Privacy Policy
Man with van Falconwood Privacy Policy
This Privacy Policy explains how Man with van Falconwood collects, uses, stores and protects personal data relating to customers and prospective customers in the Falconwood area. It also describes your rights under the UK General Data Protection Regulation and the Data Protection Act 2018.
This Privacy Policy applies to all Man with van Falconwood customers and anyone who makes an enquiry or booking for our services in the Falconwood area, whether by phone, online or in person.
Who we are and scope of this policy
Man with van Falconwood provides moving and transport services to residential and business customers in the Falconwood area. For the purposes of data protection law, we act as the data controller for the personal data described in this Privacy Policy. This means we decide how and why your personal data is used, and we are responsible for safeguarding it.
By using our services, making an enquiry or otherwise providing your personal data to us, you acknowledge that you have read and understood this Privacy Policy.
Personal data we collect
We collect only the personal data that is necessary to provide and manage our services. Depending on how you interact with us, we may collect the following categories of information:
Identification and contact details, such as your name, address, service address, collection and delivery addresses, and any alternative contact person you nominate. Communication details, such as your preferred method of contact and details included in messages you send to us regarding a booking or enquiry. Booking and service information, such as the date and time of your move, type and size of items to be moved, access details for properties, and any special instructions you give us. Payment and transaction data, such as information about the services you purchase, the price, payment status and method of payment. We do not store full payment card details when payments are processed by third party payment processors. Usage and interaction data, such as details of your interactions with our staff, how you heard about our services and feedback you provide.
We do not deliberately collect special category data, such as health data or information about your religion or ethnicity. Please do not include this type of information when you contact us unless it is strictly necessary for us to perform the service safely, for example information about mobility needs for access planning.
How we collect your personal data
We collect personal data directly from you when you contact us, request a quote, make a booking or use our services. This may be by phone, through online forms, by text message, or in person. We may also receive information about you from third parties, for example if another person makes a booking on your behalf or if you are named as an alternative contact person.
In limited cases we may receive information from business partners such as estate agents or letting agents that refer you to us. In these situations, we only process the personal data that is necessary to arrange and carry out the requested service.
Lawful bases for processing your data
We only process your personal data when we have a lawful basis to do so. The main lawful bases we rely on are:
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 providing quotes, confirming bookings, carrying out moves and handling payments.
Legal obligation: We may need to process and retain certain information to comply with our legal and regulatory obligations, such as accounting and tax requirements.
Legitimate interests: We process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This can include managing our relationship with you, improving our services, responding to enquiries or complaints, and keeping basic records of past customers.
Consent: In limited circumstances, we may rely on your consent, for example if you specifically agree to receive certain types of optional marketing communications. Where we rely on consent, you can withdraw it at any time by contacting us.
How we use your personal data
We use your personal data for the following purposes:
To provide quotes, confirm availability and respond to your enquiries. To create and manage your booking and carry out the requested moving or transport services. To communicate with you about your booking, including reminders, updates and any changes to the service. To process payments, issue invoices and manage any refunds or queries about charges. To keep internal records, including for accounting, business administration and to demonstrate compliance with legal obligations. To improve our services, including training staff and reviewing feedback from customers. To handle and resolve complaints, disputes or legal claims.
Data retention and storage
We keep your personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy, including to satisfy legal, accounting or reporting requirements.
In general, we keep basic booking and transaction records, including your name, contact details and information about the services provided, for up to seven years after the end of our relationship with you, in line with tax and accounting rules. Communications relating to enquiries and quotes that do not result in a booking may be kept for a shorter period, usually up to two years, to allow us to manage follow up queries and improve our services.
When we no longer need personal data, we will delete it or anonymise it so that it can no longer be linked to you.
Data processors and sharing your information
We do not sell your personal data to third parties. We only share your data when this is necessary for the purposes set out in this Privacy Policy and when we have a lawful basis.
We may share personal data with trusted service providers who act as data processors on our behalf. These can include payment processing providers to handle card or electronic payments. IT and hosting providers that store or manage our systems and data. Business support services that assist with administration and record keeping.
These service providers are only allowed to process your personal data on our instructions and must use appropriate security measures to protect it. We require them to comply with data protection law and to keep your information confidential.
We may also share your personal data where required by law, regulation or a court order, or where necessary to establish, exercise or defend legal claims.
International transfers
If we use service providers that store or process personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect your information, such as using countries with an adequacy decision or implementing standard contractual clauses. You can contact us for more information about any international data transfers that may apply to your personal data.
Security of your personal data
We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include limiting access to your data to staff and processors who need it to perform their duties, using secure systems for storing records, and training staff on data protection responsibilities.
While we take these steps to safeguard your data, no system can be completely secure. You should also take care when sharing information with us and avoid sending sensitive information where it is not necessary.
Your data protection rights
As a customer of Man with van Falconwood in the Falconwood area, you have a number of rights under data protection law. Subject to certain conditions and exceptions, you have the right to:
Access: Request a copy of the personal data we hold about you and information about how we process it. Rectification: Ask us to correct inaccurate or incomplete personal data. Erasure: Ask us to delete your personal data where there is no good reason for us to continue processing it, sometimes known as the right to be forgotten.
Restriction: Request that we limit the way we process your data in certain circumstances, for example while we are verifying its accuracy. Objection: Object to our processing of your personal data where we rely on legitimate interests and you believe your rights override those interests. Portability: Request that we provide you with certain personal data in a structured, commonly used, machine readable format or ask us to transfer it to another controller, where this is technically feasible and the processing is based on consent or contract.
Where we rely on consent, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing carried out before your consent was withdrawn.
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, however, appreciate the chance to deal with your concerns first, so please contact us 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 obligations or how we process personal data. Any changes will apply from the date the updated policy is posted or otherwise made available. We recommend that you review this Privacy Policy periodically to stay informed about how we protect your personal data.
