Man with Van St Jamess Privacy Policy
This Privacy Policy explains how Man with Van St Jamess collects, uses, shares and protects personal data in connection with the provision of man with a van and related services. It applies to all Man with Van St Jamess customers in the area, including individuals and businesses who make enquiries, request quotes or use our services.
We are committed to complying with the UK General Data Protection Regulation and the Data Protection Act 2018, as well as other applicable data protection laws. This Privacy Policy is intended to provide clear and transparent information about our data processing activities.
Personal data we collect
We collect and process different types of personal data depending on how you interact with us and the services you request. This may include:
Identification and contact details such as name, title, address, area or postcode, and basic contact details necessary to arrange and provide services.
Service and booking details such as collection and delivery addresses, property access details, type and quantity of items to be moved, preferred dates and times, and any special instructions needed to complete the service.
Communication records such as information you provide when you contact us to request a quote, make a booking, ask questions or provide feedback. This can include details shared in messages, forms, or other communications.
Payment-related information such as payment status, transaction references, and the method of payment. We do not store full payment card details when third party payment processors are used, but we may receive limited information necessary for accounting, reconciliation and fraud prevention.
Technical and usage information such as basic information about how you access and use our online services, including standard log information, device and browser information, and basic analytic information where relevant.
How we use personal data
We use the personal data we collect for the following purposes:
To provide and manage our services, including processing enquiries, preparing and sending quotes, scheduling jobs, carrying out moves, and handling follow-up requests.
To communicate with you about your enquiry or booking, including confirming details, sending updates about scheduled services, and responding to your questions or complaints.
To manage our business operations, including record-keeping, accounting, financial reporting, and quality control of our services.
To improve our services, including analysing how our services are used, monitoring performance and resolving issues, and refining our processes and customer service.
To comply with legal and regulatory obligations, including keeping certain records for tax, accounting and audit purposes, and cooperating with law enforcement or regulatory authorities where legally required.
Where permitted, to send you information about services that are similar to those you have already purchased or enquired about, and to manage your communication preferences.
Lawful bases for processing
Under data protection law, we must have a lawful basis to process personal data. Depending on the circumstances, we rely on the following lawful bases:
Performance of a contract: We process your personal data when it is necessary to enter into or perform a contract with you, such as when you request a quote, make a booking, or use our services.
Legitimate interests: We process personal data where it is necessary for our legitimate interests and those interests are not overridden by your rights and interests. This includes activities such as managing and improving our services, securing our systems, preventing fraud, and handling customer queries.
Legal obligation: We process personal data where it is necessary to comply with legal obligations, including tax, accounting, and regulatory requirements.
Consent: In limited cases, we may rely on your consent, for example for certain types of marketing communications or analytics. Where we rely on consent, you can withdraw it at any time by contacting us using the details provided in this Privacy Policy or by using any unsubscribe or preference mechanisms we provide.
Data retention
We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet any legal, accounting, or reporting requirements.
Booking and service records are generally retained for a period that allows us to handle queries, complaints, and follow-up work, and to comply with tax and accounting rules. After this period, data is securely deleted or anonymised.
Communication records, such as enquiries not resulting in a booking, are retained for a limited time so we can respond to your requests and maintain accurate records of our interactions.
Where we rely on consent for marketing communications, we retain your details for these purposes until you withdraw your consent or object to such processing. Some limited records may be retained to ensure we respect your preferences in the future.
We periodically review the personal data we hold and securely delete data that is no longer needed for any lawful purpose.
Data processors and third party recipients
We may share personal data with trusted third parties who act as data processors and who provide services that support our operations. These may include:
Payment service providers who process payments on our behalf.
IT and hosting providers who host our systems, data, and communications.
Customer management or booking tools used to organise schedules, quotes, and service delivery.
Professional advisers such as accountants or legal advisers who require limited access to data for legitimate professional purposes.
These processors only process personal data on our documented instructions, are subject to confidentiality obligations, and must implement appropriate technical and organisational measures to protect personal data.
We may also share personal data with third parties where required by law, to respond to legal processes, or to protect our rights, property, or safety, or that of our customers or others.
If we were to sell or reorganise all or part of our business, personal data may be transferred to a new owner or operator as part of that process, subject to appropriate safeguards.
International data transfers
In some cases, personal data may be processed or stored outside the United Kingdom or the European Economic Area by our service providers. Where this occurs, we take steps to ensure that appropriate safeguards are in place, such as using standard contractual clauses or ensuring the recipient is subject to an adequacy decision, so that your data remains protected in line with applicable data protection laws.
How we protect personal data
We take reasonable and appropriate technical and organisational measures to protect personal data from unauthorised access, disclosure, alteration or destruction. These measures may include access controls, secure storage, and maintaining procedures to deal with suspected data incidents.
While we strive to protect your personal data, no system can be completely secure and we cannot guarantee absolute security. However, we regularly review our security measures and aim to keep them in line with good practice and legal requirements.
Your data protection rights
As a data subject, you have certain rights in relation to your personal data, subject to conditions and exemptions in data protection law. These rights include:
Right of access: You can request confirmation of whether we process your personal data and obtain a copy of that data, together with certain information about how it is processed.
Right to rectification: You can request that inaccurate or incomplete personal data be corrected or updated.
Right to erasure: In certain circumstances, you can request that your personal data be deleted, for example where 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 can request that we restrict the processing of your personal data in certain circumstances, such as when the accuracy of the data is contested or you have objected to processing and we are verifying our grounds for processing.
Right to data portability: In some circumstances, you can request a copy of the personal data you provided to us in a structured, commonly used and machine-readable format, and have it transmitted to another controller where technically feasible.
Right to object: You can object to certain types of processing, including processing based on our legitimate interests and processing for direct marketing. Where you object to direct marketing, we will stop processing your personal data for that purpose.
Rights related to consent: Where we rely on your consent, you have the right to withdraw consent at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.
Exercising your rights and contacting us
If you wish to exercise any of your data protection rights, or if you have any questions or concerns about this Privacy Policy or how we handle personal data, you can contact us using the contact details provided on our website or in your booking documents. We may need to verify your identity before responding to certain requests to protect your privacy and security.
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. Details of the appropriate authority can usually be found on official government or regulator websites.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any updates will be published in the latest version of this Privacy Policy. We encourage you to review it periodically to stay informed about how we process personal data.
