Man with Van Sutton Privacy Policy

This Privacy Policy explains how Man with Van Sutton collects, uses, stores, shares, and protects personal data for all customers in the Sutton area. It also explains your rights under the United Kingdom General Data Protection Regulation and the Data Protection Act 2018, together referred to as data protection law. By using our services, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all customers and prospective customers of Man with Van Sutton in the Sutton area who contact us, request a quote, make a booking, or otherwise use our services. It covers personal data collected through any communication method, including telephone, messaging, online forms, and written correspondence, as well as information generated in the course of providing our man and van services.

Personal Data We Collect

We only collect personal data that is necessary for us to provide our services, manage our business, and comply with the law. The types of personal data we may collect include the following categories.

Identification and contact details, such as your full name, postal address, collection and delivery addresses, and any additional contact person details you choose to provide.

Communication details, such as your preferred contact method and the content of communications you send to us, including requests, queries, feedback, and complaints.

Service and booking details, such as information about your move or transport request, preferred dates and times, access information for properties, details of items to be moved, and any special instructions or requirements.

Billing and transaction details, such as data necessary to process payments and issue invoices and receipts. Card payment processing is handled securely by third-party payment processors and we do not store full card details.

Technical and usage information, where applicable, such as details of how you interact with our website or online enquiry forms. This may include device and browser information and general usage data.

How We Collect Personal Data

We collect personal data directly from you when you contact us to request information or a quote, when you make a booking, when you communicate with us about an existing or past service, and when you give feedback or make a complaint. We may also receive personal data from third parties where you have authorised them to share your details with us for the purpose of arranging a service on your behalf.

Lawful Bases 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 described below.

Contract. We process personal data when it is necessary to enter into or perform a contract with you, such as to provide a quote, confirm and manage your booking, deliver the man and van service, and handle payments.

Legal obligation. We may process personal data to comply with legal requirements, such as tax, accounting, and record keeping obligations, or to respond to lawful requests from authorities.

Legitimate interests. We may process personal data where it is necessary for our legitimate business interests, provided your interests and fundamental rights do not override those interests. This can include managing our relationship with you, improving our services, maintaining security, and defending legal claims.

Consent. In limited cases, we may rely on your consent, for example for certain types of optional 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, plan and deliver our man and van services, and manage bookings and schedule changes.

To communicate with you about enquiries, bookings, updates, and any issues or complaints relating to our services.

To process payments, issue invoices and receipts, and manage refunds or billing queries.

To manage our customer records, improve our services, and ensure a good customer experience.

To comply with our legal and regulatory requirements and to cooperate with regulators and law enforcement where necessary.

To protect our rights, property, and safety, and the rights, property, and safety of our customers and third parties, including in relation to fraud prevention and the defence or exercise of legal claims.

Data Processors and Third Parties

We may use carefully selected third parties who act as data processors to help us deliver our services and run our business. These may include providers of payment processing services, providers of booking or scheduling tools, providers of accounting or invoicing systems, providers of information technology, hosting, and data storage, and professional advisers such as accountants or legal advisers.

Data processors are only allowed to process your personal data on our documented instructions and must provide appropriate security measures. We do not sell your personal data to third parties. We may also share personal data where it is required by law or where it is necessary to protect our legal rights.

Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected and to meet legal, accounting, or reporting requirements. The retention period depends on the type of data and our legal obligations.

Typically, we retain core booking and invoice information for a number of years to comply with tax and accounting rules. Correspondence and service-related records may be kept for the same period in case they are needed to answer queries, manage disputes, or establish, exercise, or defend legal claims. When personal data is no longer required, we take steps to delete it securely or anonymise it so that it can no longer be linked to you.

Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures can include access controls, secure storage, reasonable limitations on who can access particular records, and staff awareness of data protection responsibilities. While we take reasonable steps to protect your data, no system can be completely secure, and you should take care when providing personal data, particularly through open communication channels.

International Transfers

Where we use service providers located outside the United Kingdom or where data may be stored or accessed from outside the United Kingdom, we ensure that appropriate safeguards are in place. This may include using countries that have been recognised as providing an adequate level of data protection, or using standard contractual clauses or similar safeguards to protect your data in accordance with data protection law.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions.

Right of access. You have the right to request confirmation that we process your personal data and to request a copy of the personal data we hold about you.

Right to rectification. You have the right to ask us to correct inaccurate personal data and to complete incomplete data.

Right to erasure. In some circumstances, you may have the right to ask us to delete your personal data, for example where it is no longer needed for the purposes for which it was collected.

Right to restriction. You may have the right to request that we restrict the processing of your personal data in certain situations, such as while we are considering a request to rectify or erase your data.

Right to object. You may have the right to object to processing based on legitimate interests, on grounds relating to your particular situation.

Right to data portability. In certain circumstances, you may request that we provide your personal data in a structured, commonly used, and machine-readable format, or that we transmit it directly to another controller where this is technically feasible.

Right to withdraw consent. Where we rely on your consent, you may withdraw that consent at any time, without affecting the lawfulness of processing before consent was withdrawn.

How to Exercise Your Rights and Complaints

If you wish to exercise any of your data protection rights or have questions about how we handle your personal data, you can contact us using the contact methods you already have for Man with Van Sutton. We will respond to your request in accordance with data protection law and may need to verify your identity before acting on your request.

You also have the right to lodge a complaint with the Information Commissioners Office if you are unhappy with how we have used your data. Further details about how to do this are available from the Information Commissioners Office.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, our internal processes, or legal requirements. The updated version will apply from the date it is made available. You should review this Privacy Policy periodically to stay informed about how we handle your personal data.