Man With a Van Paddington Privacy Policy

This Privacy Policy explains how Man With a Van Paddington collects, uses, stores and protects personal data about its customers and enquirers. It applies to all Man With a Van Paddington customers and potential customers in the service area, regardless of the specific service booked or the method used to contact us.

Man With a Van Paddington acts as the data controller for the personal data described in this policy. We are committed to complying with the United Kingdom General Data Protection Regulation and the Data Protection Act 2018, together referred to as GDPR in this document.

Scope of this Privacy Policy

This Privacy Policy covers personal data collected when you contact Man With a Van Paddington, request a quotation, make a booking, use our services, visit our website, or otherwise interact with us. It explains what data we collect, the lawful bases we rely on, how long we keep your information, how we work with third-party processors, and the rights you have over your personal data.

Personal Data We Collect

We collect and process different types of personal data depending on how you interact with us. This may include:

Identity and contact details such as your name, home or business address, collection and delivery addresses, and basic contact information used to respond to your enquiry and manage your booking.

Booking and service information such as your requested dates and times, property access details, description of items to be moved, special instructions relevant to the service, and records of communications related to your booking.

Payment and transaction details such as the amount charged, payment method used, and confirmation that payment has been made. Card or bank details are handled by secure payment processors and are not retained by us beyond what is necessary for processing and financial records.

Communication records such as emails or messages you send us, notes of telephone conversations where relevant to a booking, feedback you provide, and any complaints or follow-up correspondence.

Technical and usage data where relevant to our website, such as basic log information, device type, and general browsing behaviour. Any such data is typically aggregated or pseudonymised and is not used to identify you personally unless it is necessary for security or fraud prevention.

Lawful Bases for Processing

We only process your personal data where we have a lawful basis under GDPR. Depending on the context, we rely on the following lawful bases:

Contract: We process your personal data when it is necessary to provide you with a quotation, to take steps at your request before entering into a contract, or to perform a contract for moving or delivery services. This includes managing bookings, scheduling, carrying out the service, and handling payments.

Legal obligation: We may process your data to comply with legal and regulatory requirements, such as maintaining accurate financial records for tax purposes, responding to lawful requests from authorities, and fulfilling any statutory reporting obligations.

Legitimate interests: We may process your data where it is necessary for our legitimate business interests and does not override your rights and freedoms. This may include managing our relationship with you, improving our services, maintaining security, preventing fraud, and handling customer queries and complaints.

Consent: In limited circumstances, we may rely on your consent, for example if we wish to send you optional marketing communications that go beyond our existing customer relationship. Where we rely on consent, you can withdraw it at any time.

How We Use Personal Data

Man With a Van Paddington uses the personal data it collects for the following purposes:

To provide quotations, confirm availability, and respond to your enquiries.

To create and manage bookings, plan routes, allocate staff or vehicles, and deliver the requested services.

To process payments, handle invoices, issue receipts, and maintain accounting and financial records.

To communicate with you about your booking, including confirmations, reminders, updates, and any changes or issues that may arise.

To manage our business operations, improve our services, train staff, and maintain accurate internal records.

To handle feedback, resolve complaints, manage disputes, and enforce our contractual terms.

To comply with applicable laws, respond to lawful requests, and protect our legitimate interests, including the prevention and detection of fraud or misuse of our services.

Data Sharing and Processors

We do not sell your personal data. We may share your data with carefully selected third parties where necessary and lawful, including:

Service providers who act as data processors on our behalf, such as technology providers, payment processors, booking or scheduling tools, and data storage providers. These processors may only use your data to provide services to us and must follow our instructions and applicable data protection laws.

Professional advisers such as accountants or legal advisers where required for business administration, financial reporting, or the handling of disputes and claims.

Authorities, regulators, or law enforcement agencies where we are legally required to disclose information or where disclosure is necessary to protect the rights, property, or safety of our customers, staff, or others.

In any case where we use processors, we maintain appropriate contracts and safeguards to ensure that your personal data is protected and processed lawfully.

Data Retention

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

Booking and service records are usually kept for a defined period after completion of the service, to allow us to manage queries, handle potential complaints, and meet our contractual and legal obligations.

Financial and invoicing information is generally retained for the period required by tax and accounting laws.

Communication records are kept for as long as they are relevant to our relationship with you and to ensure we can respond to any follow-up queries or disputes.

Where data is no longer required, we will securely delete or anonymise it so that it can no longer be linked to an identifiable individual.

International Transfers

If any of our service providers or processors are located outside the United Kingdom, we will ensure that appropriate safeguards are in place before transferring personal data. Such safeguards may include the use of standard contractual clauses or other mechanisms approved under data protection law to ensure your data remains protected.

Data Security

We take reasonable and appropriate technical and organisational measures to protect your personal data from unauthorised access, accidental loss, alteration or disclosure. These measures include restricted access to personal data, secure storage solutions, and ongoing review of our security procedures. While no system is completely secure, we strive to protect your information and keep security arrangements under continual review.

Your Data Protection Rights

Under GDPR, individuals have a number of rights in relation to their personal data. Subject to certain conditions and exemptions, you have the right to:

Access your personal data and receive a copy of the information we hold about you.

Request correction of inaccurate or incomplete personal data.

Request erasure of your personal data where there is no longer a lawful basis for us to continue processing it, or where you have successfully objected to processing.

Object to processing of your personal data where we rely on legitimate interests and you believe your rights and freedoms outweigh our interests.

Request restriction of processing in certain circumstances, such as while the accuracy of the data is being verified or where you have objected to processing.

Request the transfer of your personal data to you or another service provider, where processing is based on consent or contract and carried out by automated means.

Withdraw consent at any time where we rely on consent to process your data. This will not affect the lawfulness of any processing carried out before you withdraw your consent.

To exercise any of these rights, you can contact us using the details provided on our website or in your booking documentation. We may need to verify your identity before responding to your request. We aim to respond to all valid requests within one month, subject to any legal extensions that may apply.

Complaints and Contact

If you have concerns about how Man With a Van Paddington handles your personal data, we encourage you to contact us in the first instance so that we can try to resolve the issue. You also have the right to lodge a complaint with the relevant data protection authority in the United Kingdom if you believe your rights have been infringed.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our data protection practices. Any updated version will be made available through our usual communication channels. You should review this policy periodically to stay informed about how we protect your personal data.