Man with Van Rainham Privacy Policy
This Privacy Policy explains how Man with Van Rainham collects, uses, stores, and protects personal data relating to our customers and prospective customers. It applies to all Man with Van Rainham customers and enquiries in our service area, whether you contact us by phone, online, or in person. We are committed to complying with the UK General Data Protection Regulation and the Data Protection Act 2018.
Who We Are
Man with Van Rainham is a removals and transportation service operating in the Rainham area and surrounding locations. For the purposes of data protection law, we act as the data controller for the personal data we collect about our customers and potential customers.
Personal Data We Collect
We only collect personal data that is necessary for providing our services, running our business, and meeting our legal obligations. The types of personal data we may collect include:
Identification and contact details: name, postal address, service address, billing address, and any other contact information you choose to provide.
Communication details: information contained in enquiries, requests for quotes, booking details, feedback, and any other correspondence with us.
Service information: dates and times of bookings, collection and delivery addresses, access details for properties, and information relating to the items we are asked to move where this is linked to an identifiable person.
Billing and payment information: details needed to issue invoices and record payments. Where we use third-party payment processors, we do not store full payment card details ourselves.
Technical data: if you visit our website, limited technical data such as IP address, browser type, and basic usage data may be collected, often through cookies or similar technologies, for security, analytics, and performance purposes.
How We Collect Personal Data
We collect personal data from you directly when you contact us to request a quote, make a booking, ask a question, provide feedback, or otherwise interact with us. We may also collect data from third parties where lawful and relevant, for example when another person books our service on your behalf or when a business partner passes us your details with your knowledge.
Lawful Bases for Processing
We process your personal data only where we have a valid lawful basis under data protection law. Depending on the context, this will usually be one or more of the following:
Contract: we process data to provide you with services you have requested, to take steps at your request before entering into a contract, and to manage our contractual relationship, including bookings, collections, deliveries, and invoicing.
Legal obligation: we process certain information to comply with legal and regulatory requirements, such as tax and accounting rules, record keeping obligations, and responses to lawful requests from public authorities.
Legitimate interests: we process data for our legitimate business interests, provided your interests and fundamental rights do not override those interests. This may include managing our operations, improving our services, preventing fraud, ensuring security, and handling queries and complaints.
Consent: in limited cases, we may rely on your consent, for example for certain marketing communications. Where we rely on consent, you have the right to withdraw it 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 arranging and carrying out removals and transport jobs, planning routes, confirming access details, and managing your bookings.
To communicate with you: including responding to enquiries, sending quotes, confirming bookings, notifying you of any changes, and dealing with feedback, questions, or complaints.
To manage our business: including internal administration, record keeping, accounting, and auditing.
To improve our services: including monitoring usage patterns, service performance, and customer satisfaction, and using that information to enhance how we operate.
To ensure security and prevent misuse: including detecting and preventing fraud, protecting our staff and customers, and safeguarding our systems and vehicles.
To comply with law: including responding to lawful requests from regulators or law enforcement where required.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with trusted third parties where this is necessary and lawful. These third parties may act as data processors on our behalf, following our instructions and data protection requirements. Examples of such third parties include:
IT and hosting providers that support our website, communication systems, or data storage.
Payment and invoicing service providers that assist with processing payments and managing accounts.
Professional advisers such as accountants or legal advisers, where necessary for legitimate business purposes and legal compliance.
Regulatory and law enforcement authorities, where we are required to do so by law or where sharing is necessary to protect our rights, our customers, or others.
Where we use processors, we require them to keep your data secure, to use it only in accordance with our instructions, and to comply with applicable data protection laws.
International Transfers
Our preference is to keep your personal data within the United Kingdom or the European Economic Area. If we ever need to transfer your data outside these regions, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or other recognised mechanisms, to protect your information and your rights.
Data Retention
We retain personal data only for as long as necessary for the purposes for which it was collected, including for the fulfilment of our services, compliance with legal obligations, resolution of disputes, and enforcement of our agreements. In practice, this means:
Customer and booking records are kept for a period that allows us to manage our relationship with you, respond to queries, and meet legal and accounting requirements.
Financial and invoicing records are retained for the period required by tax and accounting laws.
Technical and usage data may be kept for a shorter period, unless required for security, fraud prevention, or legal reasons.
When data is no longer needed, we take steps to delete it securely or anonymise it so that it can no longer be linked to an identifiable person.
Your Data Protection Rights
Under data protection law, you have several rights in relation to your personal data. These rights apply to all Man with Van Rainham customers in our service area, subject to certain conditions and exemptions in the law.
Right of access: you can request confirmation of whether we process your personal data and ask for a copy of that data.
Right to rectification: you can ask us to correct inaccurate information or complete incomplete information.
Right to erasure: in some circumstances, you can request that we delete your personal data, for example where it is no longer necessary for the purposes we collected it or where you withdraw consent and there is no other lawful basis.
Right to restriction of processing: you can ask us to restrict the way we use your data in certain cases, such as while we are considering a request to rectify or erase it.
Right to data portability: where processing is based on consent or contract and carried out by automated means, you can request that we provide your data in a structured, commonly used, machine-readable format or transfer it to another controller where technically feasible.
Right to object: you can object to processing based on our legitimate interests, including profiling, and we will stop processing unless we have compelling legitimate grounds that override your interests or we need to continue for legal claims. You can always object to direct marketing and we will stop using your data for that purpose.
Rights in relation to automated decision-making: we do not carry out solely automated decision-making that has legal or similarly significant effects on you.
Security of Your Data
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 data to those who need it for their role, using secure systems and storage, and regularly reviewing our practices. While no system can be completely secure, we aim to maintain a level of security appropriate to the risks associated with the data we process.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal requirements. Any updates will be effective from the date of publication. We encourage you to review this Policy periodically to stay informed about how we protect your personal data.
Contact and Complaints
If you have questions about this Privacy Policy, how we handle your personal data, or if you wish to exercise any of your data protection rights, you can contact us using the details published on our website or other service information provided to you. You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe your rights have been infringed.
