Man and a Van Paddington Privacy Policy
This Privacy Policy explains how Man and a Van Paddington collects, uses, stores and shares personal data in connection with our services. It applies to all Man and a Van Paddington customers in our service area, including anyone who makes an enquiry, requests a quote, books a service, or otherwise interacts with us.
We are committed to protecting your privacy and handling your personal data in a fair, lawful and transparent manner in accordance with the UK General Data Protection Regulation and all applicable data protection laws.
1. Data controller
For the purposes of data protection law, Man and a Van Paddington is the data controller in respect of the personal data we collect and process about you in connection with our moving and transport services.
2. Personal data we collect
We collect and process different types of personal data depending on how you interact with us and which services you use.
The categories of personal data we may collect include:
Identification and contact details: name, address, collection and delivery addresses, billing address, email address, and any other contact details you provide to us.
Booking and service information: details of your requested move or transport job, property type, access information and parking details, inventory or description of items to be moved, dates and times of the service, and any special instructions you give us.
Communication records: copies of messages and correspondence between you and us, including notes of telephone conversations and contact made through enquiry forms or messaging tools.
Payment and transaction data: payment status, invoices and transaction records associated with your bookings. We do not store full payment card details when payments are processed through secure third party providers.
Technical and usage information: limited technical information collected when you visit our website or online booking tools, such as IP address, device information, basic analytics data and information about how you use our online services, to help us operate and improve our site.
Feedback and reviews: any feedback, ratings, testimonials or complaints that you submit to us about our services.
3. How we collect your data
We collect personal data directly from you when you contact us, request a quote, make a booking, provide instructions, or communicate with us in any other way.
We may also collect limited information automatically from your use of our website or online tools, such as technical and usage data gathered through analytics technologies.
In some cases, we may receive information about you from a third party who makes a booking on your behalf, such as a relative, friend, or business partner. In these circumstances, we rely on the person making the booking to ensure that you are aware that your details have been provided to us.
4. Purposes and lawful bases for processing
We process your personal data only where we have a lawful basis to do so. The main purposes and corresponding lawful bases are:
To respond to enquiries and provide quotes: we process your identification, contact and service information to respond to your enquiries and requests for quotations. The lawful basis is our legitimate interests in operating and growing our business and your request to receive pre-contractual information.
To provide and manage our services: when you make a booking, we process your data to confirm and deliver the moving or transport service, manage schedules, allocate staff, and handle any follow-up. The lawful basis is performance of a contract with you and our legitimate interests in managing our operations.
To manage payments and accounting: we use payment and transaction data to process payments, issue invoices, and maintain financial records. The lawful basis is performance of a contract with you and our legal obligations relating to accounting and taxation.
To communicate with you: we may contact you about your booking, changes to services, important updates or to respond to questions. The lawful basis is performance of a contract with you and our legitimate interests in customer service and effective communication.
To improve and protect our services: we may use technical and usage information to maintain the security of our website, monitor performance, and improve the user experience. The lawful basis is our legitimate interests in running a secure and efficient online service.
To handle complaints, disputes and legal claims: we may process relevant data to investigate and resolve complaints, enforce our agreements and comply with legal obligations. The lawful bases are our legitimate interests in protecting our business and our legal obligations.
Where required by law or where we choose to rely on consent for specific activities, such as certain types of marketing, we will obtain your consent and you may withdraw it at any time.
5. Data retention
We retain your personal data only for as long as is necessary for the purposes for which it was collected, or as required by law.
Generally, we retain booking records, invoices and associated personal data for standard limitation periods required for tax and accounting purposes. Communication records and enquiry data may be kept for a reasonable period to respond to follow-up enquiries, manage potential disputes and maintain service records.
When personal data is no longer required, we will delete it or anonymise it so that it can no longer be linked to you.
6. Data processors and sharing of personal data
We may share your personal data with trusted third parties who act as data processors on our behalf. These processors only process your data under our instructions and in accordance with data protection law.
Categories of processors we may use include:
Payment service providers who securely process your payments and help prevent fraud.
IT and hosting providers who host our website, email systems or cloud storage and help us maintain our technical infrastructure.
Communication and customer management tools that help us manage bookings, enquiries and customer records.
Professional advisers such as accountants or legal advisers where this is necessary for our business operations and to meet legal obligations.
We may also share your data where required by law, regulation, court order or government authority, or where it is necessary to protect our rights, property or safety or that of our customers and staff.
We do not sell your personal data to third parties.
7. International transfers
Where any of our service providers or their servers are located outside the United Kingdom, your personal data may be transferred internationally. In such cases, we will ensure that appropriate safeguards are in place to protect your data, such as transferring to countries with adequate levels of protection or using approved contractual clauses that provide equivalent safeguards.
8. Security of your personal data
We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access.
These measures may include access controls, secure storage, encryption, staff training and regular reviews of our security practices. While we take reasonable steps to secure your data, no system can be completely secure and we cannot guarantee absolute security of information transmitted or stored electronically.
9. Your data protection rights
As a customer in our service area, you have certain rights in relation to the personal data we hold about you, subject to legal limitations and conditions.
Right of access: you have the right to request confirmation of whether we process your personal data and to obtain a copy of that data along with certain information about how we use it.
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 may 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 no other lawful basis applies.
Right to restriction of processing: you may request that we restrict the processing of your data in certain situations, such as while we are investigating a concern you have raised about its accuracy or our use of it.
Right to data portability: where we process your data based on your consent or a contract and the processing is carried out by automated means, you may have the right to receive your data in a structured, commonly used, machine-readable format and to request that it is transferred to another controller where technically feasible.
Right to object: you have the right to object to certain types of processing, including processing based on our legitimate interests, on grounds relating to your particular situation. We will stop processing your data unless we can demonstrate compelling legitimate grounds or where processing is required for legal claims.
Right to withdraw consent: where we rely on your consent for processing, you may withdraw that consent at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.
You also have the right to lodge a complaint with the relevant supervisory authority if you believe that your data protection rights have been infringed.
10. Updates 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 updated version will apply to all Man and a Van Paddington customers in our service area from the date it is published. We encourage you to review this policy periodically to stay informed about how we protect your information.
