Man with Van Waterloo Privacy Policy

This Privacy Policy explains how Man with Van Waterloo collects, uses, stores and protects personal data relating to our customers and prospective customers in the Waterloo area. It is intended to provide clear information in line with the UK General Data Protection Regulation and related data protection laws.

Scope and Who This Policy Applies To

This Privacy Policy applies to all Man with Van Waterloo customers and prospective customers in the Waterloo area who contact us, request a quote, make a booking, or otherwise interact with our services. By using our services, you acknowledge that you have read and understood this Privacy Policy.

Data Controller

Man with Van Waterloo is the data controller for the personal data described in this Privacy Policy. As data controller, we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing complies with applicable data protection laws.

Types of Personal Data We Collect

We collect and process different categories of personal data depending on how you interact with us and which services you use. This may include:

Identification and contact details, such as your full name, address, postcode, and preferred contact details. Service and booking details, such as the collection and delivery addresses, property access information, dates and times of moves or deliveries, descriptions of items to be moved, and any special instructions you provide. Communication records, such as notes of telephone conversations, and records of messages you send to us. Payment related information, such as amounts paid, payment method and transaction references, but not your full card details, which are processed by our chosen payment processors. Technical and usage information when you use our website, such as IP address, device and browser type, and how you navigate our website, where this is collected through standard server logs or similar technologies.

How We Collect Your Data

We may collect personal data directly from you when you contact us by phone or through online forms, when you request a quote, make a booking, or provide feedback. We also collect information automatically when you visit our website through server logs and similar technologies that allow us to maintain security and improve the performance of our website.

Purposes and Lawful Bases for Processing

We process your personal data only when we have a lawful basis to do so. Depending on the specific activity, we rely on the following lawful bases.

To provide our services and manage your bookings. We use your personal data to provide quotations, confirm and manage bookings, plan routes and resources, and carry out moves and related services. Our lawful basis for this is the performance of a contract with you or taking steps at your request before entering into a contract.

To communicate with you. We process your contact details and communication records to respond to your enquiries, send booking confirmations, and update you about your service. The lawful basis is performance of a contract or legitimate interests, as appropriate, in ensuring effective customer service and clear communication.

For billing, payments and accounting. We use transaction-related data to process payments, issue invoices and maintain business and accounting records. The lawful bases are performance of a contract and our legal obligations relating to tax and accounting.

To maintain and improve our services. We may use limited data, such as feedback or anonymised usage information, to analyse service quality and improve our operations. This is based on our legitimate interests in developing and enhancing our services.

For security and fraud prevention. We may use personal data to protect our business, customers and systems from fraud, misuse or security threats. This is based on our legitimate interests in safeguarding our services and complying with legal requirements.

With your consent. Where required by law, we may rely on your consent to process certain data, for example for non-essential cookies or certain types of marketing communication. You can withdraw your consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

Data Retention

We keep your personal data only for as long as is necessary for the purposes for which it was collected and to meet any legal, accounting or reporting requirements. The exact retention period depends on the type of data and the context of our interactions with you.

Booking and service records, including contact and address details related to a job, are typically retained for a period that allows us to handle any queries, complaints, or legal claims. Financial and transaction records are retained for the periods required by applicable tax and accounting laws. Communication records may be kept for a reasonable period in line with our retention schedule, after which they are securely deleted or anonymised.

When data is no longer needed, we will securely delete, destroy or anonymise it so that it can no longer be associated with you.

Data Processors and Third Parties

We may share your personal data with carefully selected third parties that process data on our behalf. These third parties act as data processors and are engaged only to the extent necessary to provide our services or support our business operations. Examples may include payment processing providers, IT and hosting providers responsible for operating our website or business systems, and professional advisers such as accountants where necessary for compliance with legal obligations.

Whenever we use data processors, we ensure that they are bound by contractual obligations to protect your personal data, process it only on our documented instructions, and implement appropriate technical and organisational measures to keep it secure.

We may also share personal data where required or permitted by law, for example with law enforcement authorities, regulators, or courts, if we have a legal obligation to do so.

International Data Transfers

Where any of our service providers or systems are located outside the United Kingdom or the European Economic Area, we take steps to ensure that your personal data receives an adequate level of protection. This may include using appropriate safeguards such as standard contractual clauses or ensuring that the recipient is subject to an adequacy decision by the relevant authorities.

How We Protect Your Data

We take the security of your personal data seriously. We implement appropriate technical and organisational measures designed to protect your data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. Measures may include access controls, secure storage, encryption or pseudonymisation where appropriate, regular review of our security practices, and staff awareness of data protection responsibilities.

Your Data Protection Rights

Under data protection laws, you have a number of rights in relation to your personal data held by Man with Van Waterloo. These include the right to access your personal data and request a copy of the information we hold about you, the right to request correction of inaccurate or incomplete data, the right to request deletion of your personal data in certain circumstances, the right to restrict our processing of your data in specific situations, and the right to object to certain types of processing based on our legitimate interests.

You also have the right to data portability, which allows you, in some circumstances, to receive your personal data in a structured, commonly used and machine readable format and to transmit it to another controller. Where we rely on consent as our lawful basis for processing, you have the right to withdraw that consent at any time.

These rights are subject to certain conditions and exemptions. If you exercise your rights, we will respond in accordance with applicable data protection laws.

Exercising Your Rights and Complaints

If you wish to exercise any of your data protection rights, or if you have questions or concerns about this Privacy Policy or how we handle your personal data, you can contact us using the usual communication channels you use for our services.

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. We would appreciate the opportunity to address your concerns directly before you contact the authority.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal requirements. Any changes will be posted in an updated version of this Privacy Policy. We encourage you to review this document periodically to stay informed about how we protect your personal data.