Privacy Policy

Man With a Van Cranford Privacy Notice

This Privacy Notice explains how Man With a Van Cranford collects, uses, stores, and protects personal data of its customers in the Cranford area. It also explains the legal bases we rely on under the UK General Data Protection Regulation and related data protection laws, how long we keep your data, when we share it with service providers, and the rights you have in relation to your personal information.

By using our services as a customer in the Cranford area, you acknowledge that you have read and understood this Privacy Notice.

Who We Are

Man With a Van Cranford is a local removals and transportation service operating in and around the Cranford area. For the purposes of data protection law, Man With a Van Cranford is the data controller for the personal data described in this Privacy Notice. This means we determine the purposes and means of processing your personal information.

Scope of This Privacy Notice

This Privacy Notice applies to all customers and prospective customers of Man With a Van Cranford in the Cranford area who contact us, request a quotation, make a booking, or otherwise use our services. It applies whether you interact with us by phone, in writing, online, or in person.

Personal Data We Collect

We collect and process different types of personal data depending on how you engage with us and what services you require. The information we may collect includes:

Identification and contact details such as your full name, address, postcode, contact address for pickup and delivery, and other contact details that you choose to provide.

Service and booking details such as dates and times of your move or transport, pickup and delivery locations, access information, details of items to be moved, and any special instructions relevant to completing the service.

Communication records such as messages, notes from phone calls, and any correspondence or feedback relating to quotes, bookings, or complaints.

Payment and transaction information such as the amount charged, payment status, and basic transaction details. We do not store full payment card details when third party payment processors are used.

Technical data and usage information such as basic device or browser information, and how you interact with any online forms or digital materials we make available, to the extent this is necessary for security and performance monitoring.

How We Collect Personal Data

We collect personal data directly from you when you contact us to request a quote, make a booking, ask a question, or provide feedback. This may be done by telephone, in writing, in person, or using any online forms we provide.

We may also generate personal data as part of providing the service, for example, by creating internal records of your booking, service notes, and invoices. Where necessary for our legitimate business interests and in line with legal requirements, we may obtain or verify certain information using publicly available sources to confirm addresses or locations relevant to your booking.

Lawful Bases for Processing Your Data

We only process your personal data when we have a lawful basis to do so under data protection law. Depending on the circumstances, we may rely on the following legal bases:

Contract performance: We process personal data to provide quotations, manage bookings, carry out removals or transport services, issue invoices, and communicate with you about your booking. This processing is necessary to enter into and perform a contract with you.

Legitimate interests: We may process personal data for our legitimate business interests, provided that your rights and interests do not override those interests. This includes managing and improving our services, keeping appropriate business records, handling customer enquiries and complaints, ensuring the security of our operations, and defending legal claims.

Legal obligations: We may process personal data where necessary to comply with our legal and regulatory obligations, for example, relating to tax, accounting, and record keeping.

Consent: In limited circumstances where required by law, we may rely on your consent, for example, for certain types of optional communications. Where we rely on consent, you may withdraw it at any time, and this will not affect the lawfulness of processing carried out before withdrawal.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide quotations, arrange and manage bookings, carry out removals and transport services, and handle any follow up support.

To communicate with you about your enquiries, bookings, changes to scheduled services, and other service related matters.

To manage our relationship with you, including handling feedback, addressing complaints, and maintaining accurate records of the services provided.

To carry out administrative tasks such as invoicing, payment processing through third party providers, and accounting.

To maintain the security of our systems, detect or prevent potential fraud or misuse, and ensure the safe and efficient operation of our services.

To comply with legal and regulatory obligations, including tax and financial reporting requirements.

Data Retention

We retain personal data only for as long as is necessary for the purposes for which it was collected, and to meet our legal, accounting, or reporting obligations. The retention period will depend on factors such as the nature of the service provided, the type of information, and any legal requirements.

In general, we keep customer and booking records for a period that enables us to respond to queries, deal with any complaints or disputes, and satisfy applicable legal retention requirements. When personal data is no longer required for these purposes, we will securely delete or anonymise it so that it can no longer be associated with you.

Sharing Your Personal Data with Processors

We may share your personal data with selected third parties who act as data processors on our behalf. These processors may provide services such as payment processing, secure data storage, accounting support, and information technology services.

When we use processors, we require them to process personal data only in accordance with our written instructions, to take appropriate security measures to protect your information, and to comply with applicable data protection laws. They are not allowed to use your personal data for their own independent purposes.

We may also share personal data where necessary with professional advisers, such as accountants or legal advisers, and with public authorities if we are legally required to do so or where this is necessary to establish, exercise, or defend legal claims.

International Transfers

If we ever transfer personal data outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your information in accordance with data protection law. These safeguards may include the use of standard contractual clauses approved by relevant authorities or other lawful mechanisms. Where such transfers occur, we will take steps to ensure your personal data remains protected.

Data Security

We take reasonable and appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include access controls, secure storage practices, and limiting personal data access to staff and service providers who need it to perform their duties and who are subject to confidentiality obligations.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to the personal data that we hold about you. These rights may be subject to certain conditions and legal exemptions, but we will always handle requests in accordance with applicable law. Your rights include:

Right of access: You can request confirmation of whether we process your personal data and obtain a copy of the information we hold about you.

Right to rectification: You can ask us to correct or complete personal data that is inaccurate or incomplete.

Right to erasure: In certain circumstances, you can request that we delete your personal data, for example, where it is no longer needed for the purposes for which it was collected and there is no legal requirement for us to retain it.

Right to restriction of processing: You can ask us to restrict the processing of your personal data in certain situations, such as while we are verifying its accuracy or considering an objection you have raised.

Right to object: You can object to the processing of your personal data where we rely on legitimate interests, and we will stop processing it unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms, or where processing is required for legal claims.

Right to data portability: In certain circumstances, you can request that we provide your personal data in a structured, commonly used, machine readable format and that it be transmitted directly to another organisation, where this is technically feasible.

Right to withdraw consent: Where we rely on consent to process your personal data, you have the right to withdraw that consent at any time.

How to Exercise Your Rights and Complaints

If you wish to exercise any of your data protection rights or have questions about how we handle your personal data, you can contact us using the usual contact details you use for our services. We may need to verify your identity before responding to your request, and we aim to respond within the timescales required by law.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are unhappy with how we handle your personal data. We would, however, encourage you to contact us first so that we have the opportunity to address your concerns directly.

Changes to This Privacy Notice

We may update this Privacy Notice from time to time to reflect changes in our services, legal obligations, or how we process personal data. Any changes will take effect from the date the updated version is made available. We recommend that customers in the Cranford area review this Privacy Notice periodically to stay informed about how we protect their information.