Man with Van Crystal Palace Privacy Policy

This Privacy Policy explains how Man with Van Crystal Palace collects, uses, stores, and protects personal data of all customers and prospective customers located in the Crystal Palace area and surrounding neighbourhoods. It is designed to comply with the UK General Data Protection Regulation and related data protection laws. By using our services, requesting a quote, or contacting us, you acknowledge that you have read and understood this Privacy Policy.

Who we are

Man with Van Crystal Palace is a local man and van service providing transport, removals, and related services within the Crystal Palace area. For the purposes of data protection law, we act as the data controller in respect of the personal data that we collect about our customers and prospective customers.

Personal data we collect

We collect and process different types of personal data in the course of providing our services. The categories of data we may collect include:

Identification and contact information, such as full name, address, service pickup and delivery addresses, and general location information in the Crystal Palace area.

Contact details such as email address and communication preferences if you choose to share them with us.

Booking and service details, including dates and times of bookings, type of move or transport required, property access details you provide, and any special instructions related to the job.

Billing and payment information, such as the amount charged, payment status, and transaction references. We do not store full payment card details; these are processed securely by our payment providers.

Communications and correspondence, including information contained in messages you send to us by phone, text, contact form, or other channels, as well as notes we make in relation to your enquiries and bookings.

Technical information related to the use of our website or online contact forms, such as IP address, device type, and basic usage data where this is captured for security and performance reasons.

How we collect your data

We typically collect personal data directly from you when you:

Request a quote or make an enquiry about our services.

Make a booking or confirm a job with us.

Communicate with us by phone, text, or through our website forms.

Provide feedback or make a complaint.

We may also receive limited personal data from third parties, such as comparison or listing platforms, if you use them to request a quote or book our services, and from payment providers to confirm successful payment or refunds.

Lawful bases for processing

We only process your personal data where we have a lawful basis under data protection law. Depending on the context, we may rely on the following lawful bases:

Contract. We process personal data when it is necessary to enter into a contract with you or to perform a contract, for example to provide man and van services, arrange times and locations, and manage invoices and payments.

Legal obligation. We process certain data to comply with our legal and regulatory obligations, such as maintaining accurate records for tax and accounting purposes.

Legitimate interests. We may process personal data based on our legitimate interests, provided these are not overridden by your rights. This includes managing our business operations, improving services, handling enquiries, and, where appropriate, sending limited service-related communications to existing customers.

Consent. In limited circumstances, we may rely on your consent, for example where we use optional cookies or send certain types of marketing communications. Where we rely on consent, you can withdraw it at any time by contacting us.

How we use your personal data

We may use your personal data for the following purposes:

To provide and manage our services, including handling enquiries, preparing quotes, scheduling and performing bookings, and managing follow-up communications.

To process payments, issue invoices and receipts, and handle refunds or disputes.

To communicate with you about your booking, including confirmation, changes to arrangements, delays, or service updates.

To respond to questions, complaints, or requests and provide customer support.

To maintain our records, run internal administration, and manage our accounts.

To improve our services, for example by analysing feedback or general usage trends.

To comply with legal and regulatory obligations and respond to lawful requests from authorities.

Data retention

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

In general, we retain customer and booking records for a period that allows us to respond to queries about past jobs, manage any potential disputes, and comply with tax and accounting rules. After this period, we securely delete or anonymise your personal data.

The retention period may vary depending on the type of data, the nature of our relationship with you, and any legal obligations we must meet. Where we rely on your consent, we will keep the data only for as long as your consent remains valid or until you withdraw it, whichever occurs first.

Data processors and third parties

We may share your personal data with carefully selected third parties who act as data processors on our behalf. These processors may include:

Payment service providers who handle your payments securely.

IT and hosting providers who support the operation and security of our website and digital systems.

Communication service providers who help us manage calls, messages, and other communications.

These processors are only permitted to use your personal data in accordance with our instructions and for the specific purposes set out in a written contract. They must provide appropriate security measures to protect your data.

In some cases, we may also need to share personal data with other organisations acting as independent data controllers, such as professional advisers, insurers, or public authorities where required by law. In such cases, we ensure that any sharing is limited to what is necessary and lawful.

International transfers

If any of our service providers are located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place before transferring personal data. These safeguards may include standard contractual clauses or other mechanisms recognised by data protection authorities to ensure that your data remains adequately protected.

How we protect your data

We take appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include restricted access to systems, secure storage of records, and the use of trusted service providers. While we work hard to protect your information, no system can be guaranteed as completely secure, and you share information with us at your own risk.

Your data protection rights

Under data protection laws, you have a number of rights in relation to your personal data. These include:

The right of access. You have the right to request confirmation of whether we process your personal data and, if so, to request a copy of that data along with certain information about how it is used.

The right to rectification. You have the right to ask us to correct or update personal data that is inaccurate or incomplete.

The right to erasure. In certain circumstances, you may ask us to delete your personal data, 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.

The right to restrict processing. You have the right to request that we limit the way we use your personal data in certain situations, for example while we are considering a request to correct it.

The right to data portability. You may have the right to receive personal data that you have provided to us in a structured, commonly used, machine-readable format and to request that we transfer this data to another controller where technically feasible.

The right to object. You can object to our processing of your personal data where we are relying on legitimate interests, including any direct marketing based on those interests.

Rights in relation to automated decision making. We do not currently use personal data to make decisions based solely on automated processing that have legal or similarly significant effects on individuals.

You can exercise your rights by contacting us using the contact methods you normally use for our services. We may ask you to provide reasonable information to confirm your identity before responding to your request. We aim to respond within the timeframes set out in data protection law.

Children

Our services are not directed at children, and we do not knowingly collect personal data from children. If you believe that we have inadvertently collected personal data about a child, please contact us so that we can delete the information as appropriate.

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 updated 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.