Privacy Policy

Man With a Van Waterloo Privacy Policy

This Privacy Policy explains how Man With a Van Waterloo collects, uses, stores and protects personal data relating to customers and prospective customers in the Waterloo area. It also sets out your rights under the UK General Data Protection Regulation and other applicable data protection laws. This policy applies to all services provided by Man With a Van Waterloo and to all customers and enquiries within our service area.

Who We Are

Man With a Van Waterloo is a local transport and removal service provider operating in and around the Waterloo area. For the purposes of data protection law, Man With a Van Waterloo is the controller of the personal data described in this policy. This means we decide how and why your personal data is processed.

Personal Data We Collect

We may collect and process the following categories of personal data about you:

Identification and contact details: name, address, service addresses for collection and delivery, email address, and other contact details you provide when you contact us or make a booking.

Booking and service information: dates and times of moves or deliveries, details of items to be moved, access information, special instructions, and any other information needed to carry out the service.

Payment and transaction information: limited payment information such as payment confirmations and transaction references. We do not store full card details where payments are processed through third party providers.

Communication records: records of enquiries, complaints, feedback, and any other communications between you and Man With a Van Waterloo, including by phone, text, or online forms where applicable.

Technical and usage data: where relevant, basic information about how you access and use our website or online content, such as device information, approximate location data, and pages viewed. This may be collected through cookies or similar technologies, subject to applicable consent requirements.

How We Collect Your Data

We collect personal data directly from you when you contact us to request a quote, make a booking, confirm or change a booking, or communicate with us about our services. This may be by telephone, text message, online enquiry forms, or in person.

We may also receive personal data about you from third parties where this is necessary to provide our services. For example, another person may provide your details when arranging a move on your behalf, or a business customer may give us contact information for their staff or clients involved in a job.

Purposes and Lawful Bases for Processing

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

Providing our services: to respond to enquiries, provide quotations, confirm bookings, plan and carry out removals and deliveries, and communicate with you about your booking. Lawful basis: performance of a contract or taking steps at your request prior to entering into a contract.

Customer service and communication: to handle questions, complaints or feedback, and to keep you informed about changes or issues affecting your booking. Lawful basis: performance of a contract and our legitimate interests in providing effective customer service.

Billing and accounting: to issue invoices, process payments, and keep financial records. Lawful basis: performance of a contract and compliance with legal obligations relating to accounting and taxation.

Service improvement and business operations: to analyse how our services are used, improve our scheduling and routes, and manage our business. Lawful basis: our legitimate interests in running and improving our operations, provided your interests and fundamental rights are not overridden.

Marketing: to send occasional information about our services that may be of interest to you, where allowed by law. Lawful basis: our legitimate interests in promoting our services, or your consent where required. You can opt out of marketing communications at any time.

Legal and regulatory compliance: to comply with legal obligations, respond to lawful requests from authorities, and establish, exercise or defend legal claims. Lawful basis: compliance with legal obligations and our legitimate interests in protecting our rights.

Data Sharing and Processors

We may share your personal data with trusted third parties where necessary for the purposes described in this policy. These third parties act either as processors on our behalf or as independent controllers.

Service providers and processors: we may use external providers to help deliver our services and support our business, such as payment processors, accounting or bookkeeping providers, customer management or scheduling tools, and information technology or cloud storage services. These processors are only allowed to process your personal data in accordance with our instructions and must protect it appropriately.

Professional advisers: we may share data with professional advisers such as accountants, insurers, or legal advisers where this is necessary for the services they provide to us.

Authorities and legal recipients: we may disclose personal data if required to do so by law, to comply with a legal obligation, or to protect our rights, property, or safety, or that of our customers or others.

We do not sell your personal data to third parties.

International Data Transfers

Where any of our service providers or systems are located outside the United Kingdom or the European Economic Area, or store data in another country, we will ensure that appropriate safeguards are in place to protect your personal data. These safeguards may include the use of standard contractual clauses approved for international data transfers or other legally recognised protection measures.

Data Retention

We keep your personal data only for as long as is necessary for the purposes for which it was collected, including to meet legal, accounting, or reporting requirements.

In general, we retain basic customer and booking records for a period that allows us to handle queries relating to past jobs, meet our tax and accounting obligations, and maintain accurate business records. After the relevant retention period has passed, personal data will be securely deleted or anonymised.

The exact retention period can vary depending on the type of data, the nature of the services provided, and any legal or regulatory requirements that apply.

How We Protect Your Data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures may include access controls, secure storage, and the careful selection of service providers who also apply suitable data protection safeguards.

While we take reasonable steps to protect your data, no system can be guaranteed to be completely secure. You are encouraged to take care with the information you choose to share with us and the way you communicate it.

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 include:

Right of access: the right to obtain confirmation of whether we process your personal data and to receive a copy of that data.

Right to rectification: the right to have inaccurate or incomplete personal data corrected or completed.

Right to erasure: the right to request that we delete your personal data in certain circumstances, for example where it is no longer needed for the purposes for which it was collected.

Right to restrict processing: the right to request that we limit the processing of your personal data in certain situations.

Right to data portability: the right to receive certain personal data in a structured, commonly used and machine readable format, and to have it transmitted to another controller where technically feasible.

Right to object: the right to object to our processing of your personal data where we are relying on legitimate interests, including for direct marketing.

Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing before consent was withdrawn.

You also have the right to lodge a complaint with a data protection supervisory authority if you are concerned about how we handle your personal data. In the United Kingdom, this is the Information Commissioner's Office.

Applicability to Man With a Van Waterloo Customers

This Privacy Policy applies to all customers, prospective customers, and individuals whose data we process in connection with our services in the Waterloo area. By contacting us, requesting a quote, or using our services, you acknowledge that you have been informed about how we process your personal data as described in this policy.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, how we process personal data, or legal requirements. Any updated version will apply from the date it is published. We encourage you to review this policy periodically to stay informed about how we protect your personal data.