Man with Van Biggin Hill Privacy Policy
This Privacy Policy explains how Man with Van Biggin Hill collects, uses, stores and protects personal data in connection with our removal, transport and related services. It applies to all Man with Van Biggin Hill customers and prospective customers in the Biggin Hill area, as well as anyone who contacts us to enquire about our services.
1. Who we are and scope of this policy
Man with Van Biggin Hill is a local transport and moving service provider. In the course of offering our services, we act as a data controller, which means we decide how and why your personal data is processed. This Privacy Policy covers all personal data we process about individuals in the Biggin Hill area when providing quotes, arranging bookings and delivering our services.
2. Types of personal data we collect
We only collect personal data that is necessary for the provision and management of our services. The categories of data we may collect include:
Identification details such as your name, and where relevant the name of a business you represent.
Contact details such as your address, pick-up and drop-off locations, and other relevant addresses, as well as preferred contact methods.
Booking and job details such as requested service type, item descriptions, access information for premises, preferred dates and times, special handling instructions, and details of completed moves.
Payment and transaction information such as payment method, amounts, dates of payment and other non-card-sensitive details necessary to record and manage payments. We do not store full card details if an external payment processor is used.
Communications and correspondence such as information contained in enquiries, quotes, confirmations, feedback, complaints or any other messages you send to us by phone, text, online forms or other communication channels.
Technical and usage information where applicable, such as basic information generated when you visit our website or interact with our online content, including device type, general location, and the pages you view. This may be collected through standard server logs and similar tools.
3. How we collect personal data
We collect personal data in various ways, including:
Directly from you when you request a quote, make a booking, contact us with an enquiry, provide feedback, or otherwise interact with us by phone, text, online forms or other communication methods.
From third parties where necessary, for example where an estate agent, landlord, business partner or another person provides your details to arrange a service on your behalf. If this happens, we will treat your data in accordance with this Privacy Policy.
Automatically when you use our website or digital services, through standard logging and similar technologies, to help us understand how visitors use our site and to improve our services.
4. Purposes and lawful bases for processing
We only process your personal data where we have a lawful basis under the UK General Data Protection Regulation and related data protection laws. The main purposes and lawful bases are:
To provide quotes and perform services. We process your identification, contact and booking details to respond to enquiries, provide quotations, schedule jobs, carry out moves, and manage customer relationships. The lawful basis is performance of a contract or taking steps at your request before entering into a contract.
To manage payments and accounts. We process payment and transaction information to issue invoices, record payments, manage refunds and maintain financial records. The lawful basis is performance of a contract and compliance with legal obligations, such as accounting and taxation requirements.
To respond to enquiries and provide customer support. We process your contact details and communications to respond to questions, resolve issues, handle complaints and provide aftercare. The lawful basis is performance of a contract and our legitimate interest in ensuring efficient and effective customer service.
To improve and manage our business. We may use aggregated or pseudonymised data derived from your information to analyse service performance, plan routes, optimise scheduling and improve the quality and safety of our services. The lawful basis is our legitimate interest in running and developing our business, while respecting your privacy.
To comply with legal and regulatory duties. We may process personal data to meet obligations under law, such as record keeping, responding to lawful requests from authorities, or defending legal claims. The lawful basis is compliance with a legal obligation and, where relevant, our legitimate interest in establishing, exercising or defending legal rights.
Where we rely on legitimate interests, we balance these interests against your rights and freedoms and only process personal data where our interests are not overridden by your privacy interests.
5. Data sharing and processors
We may share your personal data with carefully selected third parties where necessary for the purposes set out in this Privacy Policy. These may include:
Service providers acting as data processors who provide operational, technical or administrative support, such as secure data storage, payment processing, customer management tools, route planning systems, and communication platforms. These providers are only permitted to process your data on our instructions and must protect it appropriately.
Professional advisers such as accountants or legal advisers, where necessary for accounting, auditing, legal, or business management purposes and subject to duties of confidentiality.
Authorities or third parties where required by law, for example to comply with court orders, legal obligations or requests from law enforcement, or to protect our rights, property or safety or that of others.
We do not sell your personal data to third parties.
6. International transfers
If any of our service providers or systems involve transferring personal data outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent protections, so that your data remains protected in accordance with data protection laws.
7. Data retention
We retain personal data only for as long as necessary for the purposes for which it was collected, and to meet legal, accounting or reporting requirements.
In general, we keep customer and booking records for a period that allows us to manage ongoing relationships, handle queries about completed jobs, and comply with financial record-keeping obligations. After this period, data is securely deleted or anonymised so it can no longer be linked to an identifiable individual.
The precise retention period may vary depending on the type of data and the context of processing. We regularly review the data we hold and either delete it or anonymise it when it is no longer needed.
8. Data security
We take appropriate technical and organisational measures to protect personal data from accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures may include restricted access to systems, secure storage, and the use of trusted service providers. While no system can be guaranteed to be completely secure, we work to ensure that your personal data is handled with an appropriate level of protection.
9. Your data protection rights
Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all Man with Van Biggin Hill customers in the Biggin Hill area, subject to certain conditions and legal exceptions. Your rights include:
Right of access. You can request confirmation that we process your personal data and ask for a copy of the information we hold about you.
Right to rectification. You can ask us to correct or complete personal data that is inaccurate or incomplete.
Right to erasure. In certain circumstances, you can ask us to delete your personal data, for example where it is no longer needed for the purposes for which it was collected and we have no legal obligation to retain it.
Right to restrict processing. You can ask us to restrict the processing of your personal data in certain situations, such as while we are assessing a request for rectification or objection.
Right to object. You can object to processing based on our legitimate interests if you believe your rights and interests outweigh our reasons for processing. We will stop processing unless we have compelling legitimate grounds or need the data 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 data in a structured, commonly used and machine-readable format or transmit it to another controller where technically feasible.
You also have the right to lodge a complaint with a supervisory authority if you believe your data protection rights have been infringed. In the United Kingdom, this is the Information Commissioner's Office.
10. Children
Our services are not targeted at children, and we do not knowingly collect personal data relating to children in the course of providing Man with Van Biggin Hill services. If you believe a child has provided personal data to us without appropriate consent, you should contact us so we can address the matter.
11. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations or how we process personal data. When we make significant changes, we will take appropriate steps to bring the updated policy to your attention. The most recent version will always apply to how we handle your personal data.
By using Man with Van Biggin Hill services or contacting us about our services after any changes come into effect, you acknowledge that the updated Privacy Policy applies to the personal data we process about you.
