Man with Van Fulwell Privacy Policy

This Privacy Policy explains how Man with Van Fulwell collects, uses, stores and shares personal data when providing moving and transport services. It is intended to give you clear information about your rights under the United Kingdom General Data Protection Regulation and the Data Protection Act. This Privacy Policy applies to all Man with Van Fulwell customers in the area who contact us, request a quotation, make a booking, or otherwise use our services.

Who we are and scope of this policy

Man with Van Fulwell is a local moving and transport service provider. In relation to the personal data we collect from customers, we act as the data controller. This means we decide how and why your personal data is processed. This Privacy Policy covers all personal data we collect about individual customers and, where relevant, contacts at business customers in the area.

Personal data we collect

We may collect and process the following categories of personal data when you interact with us or use our services:

Identification and contact details such as name, title, postal address, pick-up and delivery addresses, and general location information needed to plan and complete your move or transport service.

Communication details and preferences, including information you provide when you contact us by any method to request a quote, make a booking, ask a question, or give feedback, and records of those communications.

Service and booking information, including details of the services requested, inventory information you choose to share to help with quotes, dates and times of moves, access details for properties, and any specific instructions needed to carry out the service safely and effectively.

Payment and billing information, such as details of payments made, amounts due, invoicing details, and limited transaction information. We do not store full card details when using third party payment processors; those are handled securely by the relevant payment provider.

Technical and usage data, where applicable, including information about how you interact with our online content, such as basic device or browser data, and information submitted through online forms.

Feedback and reviews that you provide about our services, including ratings, testimonials, or comments.

How we collect personal data

We collect personal data directly from you when you contact us to request information or a quote, book a service, or communicate with us during the delivery of a service. We may also collect data when you complete forms on our website or communicate via other channels. In some cases, data may be provided by another person on your behalf, for example where a family member or colleague arranges a move for you.

Lawful basis for processing

We only process your personal data when we have a valid legal basis under data protection law. Depending on the context, we may rely on the following lawful bases:

Contract. We process your personal data when it is necessary to enter into or perform a contract with you, such as when we provide a quotation, confirm a booking, deliver moving or transport services, take payment, or communicate with you about your booking.

Legal obligation. We may process certain data where we are required to do so by law, for example for accounting, taxation, or record keeping requirements.

Legitimate interests. We may process your personal data where it is necessary for our legitimate business interests and those interests are not overridden by your rights and freedoms. This can include managing our business operations, improving our services, handling queries or complaints, preventing fraud or misuse, and maintaining accurate records.

Consent. In limited situations, we may rely on your consent, for example for certain types of optional marketing communications. Where we rely on consent, you have the right to withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

How we use your personal data

We use your personal data for the following purposes:

To provide quotes, confirm bookings, and deliver our services, including planning routes, arranging suitable vehicles, and ensuring that pick-up and delivery locations are correctly identified.

To manage our customer relationship, such as answering enquiries, communicating with you before, during and after the service, and handling any issues or complaints.

To process payments, manage invoices and refunds, and maintain accurate financial records for accounting and tax purposes.

To improve our services, operations and customer experience, including using feedback or review information you provide.

To protect our business, staff, and customers, including the detection and prevention of fraud or misuse and the establishment or defence of legal claims.

To send you service-related messages that are necessary for the provision of our services, such as booking confirmations, reminders, and important updates about your move or transport service.

Data sharing and processors

We do not sell your personal data. We may share your personal data with carefully selected third parties where this is necessary for the purposes described in this Privacy Policy or where we are legally required to do so.

Service providers acting as data processors may process personal data on our behalf, strictly in accordance with our instructions and subject to appropriate safeguards. These may include payment processing providers, information technology support and hosting providers, communication service providers, and other professional or administrative service providers that support our business operations.

We may also share data with third parties acting as independent controllers where this is necessary, for example with accountants, legal advisers, insurers, or public authorities, as required to comply with legal obligations or to protect our rights.

Where we use data processors, we only appoint providers who can demonstrate that they implement appropriate technical and organisational measures to protect your personal data, and we put written contracts in place to regulate the processing.

Data retention

We keep your personal data only for as long as is reasonably necessary to fulfil the purposes for which it was collected and to meet any legal, regulatory, tax, accounting or reporting requirements.

In general, customer records and booking details are kept for a period aligned with applicable limitation periods for legal claims and mandatory retention periods under tax and accounting law. Communications, quotes and service notes may be retained for a similar period in order to respond to queries, handle complaints, and maintain accurate records of services provided.

Where we no longer need personal data, or once any applicable retention period has expired, we will either securely delete or anonymise the data so that it can no longer be associated with an identifiable individual.

International transfers

Our primary operations are based in the United Kingdom. If we ever need to transfer your personal data to a country outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place, such as using standard contractual clauses or transferring to countries that have been recognised as providing an adequate level of data protection.

How we protect your data

We take reasonable technical and organisational measures to protect your personal data from unauthorised access, loss, misuse, or disclosure. These measures include restricted access to personal data, secure storage of records, and the use of appropriate safeguards when working with third party service providers. While no system can be completely secure, we are committed to maintaining appropriate security measures and reviewing them periodically.

Your data protection rights

Under data protection law, you have several rights in relation to your personal data. These rights may be subject to certain conditions and exemptions. Your rights include:

Right of access. You have the right to request confirmation of whether we process your personal data and to obtain a copy of that data, together with certain additional information.

Right to rectification. You have the right to request that we correct or complete any inaccurate or incomplete personal data we hold about you.

Right to erasure. In certain circumstances, you may have the right to request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected, or where you withdraw consent and there is no other legal basis for processing.

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 or consider an objection you have raised.

Right to object. You have the right to object to processing that is 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, rights, and freedoms, or the processing is required for legal claims.

Right to data portability. Where processing is based on your consent or on a contract and carried out by automated means, you may have the right to receive the personal data you provided to us in a structured, commonly used and machine-readable format and to transmit that data to another controller.

Right to withdraw consent. Where we rely on consent as the lawful basis for processing, you have the right to withdraw your consent at any time. This will not affect the lawfulness of processing before withdrawal.

You also have the right to lodge a complaint with the relevant data protection authority if you believe that your personal data has not been handled in accordance with data protection law.

Updates to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or services. When we make changes, we will update the date of the latest version. We encourage you to review this Privacy Policy periodically so that you remain informed about how we process and protect your personal data.

Contact and further information

If you have any questions about this Privacy Policy or how Man with Van Fulwell handles your personal data, or if you wish to exercise any of your data protection rights, you can contact us using the details provided on our website or other customer communication materials.