Man with Van West Ham Privacy Policy
This Privacy Policy explains how Man with Van West Ham collects, uses, stores and protects personal data relating to customers in the West Ham area. It also sets out your rights under applicable data protection law, including the UK General Data Protection Regulation and the Data Protection Act 2018. By using our services, you acknowledge that you have read and understood this Privacy Policy.
Scope and Data Controller
This Privacy Policy applies to all Man with Van West Ham customers and prospective customers located in the West Ham area who contact us, request a quotation, make a booking, or use any of our removal and transport services.
Man with Van West Ham is the data controller for the personal data processed in connection with our services. As data controller, we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing is carried out lawfully, fairly and transparently.
Types of Personal Data We Collect
We collect and process different categories of personal data, depending on how you interact with us and which services you use. The personal data we may collect includes:
Identification and contact details, such as your name, address, property access details, and general contact preferences. Service and booking information, such as requested service type, moving date and time, pick-up and drop-off locations, access information for properties, inventory or item descriptions, and any special instructions you provide. Correspondence and communication data, such as information contained in enquiries, quotes, feedback, and any other messages you send to us via telephone, online forms, or other communication channels. Payment and billing information, such as billing address and records of payments made to us. We do not store full payment card details; these are processed securely by our chosen payment processors. Technical information, where applicable, such as basic device or browser details captured through necessary website operations and security features.
We will only collect personal data that is relevant and necessary for the specific purpose for which it is being processed.
How We Collect Personal Data
We collect personal data in the following ways:
Directly from you when you contact us by telephone, online forms, or other communication methods to request information, a quotation, or to book a service. During the provision of services, when you provide access instructions, key collection details, or additional information needed to complete your move or transport service. From third parties, where permitted by law, such as referrals from partners or platforms you use to find and book man with van services. Through basic technical logs when you visit our website, to ensure the security and proper functioning of our online services.
Lawful Basis for Processing Your Data
We rely on one or more of the following lawful bases under data protection law when processing your personal data:
Performance of a contract: We process your personal data to provide you with quotations, to manage and fulfil your booking, to deliver our man with van and related services, and to handle any aftercare or follow-up matters. Legal obligation: We may process your personal data when necessary to comply with legal or regulatory requirements, such as accounting, tax, or insurance obligations. Legitimate interests: We process personal data where it is necessary for our legitimate business interests and where your rights and freedoms are not overridden, for example to manage our operations, improve our services, handle queries and complaints, and safeguard our property and services. Consent: In certain circumstances, we may rely on your consent, for example for specific types of optional marketing communications. Where consent is used as a lawful basis, you can withdraw your consent at any time.
How We Use Your Personal Data
We may use your personal data for the following purposes:
To respond to your enquiries and provide quotations for our services. To create, manage and fulfil your bookings, including organising vehicles, routes and staff. To communicate with you regarding service confirmations, changes, delays or other operational matters. To process payments and manage invoices, receipts and accounting records. To address feedback, complaints or claims, and to resolve disputes. To maintain and improve our services, including service planning, staff training and quality control. To maintain the security and integrity of our systems and premises. To comply with legal and regulatory obligations that apply to us. To send you service-related information and, where permitted, carefully considered marketing about our services, subject to your preferences and rights.
Data Retention
We will not keep your personal data for longer than is necessary for the purposes for which it was collected. The length of time we retain your data depends on the nature of the information and the reasons for which it is processed.
In general, we will retain customer and booking records for a period required to meet legal, tax and accounting requirements, as well as to deal with any queries, complaints or potential legal claims. When personal data is no longer required, we will take steps to securely delete or anonymise it so that you can no longer be identified from it.
Data Processors and Third Party Recipients
We may share your personal data with trusted third parties who act as data processors on our behalf. These processors only process your data in accordance with our instructions and are bound by contractual obligations to protect your data and to use it only for the purposes we specify.
These processors may include:
Payment processing providers who handle card or electronic payments securely. IT and hosting providers who supply and maintain our website, booking systems, email services and data storage. Administrative and accounting service providers who assist with our internal operations and legal compliance. Insurance or legal advisers, where necessary to manage claims or legal matters.
We may also need to share your personal data with other third parties in specific circumstances, such as with regulatory authorities, law enforcement or courts where we are legally required to do so, or to protect our rights, property or safety.
We do not sell your personal data to third parties.
International Data Transfers
Where any of our service providers or processors are located outside the United Kingdom or the European Economic Area, and your personal data is transferred to a country that may not provide the same level of data protection, we will ensure that appropriate safeguards are in place. These may include standard contractual clauses or equivalent protections recognised under data protection law, designed to ensure that your personal data remains protected.
Security of Your Personal Data
We take reasonable and appropriate technical and organisational measures to protect your personal data from unauthorised access, accidental loss, disclosure, alteration or destruction. These measures include limiting access to personal data to staff and processors who need it to perform their duties, using secure systems and restricting physical access to premises where information is stored.
While we take these precautions, no method of transmission or storage can be guaranteed as completely secure. You are also responsible for taking reasonable steps to protect your own information when communicating with us.
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 West Ham customers in the West Ham area, subject to certain limitations and exemptions. Your rights include:
Right of access: You can request confirmation as to whether we process your personal data and obtain a copy of that data, together with certain information about how it is used. Right to rectification: You can request that inaccurate or incomplete personal data we hold about you is corrected or updated. Right to erasure: In certain circumstances, you can ask us to delete your personal data, for example where it is no longer needed for the purposes for which it was collected, or if you withdraw consent where consent was the only lawful basis for processing. Right to restriction of processing: You can ask us to restrict the processing of your personal data in certain situations, such as while we verify the accuracy of data you believe is incorrect. Right to object: You can object to processing based on our legitimate interests, including profiling, and to the use of your personal data for direct marketing. Right to data portability: Where our processing is based on your consent or on a contract and is carried out by automated means, you can request that we provide your personal data to you or to another controller in a structured, commonly used and machine readable format.
If you wish to exercise any of these rights, we may need to verify your identity before responding to your request. We aim to respond within the time limits set by law.
Complaints and Supervisory Authority
If you are concerned about how we handle your personal data, you should contact us in the first instance so that we can look into the matter and seek to resolve your concerns. You also have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom if you believe that your data protection rights have been infringed.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or for other operational reasons. When we make changes, we will revise the date of the update and, where appropriate, take steps to inform you of significant changes. We encourage you to review this Privacy Policy periodically to remain informed about how we protect your personal data.
Your continued use of Man with Van West Ham services after any changes to this Privacy Policy will constitute your acknowledgment of the changes and your agreement to the updated terms.
