Privacy Policy
Man with Van Dulwich Privacy Policy
This Privacy Policy explains how Man with Van Dulwich collects, uses, stores, and protects personal data. It also describes your rights under the UK General Data Protection Regulation and related data protection laws. This Privacy Policy applies to all Man with Van Dulwich customers and prospective customers in the Dulwich area and surrounding locations, including individuals who contact us, request a quote, book a service, or otherwise interact with our services.
By using our services or providing your personal data to us, you acknowledge that you have read and understood this Privacy Policy.
Data Controller
Man with Van Dulwich acts as the data controller for the personal data it collects and processes in connection with its services. This means we decide how and why your personal data is processed.
Personal Data We Collect
We only collect personal data that is necessary for providing and improving our services and for fulfilling our legal obligations. The types of personal data we may collect include:
Name and contact details, such as your full name, address, service addresses, and general contact information.
Service and booking information, including details of your requested service, dates and times of moves or deliveries, pick-up and drop-off locations, property access details where relevant, and any specific instructions you provide.
Communication records, such as records of enquiries, quotes, correspondence, and feedback you send to us.
Payment-related information, such as confirmation that a payment has been made, payment method type, and billing information. We do not store full payment card details when these are processed through secure third-party payment providers.
Technical or usage information where applicable, such as basic device or browser information and general analytics, where this is necessary for the operation of our website or to improve our online services.
How We Collect Your Data
We collect personal data directly from you when you contact us, request or accept a quote, book a service, or interact with us by phone, online, or in writing. We may also obtain data about you indirectly when someone else books a service on your behalf or provides your details as a contact person for a booking.
Lawful Bases for Processing
We process your personal data only where we have a valid lawful basis under data protection law. These bases include:
Contract: We process your data when it is necessary to set up, perform, or manage a contract for services, such as providing a quote, arranging a move, or completing a delivery.
Legal obligation: We may process your data to comply with legal and regulatory requirements, including record-keeping, tax, and accounting obligations.
Legitimate interests: We may process your data where it is necessary for our legitimate business interests and where these are not overridden by your rights and interests. This includes running and improving our services, handling customer enquiries, managing logistics, and protecting our business against fraud or misuse.
Consent: In limited cases, we may rely on your explicit consent, for example for certain marketing communications where required by law. You can withdraw consent at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide and manage our services, including responding to enquiries, preparing and sending quotes, confirming bookings, planning routes, and completing moves or deliveries.
To communicate with you, such as sending booking confirmations, updates on services, and responses to your questions or complaints.
To manage payments and accounting, including issuing invoices, processing payments through our payment service providers, and maintaining financial records.
To improve our operations, for example by analysing typical routes, planning resources, and reviewing customer feedback.
To comply with legal requirements and assist law enforcement or regulatory authorities where we are legally obliged to do so.
Data Retention
We keep your personal data only for as long as necessary for the purposes for which it was collected, and to meet legal, accounting, or reporting requirements.
Service and booking records are generally kept for a period that allows us to manage our relationship with you, deal with any queries or disputes, and meet our tax and accounting obligations. After this period, data will be securely deleted or anonymised so that it can no longer be linked to you.
Communications and enquiry records are retained for a reasonable time in order to respond to queries and to maintain a history of our interactions, after which they will be securely deleted or anonymised.
Where we rely on consent, we will retain the relevant data for as long as your consent remains valid or until you withdraw it, whichever occurs first, unless we have another lawful basis to continue processing the data.
Data Processors and Third Parties
We may share your personal data with trusted third-party service providers that act as data processors on our behalf. These may include:
Payment processing services that handle transactions between you and us.
IT and hosting providers that support our website, email, and other systems.
Administrative and professional service providers such as accountants or external consultants where necessary.
These third parties are only permitted to process your personal data in accordance with our documented instructions, must keep it secure, and are not allowed to use it for their own independent purposes.
We may also share personal data where required by law, in connection with legal proceedings, or with law enforcement or regulatory authorities, when we have a legal duty or a lawful basis to do so.
International Transfers
Where any third-party processor or service provider is located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place so that your personal data remains adequately protected. These safeguards may include the use of standard contractual clauses or other lawful transfer mechanisms recognised by data protection law.
How We Protect Your Data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, misuse, alteration, or disclosure. These include access controls, secure storage, and measures to limit access to personal data to those who need it for legitimate business purposes. While we follow recognised security practices, no system can be guaranteed to be completely secure, and you share information with us at your own risk.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These include:
Right of access: You have the right to request confirmation of whether we process your personal data and to obtain a copy of the data we hold about you, together with certain other information.
Right to rectification: You have the right to ask us to correct any inaccurate or incomplete personal data we hold about you.
Right to erasure: In certain circumstances, you have the right to request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected, or where you withdraw consent and there is no other legal basis to continue processing.
Right to restrict processing: You can ask us to restrict how we use your personal data in certain situations, such as while we verify the accuracy of data or respond to an objection.
Right to object: You have the right to object to processing based on our legitimate interests where you believe your rights and interests outweigh our own, and to object to direct marketing at any time.
Right to data portability: In some cases, you can request that we provide your personal data in a structured, commonly used, and machine-readable format, or ask us to transmit it to another organisation where this is technically feasible.
Rights relating to consent: Where we rely on your consent, you can withdraw that consent at any time. Withdrawing consent does not affect the lawfulness of processing before the withdrawal.
Exercising Your Rights and Complaints
If you wish to exercise any of your data protection rights or have any questions about how we handle your personal data, you can contact us using the details provided on our website or in our service communications.
You also have the right to lodge a complaint with the relevant data protection authority if you are unhappy with how we have handled your personal data. We would, however, appreciate the opportunity to address your concerns directly first.
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. Any significant changes will be explained clearly on our website or communicated to you through appropriate channels. You should review this Privacy Policy periodically to stay informed about how we protect your personal data.
