Man with Van Surrey Privacy Policy

This Privacy Policy explains how Man with Van Surrey collects, uses, stores, and protects personal data in accordance with the United Kingdom General Data Protection Regulation and related data protection laws. It applies to all Man with Van Surrey customers and prospective customers located in the Surrey area who use, or consider using, our moving, transport, or related services.

Scope and Data Controller

Man with Van Surrey is the data controller for the personal data described in this Privacy Policy. This means that we determine the purposes and means of processing your personal data when you contact us, request a quotation, make a booking, or otherwise use our services in the Surrey area.

By engaging with our services, you acknowledge that you have read and understood this Privacy Policy. We may update this notice from time to time, and any changes will apply from the date of publication.

Personal Data We Collect

We only collect personal data that is necessary for the provision and administration of our services. The categories of personal data we may collect include:

Identification and contact details such as name, postal address, service addresses, billing address, and town or area within Surrey.

Communication details such as your preferred contact method and the content of messages you send to us by contact forms, enquiry forms, or other communication channels.

Service information such as collection and delivery addresses, property access details, parking and access instructions, preferred service dates and times, inventory details relevant to the move or transport, and any special handling requirements.

Booking and transaction details such as booking references, service history, date and time of bookings, quoted prices, and information related to invoicing and payment records. Actual payment processing data is normally handled by secure third party payment processors; we do not retain full payment card details.

Technical and usage information such as details collected when you visit our website, including your device type, browser, and basic usage data. This may be collected through cookies or similar technologies where permitted by law and subject to your browser settings or preferences.

Lawful Bases for Processing

We process your personal data only when we have a valid lawful basis under data protection law. Depending on the circumstances, one or more of the following lawful bases will apply:

Contract. We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotations, confirming bookings, delivering moving and transport services, communicating about the services, handling payments, and managing any related queries.

Legal obligation. We may process personal data where it is necessary for compliance with legal obligations, such as record keeping, tax, accounting, and responding to lawful requests from public authorities.

Legitimate interests. We may process personal data where it is necessary for our legitimate business interests, provided that your interests and fundamental rights do not override those interests. Our legitimate interests include managing and improving our services, handling customer enquiries and complaints, preventing fraud and misuse of services, and maintaining business records.

Consent. In limited cases, we may rely on your consent, for example for certain forms of marketing or the use of optional cookies where required by law. Where processing is based on consent, you have the right to withdraw your consent at any time, without affecting the lawfulness of processing that took place before withdrawal.

How We Use Personal Data

We use your personal data for the following purposes:

To provide quotations and respond to enquiries about our man and van services in Surrey.

To set up, manage, and fulfil bookings, including planning routes, allocating vehicles, and coordinating staff.

To communicate with you regarding your booking, including confirmations, updates, changes, and follow up communications relating to the services provided.

To issue invoices, process payments through third party payment processors, and maintain financial and service records.

To manage our relationship with you, including handling feedback, queries, and complaints.

To improve our services, operations, and customer experience, including through internal analysis and quality control.

To meet legal, regulatory, and compliance requirements and to cooperate with law enforcement and regulatory bodies where required.

Data Sharing and Processors

We do not sell your personal data. However, we may share your personal data with trusted third parties where necessary for the provision of our services or to meet legal requirements. These parties act either as independent controllers or as data processors acting on our instructions.

Categories of recipients may include:

Service partners and subcontractors such as drivers, movers, and logistics partners who assist in delivering the man and van services. They receive only the information necessary for the performance of their tasks, such as addresses and contact details for coordination.

Payment and invoicing providers that facilitate secure payment processing and financial administration. These providers handle your payment information under their own security and compliance frameworks.

Information technology providers that supply hosting, website management, communications, scheduling, or administrative tools we use to run our business.

Professional advisers including accountants, legal advisers, or insurers where necessary for business governance, legal advice, or insurance claims.

Public authorities and regulators where we are required by law to share information or where disclosure is necessary to protect our rights or the rights of others.

Where we use data processors, we ensure that appropriate contracts are in place requiring them to process personal data only on our documented instructions, to keep it secure, and to comply with applicable data protection laws.

International Transfers

Our services are primarily provided to customers in the Surrey area, and we seek to keep personal data within the United Kingdom or the European Economic Area where possible. If it becomes necessary to transfer personal data to a country outside this area, we will ensure that appropriate safeguards are in place to protect your data, such as standard contractual clauses or equivalent measures required by data protection law.

Data Retention

We keep personal data only for as long as is reasonably necessary for the purposes for which it was collected, including for the purpose of satisfying any legal, accounting, or reporting requirements.

In general, we retain customer records and booking information for a period aligned with applicable limitation periods and tax and accounting rules. After this period, data is securely deleted or anonymised so that it no longer identifies you.

Where we process personal data based solely on your consent and there is no other lawful basis to retain it, we will delete it when you withdraw your consent or when it is no longer needed for the stated purpose.

Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing, accidental loss, destruction, or damage. These measures may include access controls, secure storage, restricted access to operational staff on a need to know basis, and regular review of our security practices.

While we strive to protect your personal data, no system can be completely secure. You should also take steps to protect your own information, such as keeping communication devices secure and not sharing sensitive details unnecessarily.

Your Data Protection Rights

As an individual whose personal data is processed by Man with Van Surrey, you have several rights under data protection law, subject to certain conditions and exemptions:

Right of access. You can request confirmation of whether we process your personal data and obtain a copy of that data, along with information about how it is used.

Right to rectification. You can request the correction of inaccurate personal data and the completion of incomplete data.

Right to erasure. You can request that we delete your personal data where there is no valid reason for us to continue processing it, for example where it is no longer needed for the purposes for which it was collected or where you have withdrawn consent and there is no other lawful basis.

Right to restriction. You can request that we restrict the processing of your personal data in certain circumstances, for example while the accuracy of the data is being checked or where you have objected to processing.

Right to object. You can object to processing that is based on our legitimate interests, including profiling based on those interests, where you believe your rights and freedoms outweigh our interests.

Right to data portability. Where processing is based on consent or contract and carried out by automated means, you may request to receive your personal data in a structured, commonly used, and machine readable format and have it transmitted to another controller where technically feasible.

Right to withdraw consent. Where we rely on your consent to process personal data, you can withdraw that consent at any time. This will not affect the lawfulness of processing carried out before withdrawal.

You also have the right to lodge a complaint with the relevant data protection authority if you believe that your data protection rights have been infringed. In the United Kingdom, this is the Information Commissioner's Office.

Children's Data

Our services are intended for adults and business customers. We do not knowingly collect personal data relating to children in connection with our man and van services. If we become aware that we have inadvertently collected such data, we will delete it as soon as reasonably possible.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. The updated version will apply from the time it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we process and protect your personal data as a customer or prospective customer in the Surrey area.