Privacy Policy
Man with Van Alperton Privacy Policy
This Privacy Policy explains how Man with Van Alperton collects, uses, stores, and protects personal data relating to customers and prospective customers in the Alperton area. It also sets out your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This policy applies to all services provided by Man with Van Alperton and to all customers and enquiries within our service area.
Who We Are
Man with Van Alperton is a local moving and transport service provider operating in and around the Alperton area. For the purposes of data protection law, Man with Van Alperton is the data controller in respect of the personal data described in this Privacy Policy. This means that we decide how and why your personal data is used and are responsible for keeping it safe.
Types of Personal Data We Collect
We collect and process different types of personal data depending on how you interact with us. The personal data we may collect includes:
Identification and contact details such as name, postal address, service address, billing address, and any other address relevant to a move or delivery, email address, and any other contact details you choose to provide when you get in touch.
Service-related information such as details about your move or transport request, including property type, access details, inventory descriptions, dates and times of service, special instructions, and any additional information you provide to help us perform the service.
Transaction and payment details such as payment method, amounts paid, payment status, and related records generated by our payment processor. We do not store full card numbers or security codes, which are handled securely by our third-party payment processor.
Communication records such as messages, quotes, and correspondence between you and us, including any notes we make in relation to providing you with a quote, booking a job, handling complaints, or responding to enquiries.
Technical and usage data such as basic device, browser, and usage information collected when you visit our online channels, to the extent this is necessary to operate and secure our website and services. This may include IP address, approximate location, and log information.
How We Collect Personal Data
We collect personal data directly from you when you contact us to request a quote, make a booking, or ask a question, whether by phone, online enquiry, messaging service, or in person. We may also collect data when you confirm or amend a booking or provide feedback on our services.
In some cases we may obtain additional information from third parties where this is necessary for our services, such as receiving access details from a landlord, letting agent, or another person you have authorised to deal with us on your behalf.
Lawful Basis for Processing
We only process your personal data where we have a lawful basis under data protection law. The main lawful bases we rely on are:
Contractual necessity: We process personal data to take steps at your request before entering into a contract, such as providing a quote, and to perform our contract with you, for example to manage your booking, carry out the move, invoice you, and resolve any issues.
Legal obligation: We process some personal data where this is necessary to comply with legal obligations, including accounting, tax, and record-keeping requirements and responding to lawful requests from authorities.
Legitimate interests: We process personal data where this is necessary for our legitimate business interests and where these interests are not overridden by your rights and interests. This includes managing and improving our services, responding to enquiries, maintaining security, preventing fraud, and keeping basic records of past work.
Consent: In limited circumstances, we may rely on your consent, for example if you ask us to store certain optional information or request specific types of communications. Where we rely on consent, you have the right to withdraw it at any time.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To provide quotes and manage bookings, including assessing your requirements, preparing and confirming quotes, scheduling and managing services, and communicating with you about your booking.
To deliver our services, including organising our staff and vehicles, planning routes, accessing the premises, handling your items, and ensuring that your move or transport request is carried out safely and efficiently.
To handle payments and invoicing, including issuing invoices or receipts, processing payments through our payment processor, and managing refunds or adjustments where required.
To respond to enquiries and provide customer support, including answering your questions, dealing with complaints or disputes, and following up on any issues raised.
To maintain our business records and comply with legal obligations, including accounting, taxation, and other regulatory requirements related to our operations.
To improve and protect our services, including monitoring service quality, training personnel, managing risk, detecting or preventing fraud and misuse, and maintaining security.
Data Retention
We keep personal data only for as long as necessary to fulfil the purposes for which it was collected and to meet any legal, accounting, or reporting requirements. In general:
Enquiry and quote information that does not lead to a booking is typically kept for a limited period to allow us to respond or follow up where appropriate and to maintain basic records of enquiries.
Booking, contract, and transaction records are usually retained for several years after the end of the service, in line with legal obligations and standard limitation periods for claims.
Where we rely on your consent, we will keep the relevant personal data until you withdraw your consent or until it is no longer needed for the purpose for which it was originally collected, whichever occurs first.
When personal data is no longer needed, we will delete it or irreversibly anonymise it so that it can no longer be associated with an identifiable individual.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with trusted third parties where this is necessary for the purposes set out in this Privacy Policy.
Service providers and processors: We use third-party providers to help us operate our business, such as payment processors, accounting or administration services, IT and hosting providers, and communication tools. These providers act as data processors and only process your personal data on our instructions and for the purposes we specify.
Professional and legal advisers: We may share personal data with insurers, legal advisers, or other professional advisers where this is necessary for managing claims, disputes, compliance, or obtaining professional advice.
Public authorities: We may disclose personal data to law enforcement bodies, regulators, or other public authorities when required by law or where we consider it necessary to protect our rights, your safety, or the safety of others.
Where we use processors, we take steps to ensure that they protect your personal data in accordance with data protection law and this Privacy Policy, including through appropriate contractual safeguards.
International Transfers
If any of our service providers are located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place before transferring personal data. These safeguards may include ensuring that the destination country has an adequacy decision or putting in place standard contractual clauses or other legally recognised protections.
Your Data Protection Rights
You have a number of rights in relation to the personal data we hold about you, subject to certain conditions and exceptions set out in the law. These include:
Right of access: You can request a copy of the personal data we hold about you and information about how we use it.
Right to rectification: You can ask us to correct inaccurate or incomplete personal data.
Right to erasure: You can ask us to delete your personal data in certain circumstances, for example where it is no longer needed for the purpose for which it was collected.
Right to restriction: You can request that we limit the way we use your personal data in certain situations, such as while we are investigating a concern you have raised about its accuracy or use.
Right to object: You can object to our processing of your personal data where we rely on legitimate interests as our lawful basis and you consider that your interests or rights override ours.
Right to data portability: Where we process personal data based on your consent or to perform a contract and the processing is carried out by automated means, you can request that we provide your personal data in a structured, commonly used, machine readable format or transfer it to another controller where technically feasible.
Right to withdraw consent: Where we rely on your consent, you may withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before you withdrew consent.
How to Exercise Your Rights
If you wish to exercise any of your data protection rights or have questions about how we handle personal data, you can contact us using the contact details on our website or any other usual communication channel you use with us. We may need to confirm your identity before responding to your request. We aim to respond within the time limits set by law.
You also have the right to lodge a complaint with the relevant data protection authority if you are unhappy with how we handle your personal data. We encourage you to contact us first so that we can try to resolve any concerns.
Security of Your Personal Data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration, or disclosure. These measures include limiting access to those who need it for their role, using secure systems and storage, and regularly reviewing our security practices. While we work to protect your personal data, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.
Scope and Updates to This Policy
This Privacy Policy applies to all Man with Van Alperton customers and prospective customers within our service area. It forms part of the terms on which we provide our services and applies whenever you interact with us in connection with our services.
We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal obligations. Any significant changes will be indicated on our website or by other appropriate means. Your continued use of our services after any update will be treated as acceptance of the revised policy.
