Man with Van Longford Privacy Policy

This Privacy Policy explains how Man with Van Longford collects, uses, stores, and protects personal data relating to customers and prospective customers. It applies to all services provided by Man with Van Longford to individuals and businesses within the Longford area and to any enquiries about those services.

Scope of this Privacy Policy

This Privacy Policy applies to all Man with Van Longford customers, as well as potential customers who contact us for quotations or information, in the Longford area. By requesting a quote, making a booking, or otherwise engaging with our services, you acknowledge that you have read and understood this Privacy Policy.

Data Controller

For the purposes of the UK General Data Protection Regulation and any applicable data protection laws, Man with Van Longford is the data controller in respect of the personal data that we collect and process about you in connection with our services.

Personal Data We Collect

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

Identity and contact details, such as your name, home or business address, collection and delivery addresses, and general contact details you provide to us. Booking and service information, such as details of the items to be moved, preferred dates and times, access information for properties, special instructions, and related notes required to complete your move or transport request. Communication records, such as records of your enquiries, quotes we provide, and any feedback or complaints you share with us. Payment-related information, such as payment confirmations and basic billing information necessary to record that payment has been made, though we do not store full card details if you pay by card through a third-party payment processor. Technical and usage information, such as information automatically collected when you interact with our website, including IP address, device information, and general browsing data, where this is provided by your browser or device.

How We Collect Personal Data

We collect personal data directly from you when you contact us by phone, through our website, or in person to request a quote or make a booking, when you provide details necessary for us to complete a job, and when you communicate with us for customer service or to provide feedback. We may also collect limited personal data indirectly through third-party platforms that advertise or refer our services, where you submit an enquiry that is then passed to us, or from publicly available sources when we need to verify address or business details connected to a booking.

Lawful Bases for Processing

We process personal data only where we have a lawful basis under data protection law. The lawful bases on which we rely include:

Contract: We process your personal data when it is necessary to enter into or perform a contract with you, such as arranging, managing, and completing your move or transport service, providing quotes, handling invoicing, and managing customer support directly linked to a booking. Legal obligation: We process certain personal data to comply with legal obligations, including record-keeping, tax, and accounting requirements. Legitimate interests: We process personal data where it is necessary for our legitimate business interests, including improving our services, managing and protecting our business and website, handling routine customer communications, and pursuing or defending legal claims, provided that your interests and fundamental rights do not override those interests. Consent: In some limited cases, for example where required for optional marketing communications, we will only process your personal data if you have given your clear consent. You may withdraw consent at any time.

How We Use Your Personal Data

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

To provide and manage our services, including preparing quotes, confirming bookings, planning and carrying out moves, and coordinating logistics and timing. To communicate with you, including responding to enquiries, sending booking confirmations, contacting you about changes or updates to a job, and dealing with complaints or queries. To manage payments and accounting, including recording payments, issuing invoices, and maintaining business and financial records. To improve our services and operations, including analysing the types of jobs we undertake and feedback we receive, to refine our processes and customer service. To ensure safety and security, including confirming addresses and access requirements, and keeping internal records of jobs undertaken. To comply with legal and regulatory obligations and to exercise or defend legal claims where necessary.

Data Processors and Third Parties

We sometimes share personal data with carefully selected third parties who act as data processors on our behalf. These may include payment processing providers, providers of booking or scheduling tools, providers of email or communication platforms, and professional advisers such as accountants or legal advisers where necessary.

These third parties are only permitted to process personal data in accordance with our instructions and for the purposes described in this Privacy Policy. We take steps to ensure that all processors implement appropriate technical and organisational measures to protect your personal data.

We may also share personal data with third parties where required by law, or where necessary to protect our rights, property, or safety, or the rights, property, or safety of our customers or others.

Data Retention

We retain personal data only for as long as is necessary for the purposes for which it was collected, or as required by law. In practice, this means:

Booking and job-related records, including contact details and job information, are generally kept for a period that allows us to handle any queries, complaints, or legal issues arising from the service, and to comply with tax and accounting rules. Communication records may be retained for a reasonable period to maintain an accurate history of interactions, manage our relationship with you, and improve our services. Payment and invoice records are kept for the period required by applicable financial and tax regulations. After the relevant retention period has expired, personal data will be securely deleted or anonymised so that it can no longer be associated with you.

Data Security

We take appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. Measures include limiting access to personal data to those who have a genuine business need to know it, using secure methods to store and transmit data, and regularly reviewing our data handling practices.

International Transfers

Our primary operations are based in the Longford area. Where any third-party service providers process data outside the United Kingdom or European Economic Area, we will take steps to ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent legal mechanisms, to protect your personal data to the standards required by applicable data protection law.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These include:

Right of access: You can request confirmation of whether we process your personal data and obtain a copy of that data. Right to rectification: You can ask us to correct 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 purpose for which it was collected and there is no legal requirement to retain it. Right to restriction: You can ask us to restrict the processing of your personal data in certain situations, such as while we are verifying the accuracy of data you believe is incorrect. Right to data portability: In some cases, you can request that we provide your personal data in a structured, commonly used, machine-readable format, or that we transfer it to another controller where this is technically feasible. Right to object: You can object to processing based on our legitimate interests, on grounds relating to your particular situation. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests or where processing is required for legal claims. Right to withdraw consent: Where we rely on consent, you can withdraw that consent at any time. This will not affect the lawfulness of processing that took place before consent was withdrawn.

Exercising Your Rights

If you wish to exercise any of your data protection rights, or if you have any questions about how we handle personal data, you can contact us using the contact details provided on our website or through the usual methods you use to communicate with us. We may need to verify your identity before responding to certain requests to protect your privacy and security.

Complaints

If you are concerned about how we use your personal data, we encourage you to contact us so we can attempt to resolve your concerns. You also have the right to lodge a complaint with the relevant data protection supervisory authority in your country or region if you believe that 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, legal requirements, or data protection practices. Any updated version will be made available through our usual communication channels. We recommend that you review this Privacy Policy periodically to stay informed about how we protect your personal data.