data Processors and Sharing of Personal Data

We may share your personal data with carefully selected third parties who act as data processors on our behalf. These processors are engaged to provide services necessary to operate our business and deliver our services, and they are only permitted to process personal data in accordance with our instructions and applicable data protection laws.

Examples of such processors may include payment processing providers that handle card or online payments, accounting and invoicing service providers, and IT or administrative support services that help us manage bookings and records. We ensure that appropriate contractual safeguards are in place with all processors to protect your personal data.

We may also share limited personal data with third parties where necessary to comply with a legal obligation, to protect our rights or the rights of others, or in connection with a business transaction such as a transfer of our business or assets, provided that appropriate safeguards are implemented.

We do not sell your personal data and do not share it with third parties for their independent marketing purposes.

International Transfers

Where any of our data processors or service providers are located outside the United Kingdom or the European Economic Area, we take steps to ensure that your personal data is afforded an equivalent level of protection. This may include relying on adequacy regulations or implementing standard contractual clauses and other appropriate safeguards required by data protection law.

Security of Your Personal Data

We take reasonable technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include limiting access to personal data to those who need it to perform their duties, using secure methods of storage where appropriate, and periodically reviewing our procedures to maintain data security.

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 a Van Stratford customers in the Stratford area, subject to certain conditions and legal limitations.

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

Right to rectification: You have the right to request that inaccurate or incomplete personal data about you is corrected or updated.

Right to erasure: In certain circumstances, you have the right to request that your personal data is deleted. This right is not absolute and may be limited where we have legal obligations or legitimate interests that require us to retain certain data.

Right to restriction of processing: You have the right to request that we restrict the processing of your personal data in certain situations, for example while we verify its accuracy or consider an objection you have raised.

Right to object: You have the right to object to our processing of your personal data where we rely on legitimate interests as our lawful basis, including any related profiling. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or the processing is required for legal claims.

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

Right to withdraw consent: Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time. Withdrawing consent will not affect the lawfulness of processing carried out before withdrawal.

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

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, business practices or legal obligations. Any updates will take effect when the revised Privacy Policy is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.