Privacy Policy
Man with Van Shirley Privacy Policy
This Privacy Policy explains how Man with Van Shirley collects, uses and protects personal data when providing moving and transport services. It applies to all Man with Van Shirley customers and prospective customers within our service area, including anyone who visits our website, makes an enquiry, or uses our services.
Who we are and scope of this policy
Man with Van Shirley is a moving and transport service operating in the Shirley area and surrounding locations. In the context of applicable data protection laws, including the United Kingdom General Data Protection Regulation and the Data Protection Act 2018, Man with Van Shirley is the data controller for the personal data described in this Privacy Policy.
This Privacy Policy applies to all personal data that we process about our customers, prospective customers, website visitors and any individuals whose information we receive in connection with our services, within our operating area.
Personal data we collect
We may collect and process the following categories of personal data:
Identity and contact details such as name, address, collection and delivery addresses, email address and any other contact details you choose to provide.
Service and booking information such as details of the items to be moved, property access information, preferred dates and times, and any special instructions you provide.
Communication records such as messages, enquiries and correspondence made through our website contact form or other communication methods.
Payment and transaction information such as payment confirmations, amounts paid, dates of transactions and basic billing details. We do not store full card details when payments are processed using third-party payment providers.
Technical information such as IP address, browser type and basic usage information where this is collected by our website for security, performance and analytics purposes.
How we collect personal data
We collect personal data in a variety of ways, including when you contact us to request a quote or make a booking, when you use our services, when you complete forms on our website, when you communicate with us by any means, and when data is generated in the course of providing our services.
We may also receive personal data indirectly when another person books services on your behalf, when you are listed as a point of contact for a move, or when a business client provides your details so that we can deliver services to you.
Lawful basis for processing
We rely on the following lawful bases under data protection law for processing your personal data:
Contract: We process personal data where it is necessary to enter into, or to perform, a contract with you. This includes providing quotes, responding to booking requests, arranging and carrying out moves, and managing payments and invoicing.
Legal obligation: We process personal data where we are required to do so by law, such as for tax, accounting or regulatory requirements, and to respond to valid requests from authorities.
Legitimate interests: We process personal data where it is necessary for our legitimate business interests, provided that your interests and fundamental rights do not override those interests. This includes managing our business, improving our services, handling enquiries and complaints, maintaining security and preventing fraud.
Consent: In some 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.
How we use personal data
We use your personal data for the following purposes:
To provide quotes, respond to enquiries and manage bookings for our services.
To plan and deliver moving and transport services, including arranging collection and delivery, and communicating with you about timings and access.
To process payments, issue invoices and manage our financial records.
To communicate with you about your use of our services, including confirmations, updates, customer support and service notifications.
To manage our business operations, including quality assurance, record keeping, accounting and internal reporting.
To protect our business against fraud, abuse and unlawful activity, and to maintain the security of our systems and services.
To comply with applicable legal obligations and to establish, exercise or defend legal claims.
Data sharing and processors
We may share your personal data with third parties where this is necessary for the purposes described in this Privacy Policy, while ensuring that they only process your data in accordance with our instructions and applicable data protection laws.
We may use third-party service providers that act as data processors, including:
Payment processors that handle secure payment transactions and may store limited transactional details.
IT and hosting providers that host our website, email and data storage systems.
Professional advisers such as accountants or legal advisers who assist us in complying with legal and regulatory obligations.
When we use data processors, we ensure appropriate contractual and technical safeguards are in place to protect your personal data. We do not sell your personal data to third parties.
International data transfers
Where our service providers are located outside the United Kingdom or the European Economic Area, or store data in other countries, we take steps to ensure that your personal data is protected with appropriate safeguards. These may include the use of standard contractual clauses or ensuring that the destination country has an adequate level of data protection as recognised by relevant authorities.
Data retention
We keep your personal data only for as long as is necessary for the purposes for which it was collected and to meet any legal, accounting or reporting requirements.
In general, we retain customer and booking records for the duration of our relationship with you and for a period afterwards that enables us to respond to queries, handle complaints and meet our legal obligations. After the relevant retention period has expired, we securely delete or anonymise your personal data.
Data security
We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. Measures may include access controls, secure storage, encryption where appropriate and regular review of our security practices.
Although we take reasonable steps to safeguard your personal data, no system can be completely secure. You are responsible for keeping any account details or communication channels secure when interacting with us.
Your data protection rights
Under data protection laws you have a number of rights in relation to your personal data, subject to certain conditions and exemptions. These rights include:
The right of access to obtain confirmation as to whether we process your personal data and to request a copy of the data we hold about you.
The right to rectification to request that inaccurate or incomplete personal data is corrected or updated.
The right to erasure to request that we delete your personal data where there is no longer a valid reason for us to keep it, or where you have successfully exercised your right to object.
The right to restrict processing to request that we limit the way we use your personal data in certain circumstances.
The right to data portability to receive your personal data in a structured, commonly used and machine-readable format and to request that we transfer it to another controller where technically feasible.
The right to object to our processing of your personal data where we rely on legitimate interests or where we use your data for direct marketing.
The right to withdraw consent where we rely on consent as the lawful basis for processing your personal data. Withdrawal of consent does not affect the lawfulness of processing carried out before you withdraw it.
If you wish to exercise any of these rights, please contact us using the contact details published on our website or in our service documentation.
Complaints and supervisory authority
If you have concerns about how we handle 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 Information Commissioner in the United Kingdom or with your local data protection authority if you reside elsewhere.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, our data processing practices or applicable law. The updated version will be published on our website and will take effect from the date of publication. We recommend that you review this Privacy Policy periodically to stay informed about how we use your personal data.
Contacting us
If you have any questions about this Privacy Policy or about how Man with Van Shirley processes your personal data, please contact us using the contact details available on our website or in our service materials.
