Man with Van Southborough Privacy Policy

This Privacy Policy explains how Man with Van Southborough collects, uses, stores, and protects your personal data when you use our services. It applies to all Man with Van Southborough customers located in the Southborough area and to anyone who contacts us to request information, quotes, or bookings related to our services.

Scope and Data Controller

Man with Van Southborough is the data controller for the personal data described in this Privacy Policy. This means we decide how and why your personal data is processed when you engage with our services, whether by phone, online, or in person.

By using our services or contacting us, you acknowledge that you have read and understood this Privacy Policy, which is intended to comply with the UK General Data Protection Regulation and relevant data protection laws.

Personal Data We Collect

We collect only the personal data that is necessary for the provision and administration of our services. The types of personal data we may collect include the following categories.

Identification and contact details such as your name, postal address for collection and delivery, and any alternative contact person details you provide for access or delivery arrangements.

Service and booking information such as service dates and times, collection and delivery locations, details about the items to be moved, special instructions or access information, and any reference numbers we assign to your booking.

Communication records including the content of your enquiries, quotes, messages, and any feedback or complaints you send to us, along with the date and time of your communications.

Payment-related information such as the amount charged, payment method, invoice or receipt details, and transaction confirmations. We do not seek to store full card numbers or security codes when payments are processed via secure third party payment providers.

Technical and usage data where applicable, such as basic technical information derived from your use of our website or online forms, including the date and time of visits and the pages or forms you access. This data is typically collected using basic logging or cookies, where used, and is not used to identify you directly unless combined with other information you provide.

How We Collect Your Personal Data

We may collect personal data directly from you when you contact us by phone, use online forms to request a quote, confirm a booking, or provide instructions for a job, or when you communicate with us in writing or verbally during the provision of our services.

We may also receive personal data indirectly if another person books our services on your behalf and provides your contact details or address for access, or if third party service providers involved in payment processing or logistics share relevant information with us to complete your booking.

Lawful Basis for Processing

We process your personal data only where we have a lawful basis under data protection law. Depending on the activity, we rely on one or more of the following lawful bases.

Contract. We process your personal data to take steps at your request before entering into a contract, such as providing a quote, and to fulfil our contractual obligations when you book Man with Van Southborough services. This includes scheduling and completing your move, communicating with you, and managing payments.

Legal obligation. We may process certain personal data to comply with legal obligations, such as tax and accounting requirements or responding to lawful requests from authorities where required by law.

Legitimate interests. We may process your personal data where it is necessary for our legitimate business interests and these interests are not overridden by your rights. This may include managing and improving our services, addressing customer queries, preventing fraud or misuse of our services, and maintaining internal records and administration.

Consent. Where we rely on your consent, for example for certain optional communications or the use of non essential cookies, we will make this clear at the point of collection. You may withdraw your consent at any time, although this will not affect the lawfulness of processing carried out before consent was withdrawn.

How We Use Your Personal Data

We use your personal data for the following purposes.

To provide and manage our services, including handling your enquiries, preparing and sending quotes, confirming bookings, planning routes, and ensuring successful collection and delivery of your items in the Southborough area and beyond.

To communicate with you about your booking, changes to your service, access arrangements, payment queries, and any follow up after completion of the work.

To manage payments, including issuing invoices or receipts, confirming payment status, and maintaining necessary financial records.

To maintain our business records and internal administration, including job scheduling, customer service logs, and operational reporting.

To safeguard our business and customers, including preventing and detecting fraud or misuse, handling disputes or claims, and ensuring security and safety in the provision of our services.

To comply with legal obligations, such as maintaining records for tax and audit purposes and responding to lawful requests from public authorities where applicable.

Data Sharing and Processors

We do not sell your personal data to third parties. However, we may share your personal data with carefully selected third parties who act as data processors or independent controllers where necessary for our services.

Service providers acting as processors may assist us with functions such as payment processing, secure data storage, scheduling or booking systems, and administrative support. These providers are contractually required to process your personal data only on our instructions, to keep it secure, and to comply with data protection laws.

Independent third parties such as accountants, legal advisors, or insurers may receive personal data where necessary for professional advice, financial reporting, or the handling of claims and disputes. In such cases, they act as independent data controllers and have their own responsibilities regarding your personal data.

Public authorities or law enforcement agencies may receive data where we are legally required to disclose personal data or where disclosure is necessary to protect our rights, your safety, or the safety of others, in accordance with applicable law.

International Transfers

Our primary operations are based in the Southborough area and the United Kingdom. If we ever need to transfer your personal data to a country outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or other legally recognised mechanisms, to protect your data to a standard equivalent to UK and EU data protection laws.

Data Retention

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

In most cases, basic customer and booking records are retained for a period aligned with our legal obligations for tax and accounting. Communication records and related operational data may be retained for an appropriate period to handle any queries, complaints, or potential legal claims. When personal data is no longer needed, we will securely delete or anonymise it.

Data Security

We implement appropriate technical and organisational measures to safeguard your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures may include physical security, restricted access to records, secure disposal of documents, and contractual obligations with any third party processors.

While we take reasonable steps to protect your personal data, no transmission or storage system can be guaranteed to be completely secure. You should take care when sharing personal data with us and avoid sending highly sensitive information unless necessary.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions.

Right of access. You may request confirmation of whether we process your personal data and obtain a copy of that data, along with certain information about how it is processed.

Right to rectification. You may ask us to correct inaccurate personal data or complete incomplete data that we hold about you.

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 and we have no lawful basis to continue processing it.

Right to restriction. You may ask us to restrict the processing of your personal data in specific situations, such as while we are verifying the accuracy of data or assessing an objection you have raised.

Right to object. Where we rely on legitimate interests to process your personal data, you may object to such processing if you believe it affects your rights and freedoms. We will consider your objection and stop processing unless we have compelling legitimate grounds to continue.

Right to data portability. Where processing is based on your consent or a contract and carried out by automated means, you may request to receive your personal data in a structured, commonly used, and machine readable format and to have it transmitted to another controller where technically feasible.

Right to withdraw consent. Where we rely on your consent for specific processing activities, you may withdraw your consent at any time. This will not affect the lawfulness of processing carried out before withdrawal.

You also have the right to lodge a complaint with the relevant data protection authority if you believe your data protection rights have been infringed. We encourage you to contact us first so we can address any concerns directly.

Updates 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. When we make significant changes, we will take appropriate steps to inform you. The version published on our website or provided to you will always show the date of the latest update, and any revised policy will apply from the date it is made available.

Contacting Man with Van Southborough

If you have questions about this Privacy Policy, about how Man with Van Southborough handles your personal data, or if you wish to exercise any of your data protection rights, you can contact us using the contact details provided through our usual customer communication channels. We will respond to your request as soon as reasonably possible and within the time limits set by data protection law.