Privacy Policy

Man With a Van New Malden Privacy Policy

This Privacy Policy explains how Man With a Van New Malden collects, uses, stores and shares personal data relating to customers and prospective customers in our service area. It also sets out your rights under the UK General Data Protection Regulation and related data protection laws.

This Privacy Policy applies to all Man With a Van New Malden customers and potential customers within our operating area, including any enquiries or bookings made by telephone, online forms, or in person.

Who We Are and Scope of This Policy

Man With a Van New Malden is a local transport and moving service operating in and around the New Malden area. We act as the data controller for the personal data we collect and use in connection with our services. This means we decide how and why your personal data is processed and are responsible for ensuring it is handled in a lawful, fair and transparent way.

This policy covers personal data we process when you contact us for a quotation, make a booking, receive our services, or otherwise interact with us as a customer or prospective customer in our service area.

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, address, service addresses for collection and delivery, and any other contact details you choose to provide.

Booking and service information, such as preferred dates and times, details of the items to be moved, access instructions, property type, and any special requirements needed to carry out the service.

Communication records, including information contained in enquiries, quotations, messages and any feedback you provide to us.

Payment and transaction information, such as details relating to payments, amounts, dates and methods used. We do not store full payment card details when third-party payment processors are used.

Technical and usage data, where applicable, such as basic information about how you use our website or online forms, including dates, times and pages viewed. This is generally collected using standard website technologies operated by our service providers.

We only collect personal data that is relevant and necessary for the purposes set out in this Privacy Policy.

How We Collect Your Data

We collect personal data directly from you when you make an enquiry, request a quote, confirm a booking, communicate with us about a job, or provide feedback. This may be done by telephone, via online forms or through other communication channels that we use.

We may also receive limited information indirectly from third parties where necessary to provide our services, for example if another person books on your behalf and provides your details for the service address and access arrangements.

Lawful Basis for Processing

We process your personal data only when we have a lawful basis to do so under data protection law. The main lawful bases we rely on are:

Contract. We process your 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, such as completing your move or transport service and handling related administration.

Legal obligation. We may process your data where necessary to comply with legal obligations, for example accounting, tax and record-keeping requirements.

Legitimate interests. We process personal data where it is necessary for our legitimate business interests and where these are not overridden by your rights and interests. This includes managing our services, improving our operations, preventing fraud or misuse, and responding to customer enquiries and complaints.

Consent. In limited circumstances, we may rely on your consent to process certain data, for example where required for specific types of optional communications. You can withdraw your consent at any time where we rely on it.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide quotations, arrange bookings and deliver our moving and transport services in the New Malden area.

To communicate with you about your enquiry or booking, including confirmations, updates, changes and service-related messages.

To manage payments, invoicing, receipts and related financial records.

To plan and coordinate logistics, including routes, timings and access to properties so that we can safely and efficiently carry out the service.

To respond to questions, feedback and complaints, and to provide customer support.

To manage our business operations, including internal administration, reporting, and service improvement.

To comply with legal and regulatory requirements and to protect our rights, property and safety as well as those of our customers and others.

Data Retention

We keep personal data only for as long as is reasonably necessary for the purposes for which it was collected, including to meet legal, regulatory, tax or accounting requirements.

In general, we retain basic customer and booking information for a period that enables us to deal with any queries or issues relating to the service and to meet our legal obligations. After the relevant retention period has ended, we will securely delete or anonymise your personal data so that it can no longer be associated with you.

Data Processors and Third Parties

We may share your personal data with trusted third-party service providers who act as data processors on our behalf. These may include:

Payment processing providers that handle transactions and verify payments.

IT and hosting providers that support our website, email, and data storage systems.

Administrative and professional service providers that help us manage our business operations, such as accountants or consulting services.

These processors are only permitted to use your personal data in accordance with our instructions and for the purposes we specify. We require them to implement appropriate security measures to protect your data.

We may also need to share personal data with other third parties where required by law, where necessary to protect our rights or the rights of others, or in connection with business transfers or restructuring. In all such cases, we will ensure that any sharing is lawful and proportionate.

International Data Transfers

Where our service providers are located outside the United Kingdom or the European Economic Area, or where data is otherwise accessed from such locations, we take steps to ensure that appropriate safeguards are in place to protect your personal data in line with data protection law. This may include using standard contractual clauses or ensuring that the recipient is subject to an adequacy decision or equivalent protection.

Data Security

We take reasonable and appropriate technical and organisational measures to protect your personal data from accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. Measures may include access controls, secure storage, and restricting access to authorised personnel who need the information to perform their duties.

While we strive to protect your personal data, no system can be completely secure. You should take care when sharing information with us and notify us promptly if you believe your data has been compromised in connection with our services.

Your Data Protection Rights

Under data protection laws, you have certain rights in relation to your personal data. These may include:

The right of access. You can request confirmation of whether we process your personal data and obtain a copy of the data we hold about you.

The right to rectification. You can ask us to correct inaccurate or incomplete personal data we hold about you.

The right to erasure. In certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purpose it was collected.

The right to restrict processing. You can ask us to restrict the use of your personal data in specific situations, for example while we verify its accuracy or consider an objection.

The right to object. You may object to the processing of your personal data where we rely on legitimate interests, based on your particular situation.

The right to data portability. In certain cases, you may request that we provide your personal data in a structured, commonly used and machine-readable format, or that we transfer it to another controller.

Where we rely on consent as a legal basis, you have the right to withdraw your consent at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.

Exercising Your Rights

If you wish to exercise any of your data protection rights, or if you have questions about how we process your personal data, you can contact us using the usual communication channels you have used to arrange our services. We may need to verify your identity before responding to your request. We aim to respond to all valid requests within the time limits set by law.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are unhappy with how we handle your personal data. We would, however, appreciate the opportunity to address your concerns directly first.

Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, how we use personal data, or to comply with legal requirements. Any changes will take effect once the updated version is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.