Privacy Policy

Man with Van Sutton Privacy Policy

This Privacy Policy explains how Man with Van Sutton collects, uses, discloses, and protects personal data when providing man and van and related removal services. It applies to all Man with Van Sutton customers and prospective customers in the Sutton area, including individuals, households, and businesses that contact us, request a quote, make a booking, or otherwise interact with our services.

We are committed to protecting your privacy and handling your personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation and applicable data protection laws.

Data Controller

Man with Van Sutton is the data controller responsible for deciding how and why your personal data is processed when you use our services or communicate with us. This Privacy Policy describes the types of personal data we collect, our purposes and lawful bases for processing, how long we keep your data, the third parties that may process your data on our behalf, and the rights you have over your personal information.

Personal Data We Collect

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

Identity and contact information: name, title, contact address, collection and delivery addresses, and other relevant location details.

Communication details: information you provide when you contact us by phone, online form, or other communication channels, including the content of your messages and any additional information you choose to share.

Service and booking information: date and time of your move or transport service, details of items to be moved, access details at each address, parking requirements, and any special instructions relevant to completing the service.

Payment and transaction information: details of the services you purchase, amounts charged, payment method used, partial payment details where necessary for accounting, and records of invoices and receipts. We do not store full card details where payments are processed by secure payment providers.

Technical and usage data: limited technical information related to your use of our website or online booking tools, such as the date and time of your visit and pages viewed, in order to improve our services and ensure security. We do not intentionally collect more data than is needed for these purposes.

Feedback and reviews: information you provide when you leave feedback, testimonials, or reviews about our services.

How We Collect Your Data

We may collect personal data directly from you when you request a quote, make a booking, communicate with us about a service, pay for a service, or provide feedback. We may also receive personal data indirectly when a third party books a service on your behalf and provides your details as the contact person or recipient.

Purposes and Lawful Bases for Processing

We process personal data only where we have a lawful basis under data protection law. The main purposes and corresponding lawful bases include:

Providing quotes and carrying out services: to prepare quotations, confirm availability, manage bookings, complete your move or transport service, and communicate with you about your booking. The lawful basis for this processing is performance of a contract or steps taken at your request prior to entering into a contract.

Customer support and communication: to respond to your enquiries, reschedule or amend bookings, manage complaints, and provide after-service support. The lawful basis is performance of a contract and our legitimate interest in delivering high-quality customer service.

Billing, payments, and accounting: to process payments, issue invoices and receipts, keep business records, and fulfil our legal and tax obligations. The lawful bases are performance of a contract, compliance with legal obligations, and our legitimate interest in proper business administration.

Service improvement and business operations: to monitor service quality, train staff, analyse service usage, and enhance our offerings. The lawful basis is our legitimate interest in operating and improving our services in a way that does not override your fundamental rights and freedoms.

Marketing communications: if we send you information about similar services that may be of interest, we will only do so where permitted by law and, where required, with your consent. You can opt out at any time.

Legal and regulatory requirements: to comply with legal obligations, respond to lawful requests from authorities, and establish or defend legal claims. The lawful bases are compliance with legal obligations and our legitimate interest in protecting our legal rights.

Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements.

In general, we keep customer and booking records for a period that allows us to identify repeat customers, handle queries or complaints, and meet statutory record-keeping obligations. After the relevant retention periods have passed, we securely delete or anonymise personal data so that it can no longer be associated with you.

The specific retention period may vary depending on the type of data and the context in which it was collected. For example, accounting and transaction records may need to be kept longer than routine communication records to comply with tax and financial regulations.

Data Processors and Sharing of Personal Data

We may share your personal data with carefully selected third parties who act as data processors on our behalf. These processors are only permitted to process your data in accordance with our instructions and are required to implement appropriate technical and organisational measures to protect your information.

Examples of data processors and third parties we may use include:

Payment processing providers that handle card or electronic payments for our services.

IT, hosting, and website service providers that support our online systems, booking tools, and data storage.

Communication service providers that enable us to send service-related messages and, where applicable, marketing communications.

Professional advisers, such as accountants or legal advisers, where access to personal data is necessary for them to provide their services to us.

We may also share personal data with third parties where required by law, to enforce our contractual rights, or to protect our business, customers, and others from fraud or other harmful activity.

We do not sell your personal data to third parties.

International Data Transfers

If any of our service providers or systems involve the transfer of personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect your data, such as standard contractual clauses or equivalent protective measures required by data protection law.

Security of Your Personal Data

We take the security of your personal data seriously and use appropriate technical and organisational measures to protect it against unauthorised access, alteration, disclosure, or destruction. These measures include access controls, secure storage, and limiting access to personal data to personnel and processors who have a business need to know.

While we take reasonable steps to protect your data, no system can be completely secure. We have processes in place to detect and respond to potential data breaches and, where required by law, will notify you and the relevant supervisory authority of any breach that may pose a risk to your rights and freedoms.

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 Sutton customers in the Sutton area, although they may be subject to certain conditions and legal limitations:

Right of access: you have the right to obtain confirmation of whether we process your personal data and to receive a copy of the personal data we hold about you, along with certain information about how and why it is processed.

Right to rectification: you have the right to request that inaccurate or incomplete personal data about you is corrected or updated.

Right to erasure: in certain circumstances, you have the right to request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected and there is no legal obligation for us to retain it.

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

Right to object: you have the right to object to our processing of your personal data where we rely on legitimate interests as our lawful basis, including for direct marketing. We will stop processing your data for these purposes unless we can demonstrate compelling legitimate grounds or we need the data for legal claims.

Right to data portability: where processing is based on consent or on a contract and carried out by automated means, you have the right to receive your personal data in a structured, commonly used, and machine-readable format and to request that we transmit it to another organisation 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 consent was withdrawn.

Exercising Your Rights and Complaints

If you wish to exercise any of your data protection rights in relation to your interactions with Man with Van Sutton, or if you have any questions about this Privacy Policy or how we handle your personal data, you can contact us using the contact details provided on our website or through the usual communication channels you have used with us.

If you are not satisfied with our response or believe that your data protection rights have been infringed, you have the right to lodge a complaint with the relevant supervisory authority in the United Kingdom. Further information on how to do this is available from the authority responsible for data protection and privacy.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, business practices, or legal obligations. Any revised version will apply from the date it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.

By continuing to use Man with Van Sutton services after changes to this Privacy Policy are posted, you acknowledge that you have read and understood the updated terms.