Man with Van Cambridge Heath Privacy Policy

This Privacy Policy explains how Man with Van Cambridge Heath collects, uses, stores and protects personal data relating to customers and prospective customers in the Cambridge Heath 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 Cambridge Heath customers and anyone who makes an enquiry about our services in the local area.

Who we are and scope of this policy

Man with Van Cambridge Heath is a transport and moving service operating in and around the Cambridge Heath area. For the purposes of data protection law, we act as the data controller in respect of the personal data that we collect and use in connection with our services. This Privacy Policy covers all processing of customer and enquiry data carried out by Man with Van Cambridge Heath in the course of providing and marketing our services.

Personal data we collect

We only collect personal data that is necessary for us to provide our services, manage our relationship with you and meet our legal obligations. The types of data we may collect include:

Identification and contact details, such as your name, address for collection and delivery, billing address, and other contact details that you choose to provide.

Booking and service information, including the dates and times of your booking, details of the items to be moved, access details for properties, parking information and any special instructions you provide.

Communication records, such as information you provide when you contact us with an enquiry, request a quote, make a complaint, or otherwise communicate with us.

Payment-related information, such as payment status and basic transaction details. We do not store full payment card details; where card payments are taken, these are processed securely by an external payment processor.

Technical and usage information, which may include information about how you interact with our website or online booking tools, such as pages viewed and basic device information. This may be collected through cookies or similar technologies where applicable.

How we collect your personal data

We collect personal data directly from you when you contact us to request a quote, make a booking, confirm a service, provide feedback or communicate with us in any other way. We may also receive personal data from third parties where you have agreed that they may pass your details to us, for example comparison or listing platforms through which you have requested a moving quote.

Lawful bases for processing

We will only process your personal data where we have a lawful basis to do so. The main 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 when we arrange and complete your move or transport service.

Legitimate interests. We may process your data where it is necessary for our legitimate business interests, provided that these interests are not overridden by your rights and freedoms. This includes managing our business operations, responding to enquiries, improving our services and keeping appropriate business records.

Legal obligation. We may process your personal data where we are required to do so by law, for example for tax or accounting purposes, or in response to lawful requests from public authorities.

Consent. In limited circumstances, we may rely on your consent, for example for certain types of optional marketing communications. Where we rely on consent, you can withdraw it at any time by contacting us using the details provided on our website or other communications from us.

How we use your personal data

We use your personal data for the following purposes:

To provide our services. This includes arranging and carrying out your move, transportation, collection and delivery of items, and communicating with you about your booking.

To manage enquiries and quotes. We use your details to respond to requests for information, provide quotes, and follow up on leads where appropriate.

To manage our relationship with you. This includes handling complaints, resolving issues, and sending service-related messages such as confirmations, reminders and updates.

To operate and improve our business. We may use data to analyse how our services are used, improve our processes, train staff and enhance customer experience.

To meet legal and regulatory requirements. We keep certain records and may share information where required to comply with applicable laws and regulatory obligations.

Data sharing and processors

We do not sell your personal data. We may share your data with trusted third parties who act as data processors on our behalf. These include:

Payment processors that securely handle card and other electronic payments.

IT service providers that host our systems, provide email services or support our website and booking tools.

Professional advisers, such as accountants, for the purposes of meeting our legal and financial obligations.

Transport partners or subcontractors, where this is strictly necessary to fulfil your booking and where appropriate data protection arrangements are in place.

Where we use data processors, they are only permitted to process your personal data in accordance with our instructions and for the purposes set out in this Privacy Policy. They must also implement appropriate security measures to protect your data.

International transfers

Our services are focused on customers in the Cambridge Heath area. However, some of our service providers or their systems may be located outside the United Kingdom. Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent legal mechanisms, to protect your data in line with data protection law.

Data retention

We keep your personal data only for as long as is necessary for the purposes described in this Privacy Policy or as required by law. In general:

Booking and service records are typically kept for a period necessary to handle any queries, complaints or legal claims, and to meet tax and accounting obligations.

Enquiry and quote information is retained for a shorter period, unless you go on to use our services or we need to keep it for legitimate business purposes.

Where we rely on consent for optional communications, we will stop processing for that purpose if you withdraw your consent, except to maintain basic suppression records so that we respect your preferences.

When data is no longer required, we will take reasonable steps to delete or anonymise it securely.

Data security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures include limiting access to personal data to those staff and service providers who need it, using secure systems, and following established procedures for handling data. While we take reasonable steps to protect your information, no transmission or storage system can be completely secure.

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 Van Cambridge Heath customers and enquirers in the area, subject to certain legal limitations. Your rights include:

Right of access. You can request confirmation that we process your personal data and ask for a copy of the data we hold about you.

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

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 and we have no legal obligation to retain it.

Right to restriction. You can ask us to restrict the processing of your data in some situations, for example while we verify its accuracy or if you object to our processing.

Right to object. You can object to processing based on our legitimate interests, including any direct marketing, and we will stop processing unless we have compelling legitimate grounds to continue or a legal requirement to do so.

Right to data portability. Where the lawful basis is consent or contract and processing is carried out by automated means, you may request that we provide your data in a structured, commonly used and machine-readable format or transfer it to another controller where technically feasible.

Right to withdraw consent. Where we rely on your consent for processing, you can withdraw that consent at any time. This will not affect the lawfulness of processing carried out before the withdrawal.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are unhappy with how we handle your personal data. We would encourage you to contact us first so that we can try to resolve your concerns.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or data protection best practice. Any updated version will be made available through our usual communication channels. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.