Man with Van Surbiton Privacy Policy
This Privacy Policy explains how Man with Van Surbiton collects, uses, stores and protects your personal data when you use our services in Surbiton and the surrounding area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. This Privacy Policy applies to all Man with Van Surbiton customers and prospective customers in our service area.
Who We Are
Man with Van Surbiton is a local transport and moving service provider operating in the Surbiton area. For the purposes of data protection law, we are the data controller in respect of the personal data we collect and process about you. This means we decide how and why your data is processed and are responsible for ensuring it is handled lawfully and securely.
Personal Data We Collect
We collect and process different types of personal data depending on how you interact with us and the services you request. This may include the following categories of information.
Identity details such as your name and, where relevant, company name and contact person. Contact details such as your address, collection and delivery addresses, and any alternative contact address you provide. Communication details such as your preferred contact method and the content of messages or enquiries you send to us, including information you give us over the phone or in writing. Service information such as details of your moving or transport requirements, property access information, parking details, inventory descriptions, special handling instructions and dates and times of bookings. Transaction information such as the services provided, prices, payment status and basic billing details, together with records of invoices and receipts. Technical and usage information such as basic information about how you contacted us or used any online contact form, including date and time, pages visited and general device or browser information where this is made available through your use of our website or online tools.
We do not intentionally collect special category personal data such as health data, racial or ethnic origin or religious beliefs. Please do not provide this type of information unless it is strictly necessary for the performance of our services and you choose to disclose it. Where you do so, we will handle it with an appropriate level of protection.
How We Collect Your Data
We collect personal data in the following ways. Directly from you when you contact us by phone, through an online enquiry form or in person to request a quotation, make a booking or ask a question. During the provision of services when we attend your property, collect or deliver items and update you about timings or any changes. Through our website or digital tools where basic technical information is generated as part of using those services. From third parties where someone else arranges services on your behalf and provides your details to us, for example a family member, landlord, letting agent or business contact.
Lawful Bases for Processing
We process your personal data only where we have a lawful basis to do so under data protection law. Depending on the context, we rely on the following grounds. Contractual necessity, where processing is required to provide a quotation, set up a booking, deliver our removal or transport services and manage your account, including scheduling, invoicing and handling related communications. Legal obligations, where we must retain certain records for tax, accounting or regulatory purposes, or where we are required to cooperate with law enforcement or regulatory authorities. Legitimate interests, where processing is necessary for our reasonable business interests and does not override your rights and freedoms. This includes managing and improving our services, handling enquiries, understanding demand in the Surbiton area, keeping appropriate business records and protecting our operations and customers. Consent, where you have given us clear permission to process your data for a specific purpose that is not covered by the bases above. Where we rely on consent, you can withdraw it at any time by contacting us.
How We Use Your Personal Data
We use the personal data we collect for the following purposes. Providing quotations, confirming availability and responding to your enquiries. Setting up and managing bookings, including allocating vehicles and team members and planning routes. Communicating with you about your booking, including confirmations, reminders and updates on timings or any changes. Delivering our services safely and efficiently, including understanding access restrictions, parking arrangements, property layout and any special handling requirements. Processing payments and managing invoices, refunds or credits where applicable. Maintaining business and financial records for accounting, audit and tax purposes. Managing customer relationships, including handling feedback, questions, complaints and claims. Improving and protecting our services, for example checking service quality and ensuring our operations run smoothly in the Surbiton area.
Data Sharing and Processors
We may share your personal data with certain third parties where necessary and appropriate. Service providers and data processors such as providers of cloud storage, office and booking software, document management tools, payment and invoicing systems and basic IT support. These providers only process your data on our instructions and are required to protect your information and keep it confidential. Professional advisers such as accountants and legal advisers where this is necessary for our business operations, compliance or the protection of our rights. Other third parties where required by law or in connection with legal claims, for example law enforcement agencies, tax authorities or courts, when we have a legal obligation to share data or a strong legitimate interest in doing so.
We do not sell your personal data and we do not share your information with third parties for their own independent marketing purposes.
Data Retention
We keep your personal data only for as long as is reasonably necessary for the purposes for which it was collected and to meet legal, accounting or reporting requirements. In general, we apply the following retention approach. Booking and service records, including basic contact details, service information and invoices, are typically retained for a period that allows us to respond to queries, manage any disputes and meet tax and accounting obligations. Routine correspondence and enquiry information that does not result in a booking may be kept for a shorter period, sufficient to respond to your query and monitor the level of interest in our services in the Surbiton area. Technical and usage data is retained in line with our security and system management practices and is usually kept for a shorter period, unless it is needed to investigate a security incident or other issue.
When personal data is no longer required, we will delete it or anonymise it so it can no longer be associated with you.
International Transfers
Some of our service providers or systems may be located outside the United Kingdom or may store data on servers in other countries. Where this results in a transfer of your personal data to a country that does not offer the same level of data protection, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent protections, so that your data remains adequately protected.
Data Security
We take appropriate technical and organisational measures to protect your personal data from accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include limiting access to personal data to staff and providers who need it to perform their duties, using secure systems and storage solutions where practical, and maintaining appropriate safeguards in our offices and vehicles. While we work to protect your information, no method of transmission or storage can be guaranteed to be completely secure. We therefore encourage you to take care when sharing personal data and to contact us if you have concerns about the security of your information.
Your Data Protection Rights
Under data protection law, you have several rights in relation to your personal data. These rights apply to all Man with Van Surbiton customers and individuals in our service area, subject to certain legal limitations and conditions. You have the right to request access to the personal data we hold about you and to receive information about how it is processed. You have the right to request correction of inaccurate or incomplete personal data. You have the right to request erasure of your personal data in certain circumstances, for example where it is no longer needed for the purposes for which it was collected and we are not required to keep it for legal reasons. You have the right to request restriction of processing in certain cases, such as while we consider a request to correct or erase your data. You have the right to object to processing based on our legitimate interests, particularly where the processing relates to direct communications, and we will stop processing unless we have compelling legitimate grounds to continue. You have the right to data portability in some situations, which allows you to obtain and reuse certain personal data for your own purposes across different services.
Where we rely on your consent to process your data, you have the right to withdraw that consent at any time. Withdrawing consent does not affect the lawfulness of processing carried out before you withdraw it.
Exercising Your Rights and Complaints
If you wish to exercise any of your data protection rights or have questions about this Privacy Policy or how we handle your personal data, you can contact us using the contact details you already have for Man with Van Surbiton or by approaching us through the usual channels you used to make your booking or enquiry. We will respond to requests in line with data protection laws and will normally do so within one month.
You also have the right to lodge a complaint with the UK 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 before you escalate them, and we encourage you to contact us in the first instance.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or how we process personal data. Any changes will take effect when the updated policy is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.
