Man With a Van Archway Privacy Policy

This Privacy Policy explains how Man With a Van Archway collects, uses, stores, and protects personal data of customers and prospective customers in the Archway area. It is intended to meet the requirements of the UK General Data Protection Regulation and related data protection laws. By using our services, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all Man With a Van Archway customers, prospective customers, and website visitors located in the Archway area and surrounding neighbourhoods who contact us, request a quote, or use our services. It covers personal data collected online, by telephone, in person, or through any other communication channels used to arrange or deliver our services.

Data Controller

Man With a Van Archway is 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 are responsible for ensuring that such processing complies with applicable data protection laws.

Personal Data We Collect

We only collect personal data that is relevant and necessary for providing our services and running our business. The categories of data we may collect include:

Identification and contact information, such as your name, postal address, service address, and general contact details you choose to share with us.

Booking and service information, such as collection and delivery addresses, access details, property type, preferred dates and times, inventory descriptions, and any special instructions related to your move or transportation.

Communication records, such as notes of your enquiries, requests for quotes, confirmations, complaints, and any other correspondence relating to our services.

Payment and transaction information, such as payment confirmations, amounts, and dates. We do not store full card details where we use secure payment processors.

Technical and usage information, such as basic device and browser information, pages viewed, and interaction with our website, where this is collected through essential cookies or similar technologies.

How We Collect Your Data

We collect personal data in several ways, including:

Directly from you when you contact us to request information, obtain a quote, or make a booking.

Through our website when you complete forms or provide details to arrange a service.

During the provision of services, when we confirm access arrangements, collect instructions, or update booking details.

From payment providers when we receive confirmation of completed transactions.

From publicly available sources or third parties where necessary to verify addresses or contact details, always in line with data protection laws.

Lawful Basis for Processing

We process your personal data only when we have a lawful basis to do so. Depending on the context, we may rely on the following legal grounds:

Contract: We process personal data to take steps at your request before entering into a contract and to perform our contract with you. This includes arranging quotes, confirming bookings, providing moving or transportation services, and managing payments.

Legitimate interests: We may 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 includes managing our business operations, maintaining records, improving our services, and handling customer enquiries or complaints.

Legal obligation: We may process personal data to comply with legal obligations, such as accounting, tax obligations, record keeping, and responding to lawful requests from regulatory or law enforcement authorities.

Consent: In some limited situations, we may rely on your consent, for example for certain types of optional communications. Where we rely on consent, you can withdraw it at any time by contacting us.

How We Use Your Personal Data

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

To provide quotes, confirm bookings, and deliver our man and van services, including planning routes, coordinating staff, and carrying out collections and deliveries.

To communicate with you about your enquiry, booking, or ongoing services, including sending confirmations, updates, and responding to your questions.

To manage payments, invoicing, and financial records related to services we provide.

To maintain and improve our services, including reviewing customer feedback, analysing service performance, and enhancing our processes.

To keep appropriate business and accounting records and to comply with our legal and regulatory obligations.

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

Data Retention

We retain personal data only for as long as reasonably necessary to fulfil the purposes described in this Privacy Policy and to comply with legal, regulatory, tax, or accounting requirements.

In general, we keep customer and booking records for a period that enables us to manage recurring services, handle queries or complaints, and demonstrate that we have provided services in accordance with our obligations. Financial records are kept for the period required under applicable tax and accounting laws.

When personal data is no longer needed, we will securely delete it or anonymise it so that it can no longer be associated with you.

Data Processors and Third Parties

We may share your personal data with carefully selected third parties who act as data processors on our behalf. These processors are only permitted to use your personal data in accordance with our instructions and for specific purposes, and they are required to implement appropriate security measures.

Types of processors we may use include:

Companies that provide booking management, customer relationship, or administrative support systems.

Secure payment processing providers that handle card or electronic payments on our behalf.

Information technology and hosting providers that support our website, email, and data storage.

Professional advisers, such as accountants or legal advisers, where necessary for the management of our business.

We may also share personal data with third parties where required by law, to respond to legal processes, or to protect our rights or the rights of our customers and staff.

International Transfers

Where any of our processors or service providers are located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data. This may include the use of standard contractual clauses or reliance on adequacy regulations, in line with data protection requirements.

Data Security

We take the security of your personal data seriously and use appropriate technical and organisational measures to protect it against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access.

These measures include restricting access to personal data to personnel and processors who need it for legitimate business purposes, using secure systems for storing and transmitting data, and regularly reviewing our security practices.

Your Data Protection Rights

You have a number of rights in relation to your personal data, subject to certain conditions and exemptions under data protection law. These rights include:

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

Right to rectification: You can request that we correct or complete any personal data that is inaccurate or incomplete.

Right to erasure: In certain circumstances, you may request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected or where you withdraw consent and there is no other lawful basis for processing.

Right to restriction: You may request that we restrict the processing of your personal 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 our processing of your personal data where we rely on legitimate interests as our lawful basis. We will stop processing unless we have compelling legitimate grounds that override your interests and rights or where processing is required for legal claims.

Right to data portability: Where the processing is based on consent or contract and carried out by automated means, you may request that we provide your personal 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 to process personal data, you can withdraw that consent at any time. This will not affect the lawfulness of processing carried out before withdrawal.

Exercising Your Rights and Complaints

If you wish to exercise any of your data protection rights or have questions about how we handle your personal data, you can contact us using the usual communication channels you use to arrange our services. We will respond to your request in accordance with applicable data protection laws.

You also have the right to lodge a complaint with the relevant data protection authority if you are unhappy with how we handle your personal data. We would, however, appreciate the opportunity to address your concerns directly in the first instance.

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 practices. The most recent version will always apply to the personal data we process. You should review this Privacy Policy periodically to stay informed about how we protect your personal data.