Man with Van Chinatown Privacy Policy
This Privacy Policy explains how Man with Van Chinatown collects, uses, discloses and protects personal data belonging to customers and prospective customers in the Chinatown area. It is intended to comply with the General Data Protection Regulation and relevant UK data protection laws. By using our services, you acknowledge that you have read and understood this Privacy Policy.
Scope of this Privacy Policy
This Privacy Policy applies to all personal data processed by Man with Van Chinatown in connection with the provision of man and van, removal, transport, and related services to customers in the Chinatown area. It covers data collected from individuals who request a quote, make a booking, communicate with us, or otherwise engage with our services.
Data Controller
For the purposes of data protection law, Man with Van Chinatown is the data controller in respect of personal data processed in connection with our services. This means we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing complies with applicable law.
Types of Personal Data We Collect
We may collect and process the following categories of personal data about you:
Identification and contact details, such as your name, postal address, collection and delivery addresses, and general location information.
Booking and service information, such as preferred dates and times, details of items to be moved, access information for properties, and any special instructions.
Communication records, such as information you provide when you contact us by phone, through online forms, or by other communication channels, including queries, feedback, and complaints.
Billing and payment information, such as invoice details, records of payments, and information needed for accounting and tax purposes. Payment card details are handled only through our chosen payment providers and are not stored by us where this is not necessary.
Technical and usage information, such as basic information about how you interact with our website or online presence, including dates and times of visits and basic device information where this is made available.
How We Collect Personal Data
We collect personal data directly from you when you contact us to request information or a quote, when you make a booking, when you provide instructions relating to a move, or when you communicate with us for any other reason. We may also collect personal data from third parties where necessary and lawful, for example from partner businesses involved in fulfilling your booking or from payment and invoicing providers.
Lawful Bases for Processing
We process your personal data only where we have a lawful basis under data protection law. The main lawful bases we rely on are:
Contractual necessity: We process personal data to provide our services to you, including handling enquiries, preparing and issuing quotes, managing bookings, carrying out transport and removal services, issuing invoices, and managing any changes or cancellations.
Legal obligation: We process certain personal data to comply with legal and regulatory obligations, such as accounting, tax, record keeping, and responding to lawful requests from authorities.
Legitimate interests: We may process personal data for our legitimate business interests, provided that your interests and fundamental rights do not override those interests. This includes managing and improving our services, handling queries and complaints, safeguarding our property and vehicles, and maintaining business records.
Consent: Where we rely on consent, for example for certain types of optional marketing or communications, we will only process your data for those purposes if you have given your clear and informed consent. You may withdraw your consent at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide and manage our services, including responding to enquiries and quote requests, arranging and carrying out moves, and managing your bookings.
To communicate with you, for example to confirm bookings, inform you of arrival times or delays, discuss access arrangements, and respond to your questions and feedback.
To administer billing and payments, including issuing invoices, processing payments through our chosen providers, and managing refunds where appropriate.
To maintain business records, including contracts, quotes, job sheets, and correspondence, so that we can demonstrate the services provided and comply with legal and tax requirements.
To improve our services, including monitoring demand, reviewing feedback, training staff and contractors, and ensuring effective planning and vehicle allocation.
To protect our business, vehicles, and staff, for example by keeping appropriate records of jobs and locations and by investigating incidents or disputes.
Data Sharing and Processors
We do not sell your personal data. We may share personal data with selected third parties where necessary and lawful, including:
Service providers and contractors who assist us in delivering our services, such as drivers, removal teams, and subcontractors who need limited personal data to perform the agreed work.
Payment processors and financial service providers who process payments and manage financial transactions on our behalf.
Professional advisers such as accountants or legal advisers who require access to certain data to provide their services.
Technology and administrative service providers who host or maintain our systems, storage, and documents, acting as data processors under our instructions.
Public authorities where we are under a legal obligation to disclose information or where disclosure is necessary to protect rights, property, or safety.
Whenever we use data processors, we ensure there is an appropriate written agreement in place requiring them to use personal data only on our instructions, to keep it secure, and to comply with data protection law.
International Data Transfers
Where personal data is stored or processed outside the United Kingdom or European Economic Area by our service providers, we take steps to ensure that your data is afforded an equivalent level of protection. This may include relying on adequacy regulations or putting in place standard contractual clauses or similar safeguards as required by data protection law.
Data Retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including to provide services to you, to meet legal, accounting, and reporting requirements, and to resolve disputes. In general, we may retain booking and invoicing records, together with related correspondence, for a period that corresponds to applicable limitation periods and statutory retention requirements. When personal data is no longer needed, we will securely delete it or anonymise it so that it can no longer identify you.
Data Security
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 limiting access to personal data to personnel and contractors who have a genuine need to know, using secure methods of storage where possible, and requiring our processors to maintain suitable security standards. While we take reasonable steps to protect your data, no system can be completely secure, and you should take care when sharing personal information.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and legal exceptions. Your rights include:
The right of access: You can request confirmation of whether we process your personal data and obtain a copy of the data together with information about how it is used.
The right to rectification: You can ask us to correct inaccurate or incomplete personal data that we hold about you.
The right to erasure: In certain circumstances, you can ask us to delete your personal data, for example where the data is no longer needed for the purposes for which it was collected.
The right to restriction: You can ask us to restrict the processing of your personal data in certain situations, for example where you contest the accuracy of the data or object to our processing.
The right to data portability: Where processing is based on your consent or on a contract and is carried out by automated means, you may request that we provide your data in a structured, commonly used, and machine-readable format or transmit it to another controller where technically feasible.
The right to object: You can object to processing that is based on our legitimate interests, including any direct marketing activities. We will stop processing your data unless we have compelling legitimate grounds or need to process it for legal claims.
The right to withdraw consent: Where we rely on your consent, you may withdraw it at any time. This will not affect the lawfulness of processing before withdrawal but may affect our ability to provide certain services or communications.
Exercising Your Rights and Complaints
If you wish to exercise any of your data protection rights or if you have any questions or concerns about how we handle your personal data, you can contact us using the usual communication channels used for our services. We will respond to your requests in accordance with applicable legal time limits. You also have the right to lodge a complaint with a competent data protection authority if you consider that your rights have been infringed.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, technology, or legal obligations. Any updated version will take effect from the date of publication and will apply to all processing carried out after that date. You are encouraged to review this Privacy Policy periodically to stay informed about how we protect your personal data.
