Privacy Policy

Man with Van Woolwich Privacy Policy

This Privacy Policy explains how Man with Van Woolwich collects, uses, stores and protects personal data relating to customers and prospective customers in the Woolwich area. It is designed to comply with the General Data Protection Regulation and applicable UK data protection law. By using our services, you acknowledge that you have read and understood this Privacy Policy.

This Privacy Policy applies to all Man with Van Woolwich customers, as well as individuals who make enquiries about our services, within the Woolwich area and surrounding locations that we serve.

Who we are and scope of this policy

Man with Van Woolwich provides transport and removal services to residential and commercial customers. In the course of providing these services, we act as a data controller in relation to your personal data. This means we decide how and why your personal data is processed, and we are responsible for ensuring that such processing complies with data protection law.

This policy covers personal data we collect through our website, over the phone, in person, via messages, or through any other method of communication used to arrange or manage our services.

Types of personal data we collect

We collect only the personal data that is necessary to provide our services and manage our relationship with you. The categories of personal data we may collect include the following.

Identity and contact details: name, address, service addresses for collection and delivery, and other relevant contact details such as communication accounts or profiles when you use them to contact us.

Service and booking information: details of your requested service, dates and times of moves or deliveries, property access information that you provide, inventory or item descriptions, and any special instructions related to your booking.

Payment and billing information: billing address and records of payments made, payment method details to the extent necessary for processing and verification, and financial transaction records for accounting and tax purposes. We do not store full card details when payment is processed through secure third party payment processors.

Communication records: enquiries, messages and correspondence between you and Man with Van Woolwich, including quotes, confirmations, feedback, complaints and any follow up communications.

Technical and usage information: limited technical data such as your approximate location, device or browser characteristics and basic usage information where it is necessary for security, service quality, analytics or troubleshooting. We do not intentionally collect more data than is needed for these purposes.

How we collect personal data

We collect personal data directly from you when you contact us to request a quote, make a booking, confirm or amend a service, provide instructions, give feedback, or otherwise communicate with us. This may be in person, by phone or via online channels.

We may also collect personal data from third parties when you have authorised them to act on your behalf, such as a friend, family member, landlord, letting agent or business contact who arranges services for you. In such cases, we treat the personal data provided in the same secure manner as if it were provided directly by you.

Lawful bases for processing your data

We process your personal data only when we have a lawful basis to do so. Depending on the context, we may rely on one or more of the following lawful bases.

Contract: processing is necessary to enter into or perform a contract with you, such as when we provide a quote, confirm a booking, organise transport and removal services, or handle payments and invoices.

Legal obligation: processing is necessary to comply with legal and regulatory requirements, such as record keeping, tax and accounting obligations, and responding to lawful requests from authorities.

Legitimate interests: processing is necessary for our legitimate business interests, provided these interests are not overridden by your rights and interests. This includes managing and improving our services, handling customer enquiries, preventing fraud, 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 consent is used, you can withdraw it at any time, and we will stop processing for that specific purpose.

How we use your personal data

Man with Van Woolwich uses your personal data for the following purposes.

To provide and manage our services, including preparing quotes, confirming bookings, planning routes, carrying out removals and transport, and managing any follow up work.

To communicate with you about your enquiry or booking, including confirmations, reminders, updates, problem resolution, and customer support.

To process payments and manage billing, including issuing invoices, receipts and financial records for accounting and tax purposes.

To manage our business operations, including scheduling, staff and vehicle allocation, service quality monitoring and internal reporting.

To improve our services, by analysing typical enquiries, requests and feedback so that we can optimise our processes, pricing and customer experience.

To protect our rights, property and safety, including handling disputes, preventing misuse of our services and enforcing our contractual terms.

Data sharing and processors

We do not sell your personal data. We may share your personal data with trusted third parties only when this is necessary for the purposes set out in this Privacy Policy and when we have an appropriate legal basis.

Service providers acting as data processors may assist us with functions such as payment processing, accounting, booking or scheduling tools, secure data storage, messaging or communication platforms, and information technology support. These providers are contractually required to process your data only on our instructions, keep it secure and not use it for their own purposes.

Professional advisers, such as accountants, auditors, insurance providers or legal advisers, may receive limited personal data when it is necessary for them to provide their services, and they are subject to confidentiality obligations.

Public authorities or law enforcement agencies may receive personal data where we are required by law to share information, or where sharing is necessary for the prevention or detection of crime, fraud or to protect the rights, property or safety of our customers or others.

Data retention and storage

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected and to meet our legal and regulatory obligations.

Customer and booking records are typically retained for a period that enables us to manage our relationship with you, address any queries or complaints, and comply with tax and accounting rules. Financial and transaction records are retained for the duration required by tax and financial regulations.

When personal data is no longer required for these purposes, we will securely delete it or anonymise it so that it can no longer be linked to you. The specific retention period may vary depending on the type of data and applicable legal requirements.

Data security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, unlawful processing, accidental loss, destruction or damage.

These measures include restricting access to personal data to staff and service providers who need it to perform their roles, using secure storage methods and technologies, and maintaining internal policies and procedures for data protection and information security.

While we work to protect your personal data, no method of transmission or storage is completely secure. We continuously review and update our safeguards to reduce risks as far as reasonably possible.

Your data protection rights

As a data subject under the GDPR and UK data protection law, you have several rights in relation to your personal data held by Man with Van Woolwich. These rights apply to all our customers and prospective customers in the Woolwich area, subject to certain legal conditions and exemptions.

Right of access: you can request confirmation that we process your personal data and obtain a copy of the personal data we hold about you, along with information about how we use it.

Right to rectification: you can ask us to correct inaccurate personal data or complete incomplete data relating to you.

Right to erasure: in certain circumstances, you can request that we delete your personal data, for example when it is no longer needed for the purposes for which it was collected or where you withdraw consent and there is no other lawful basis for processing.

Right to restriction of processing: you may request that we restrict the processing of your personal data in certain situations, for example while we are verifying the accuracy of your data or considering an objection you have raised.

Right to object: you have the right to object to processing that is based on our legitimate interests, on grounds relating to your particular situation. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms or where processing is required for legal claims.

Right to data portability: where processing is based on consent or contract and carried out by automated means, you can request that we provide your personal data in a structured, commonly used and machine readable format, or request that it be transmitted to another controller where technically feasible.

Right to withdraw consent: where we rely on consent, you can withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before withdrawal.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your rights have been infringed.

International transfers

If we transfer your personal data outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place, such as using standard contractual clauses or relying on adequacy regulations where applicable, to ensure that your data continues to be protected to a standard that is essentially equivalent to that under UK and EU data protection laws.

Updates to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, business practices or applicable law. Any changes will take effect when the updated Privacy Policy is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.