Privacy Policy

Man with Van Sanderstead Privacy Policy

This Privacy Policy explains how Man with Van Sanderstead collects, uses, stores and protects personal data. It applies to all Man with Van Sanderstead customers in our service area, as well as individuals who enquire about or interact with our services, whether online, by phone, or in person.

Man with Van Sanderstead is committed to protecting your privacy and handling your personal data in a fair, lawful and transparent way in accordance with applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018.

Scope and Data Controller

This Privacy Policy covers all processing of personal data carried out by Man with Van Sanderstead in connection with the provision of man and van, removals, and related services to customers in our operating area.

For the purposes of data protection law, Man with Van Sanderstead is the data controller, which means we decide how and why your personal data is processed.

Types of Personal Data We Collect

We may collect and process the following categories of personal data when you contact us, request a quote, make a booking, or use our services:

Identity and contact details, including your name, title, address, service addresses for collection and delivery, and preferred contact method.

Communication details, including the contents of enquiries, messages, and other communications you send to us and our responses.

Service details, including information about the type of items to be moved, access details, property information relevant to the move, preferred dates and times, and any special instructions.

Payment and transaction data, including payment confirmations and records of invoices and receipts. We do not store full card details where payments are processed by third-party providers.

Technical information, where relevant, such as basic device or browser information and approximate location data associated with enquiries made through online forms or digital platforms.

Feedback and review information, including any feedback, testimonials, or complaints you provide about our services.

How We Collect Personal Data

We collect personal data directly from you when you:

Book our services and provide details needed to complete the move or transportation service.

Communicate with us during the provision of the service, such as providing access information, directions, or updated instructions.

Provide feedback, reviews, or make a complaint after a service is completed.

We may also receive limited personal data indirectly from third parties where necessary, for example if another person arranges a move on your behalf and provides your contact details and service address.

Lawful Bases for Processing

We process your personal data only where we have a lawful basis to do so. Depending on the context, we rely on one or more of the following lawful bases:

Contract: We process your personal data to enter into and perform a contract with you, including providing quotes, confirming bookings, planning logistics, and delivering man and van services.

Legal obligation: We may process certain data to comply with legal or regulatory obligations, such as record-keeping, tax requirements, or responding to lawful requests from authorities.

Legitimate interests: We may process personal data where it is necessary for our legitimate business interests and where these interests are not overridden by your rights and freedoms. This includes managing our operations, improving services, handling enquiries, and pursuing or defending legal claims.

Consent: In limited cases, we may rely on your consent, for example if you request to receive certain types of optional marketing communications. Where we rely on consent, you can withdraw it at any time.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide quotes and respond to enquiries about our services.

To confirm, manage, and carry out bookings, including planning routes, allocating vehicles and staff, and communicating with you about arrangements.

To issue invoices, process payments through third-party payment providers, and maintain accounting records.

To communicate with you before, during, and after a job regarding logistics, changes to appointments, feedback, and aftercare.

To manage our relationship with you, including dealing with complaints, disputes, or queries.

To maintain and improve our services, operations, and customer experience.

To comply with legal, regulatory, and tax obligations.

To protect our rights, property, and safety, and those of our staff and customers, including in relation to potential or actual legal claims.

Data Sharing and Processors

We do not sell your personal data. We only share it where necessary and appropriate for the purposes described in this Privacy Policy.

We may share your personal data with trusted third-party service providers acting as data processors. These may include:

IT and system support providers who host or maintain our digital systems and tools.

Payment service providers who securely process your payments.

Cloud storage or document management services we use for secure record-keeping.

Professional advisers such as accountants or legal advisers where necessary for business administration or to handle disputes.

These processors are required to process your personal data only on our instructions, to keep it secure, and to comply with data protection law.

We may also share personal data with independent third parties where required by law or where necessary to protect our legal rights, such as with law enforcement agencies, courts, or regulatory bodies.

International Transfers

Where our use of certain IT, storage, or communication services results in personal data being transferred outside the UK or the European Economic Area, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent protections, to keep your data secure in accordance with data protection law.

Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, or reporting requirements.

In general:

Enquiry and booking information, together with related communications and job records, may be retained for a period that allows us to manage repeat business, handle queries, and meet our legal obligations.

Financial and transaction records are retained for the period required by tax and accounting laws.

Feedback and review information may be stored for as long as it remains relevant to our service records or until you request its removal where applicable.

When personal data is no longer required, we will securely erase or anonymise it.

Data Security

We take appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, alteration, or disclosure. These measures include limiting access to data to those who need it for their role, using secure systems for storage, and ensuring that our processors follow suitable security practices.

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 Sanderstead customers in our service area, subject to certain legal limitations and exemptions.

Right of access: You can ask for confirmation that we process your personal data and request 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 purpose for which it was collected and we do not have another lawful basis for retaining it.

Right to restriction of processing: You can ask us to restrict the processing of your personal data in certain situations, for example while we verify the accuracy of data you believe is incorrect.

Right to data portability: In some cases, you can request that we provide you with your personal data in a structured, commonly used, machine-readable format, or that we transmit it to another controller where technically feasible.

Right to object: You can object to our processing of your personal data where we rely on legitimate interests as the lawful basis. We will stop processing unless we have compelling legitimate grounds which override your interests, rights, and freedoms, or the processing is needed for legal claims.

Right to withdraw consent: Where we rely on your consent, you can withdraw it at any time. This will not affect the lawfulness of processing that took place before consent was withdrawn.

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 for our services.

You also have the right to lodge a complaint with the UK data protection supervisory authority if you are concerned about how we process 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, how we process personal data, or changes in legal requirements. The updated version will apply from the date it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.

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