Privacy Policy
Man with Van Limehouse Privacy Policy
This Privacy Policy explains how Man with Van Limehouse collects, uses, stores, and protects personal data relating to our customers and prospective customers in the Limehouse area. It is designed to comply with applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018.
This Privacy Policy applies to all Man with Van Limehouse customers and people who make enquiries or bookings for services within the Limehouse area, whether contact is made by phone, in person, in writing, or through online channels.
Who we are and scope of this policy
Man with Van Limehouse is a local removals and transportation service provider operating in the Limehouse area. For the purposes of data protection law, Man with Van Limehouse is the data controller for the personal data described in this Privacy Policy. This means we determine how and why your personal data is processed.
This Privacy Policy covers personal data that relates to individual customers, prospective customers, and, where relevant, individuals acting on behalf of business customers in the Limehouse area.
Types of personal data we collect
We may collect and process the following categories of personal data when you contact us, request a quote, or use our services:
Identification and contact details, such as your name, contact address, collection and delivery addresses, and your preferred contact method.
Communication details, such as your communication history with us, including details of enquiries, quotes, bookings, complaints, and feedback.
Service and booking details, such as details about the services you request, dates and times of bookings, job notes, and logistical information necessary to complete your move or delivery.
Payment and transaction details, such as the amount paid, payment method used, and billing information. We do not store full payment card details when third-party payment processors are used.
Technical information where relevant, such as basic information from devices used to contact us online, including approximate location and time of access, to the extent necessary for service provision, security, and analytics. We do not seek to identify you from this information alone.
How we collect your personal data
We collect personal data directly from you when you contact us to request information, obtain a quotation, or make a booking for our services. This may occur over the phone, through messages, in person, or via online communication tools.
We may also receive limited personal data from third parties such as comparison platforms, referral partners, or corporate clients who arrange services on your behalf. In such cases, we treat this information in accordance with this Privacy Policy.
Lawful bases for processing your data
We rely on the following lawful bases under data protection law to process your personal data:
Contract: We process your personal data when it is necessary to enter into a contract with you or to perform a contract for services, for example to provide quotations, confirm and carry out bookings, and manage payments.
Legal obligation: We process personal data when required to comply with legal obligations, such as complying with tax, accounting, or regulatory requirements, and responding to lawful requests from authorities.
Legitimate interests: We process personal data when it is necessary for our legitimate business interests, and where these interests are not overridden by your rights and interests. This includes managing and improving our services, handling customer queries, preventing fraud, protecting our business, and keeping basic records of past services.
Consent: In limited cases, we may rely on your consent, for example, where we send you certain types of optional marketing communications. You can withdraw your consent at any time using the contact details provided by us, and this will not affect the lawfulness of processing carried out before withdrawal.
How we use your personal data
We use the personal data we collect for the following purposes:
To provide removals and transportation services, including creating quotations, arranging and confirming bookings, planning routes, and carrying out your move or delivery.
To communicate with you, including responding to your enquiries, confirming arrangements, providing updates about your booking, and handling any issues or complaints.
To process payments, including issuing invoices, managing payments and refunds, and maintaining transaction records for accounting and tax purposes.
To manage our business operations, including internal administration, reporting, quality control, staff training, and service improvement.
To ensure security and prevent misuse of our services, including investigating potential fraud and resolving disputes.
To send you, where allowed by law and subject to your choices, information about our services that may be relevant to you. You can object to or opt out of such communications at any time.
Data sharing and processors
We do not sell your personal data. However, we may share personal data with selected third parties where necessary for the purposes described in this Privacy Policy.
Service providers and processors: We may engage trusted third-party companies to provide services on our behalf, such as payment processing, accounting support, secure data storage, and customer management tools. These third parties act as data processors and are only permitted to process your personal data in accordance with our instructions and for the purposes we specify. They are required to protect your data and keep it confidential.
Professional and legal advisers: We may share personal data with professional advisers such as accountants, insurers, or legal advisers where necessary for advice, legal claims, or regulatory compliance.
Authorities and law enforcement: We may disclose personal data where required by law, regulation, or a court order, or where necessary to protect the rights, property, or safety of our customers, staff, or others.
In all cases, we only share the minimum necessary personal data and take appropriate steps to ensure your information is handled securely.
Data retention and storage
We keep personal data only for as long as is necessary for the purposes described in this Privacy Policy or to meet legal, accounting, or reporting requirements.
In most cases, basic booking and transaction records are retained for up to six years after the end of the tax year in which the transaction took place, to comply with legal and tax obligations and to handle any potential queries or disputes.
Enquiry records where no booking is made are typically kept for a shorter period, which is limited to what is reasonably necessary to manage follow-up enquiries and understand demand for our services.
When personal data is no longer required, we will securely delete it, anonymise it, or otherwise dispose of it in a secure manner.
International transfers
Our core operations are based in the United Kingdom, and we aim to store personal data within the UK or the European Economic Area wherever possible. If we use third-party providers that transfer or store data outside the UK or EEA, we will take appropriate steps to ensure that your personal data remains protected to the standards required by applicable data protection laws. This may include the use of approved contractual safeguards or ensuring the destination country has an adequate level of data protection.
Your data protection rights
Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions. These rights include:
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.
Right to rectification: You can request that we correct or complete personal data that is inaccurate or incomplete.
Right to erasure: You can request that we delete your personal data where there is no longer a valid reason for us to keep it, or where you have successfully exercised your right to object, subject to any legal obligations we may have to retain certain information.
Right to restrict processing: You can request that we restrict the processing of your personal data in certain circumstances, for example while we verify its accuracy or consider an objection.
Right to object: You can object to our processing of your personal data where we rely on legitimate interests as our lawful basis. You also have an absolute right to object to the use of your data for direct marketing.
Right to data portability: You can request that we provide certain personal data to you or another organisation in a structured, commonly used, and machine-readable format, where this is technically feasible and the processing is based on consent or contract and carried out by automated means.
If you wish to exercise any of these rights, please contact us using the usual communication channels you use for our services. We may need to verify your identity before responding to your request. We aim to respond to all valid requests within the time limits set by law.
You also have the right to lodge a complaint with the Information Commissioner's Office if you are concerned about how we handle your personal data. We encourage you to contact us first so that we have the opportunity to address your concerns directly.
Security of your personal data
We take appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, alteration, or disclosure. These measures include limiting access to personal data to those who have a business need to know it and ensuring that staff and processors are subject to confidentiality obligations. While we take reasonable steps to protect your data, no system can be guaranteed as completely secure.
Updates to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, business practices, or legal requirements. Any changes will apply from the date the updated version is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.
