Privacy Policy - Man With Van Riddlesdown
Last updated: This Privacy Policy explains how Man With Van Riddlesdown collects, uses, stores, shares, and protects personal data when providing moving and transport services. It applies to all Man With Van Riddlesdown customers in the area, including prospective customers, current customers, and individuals who enquire about our services.
1. Who we are
Man With Van Riddlesdown is a service provider operating in the Riddlesdown area and nearby locations. For the purposes of UK data protection law, we are the data controller for the personal data we collect and use in connection with our services. This means we decide why and how your personal data is processed.
We are committed to handling personal data lawfully, fairly, and transparently in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Personal data we collect
We only collect personal data that is relevant and necessary for providing our services, managing enquiries, and meeting legal or operational obligations. The types of information we may collect include:
- Identity details such as your name
- Contact details such as email address and telephone number
- Service information such as the address for collection and delivery, access details, move size, and preferred dates or times
- Billing information such as payment status, invoices, and transaction records
- Communication records including messages, enquiry details, and service-related correspondence
- Operational details such as moving instructions, special handling requests, and notes needed to complete the job safely
- Technical data if you contact us electronically, such as basic device or browser information, where relevant to security or performance
We do not intentionally collect special category data unless it is strictly necessary and permitted by law. Special category data includes information such as health, religious beliefs, or political opinions. If such information is incidentally shared with us, we will only process it where a lawful condition applies and where there is a genuine need to do so.
3. How we use your data
We use personal data for the following purposes:
- To respond to enquiries and provide quotations
- To plan, arrange, and deliver moving and transport services
- To communicate about bookings, changes, delays, or service updates
- To issue invoices, process payments, and manage accounts
- To keep records of services provided
- To handle complaints, disputes, or claims
- To comply with legal, tax, and accounting obligations
- To maintain security, prevent fraud, and protect our business and customers
We only use your data where we have a lawful reason to do so and where the processing is proportionate to the purpose.
4. Lawful basis for processing
Under UK GDPR, we must have a lawful basis before processing your personal data. Depending on the circumstances, we may rely on one or more of the following lawful bases:
Contract
We process personal data where it is necessary to enter into or perform a contract with you. This includes arranging a booking, carrying out a move, sending service updates, and managing payments.
Legitimate interests
We may process data where it is necessary for our legitimate interests, provided these interests are not overridden by your rights and freedoms. Examples include managing business operations, responding to enquiries, improving service quality, preventing fraud, and keeping internal records.
Legal obligation
We may process data where required to comply with legal obligations, such as tax, accounting, insurance, or record-keeping requirements.
Consent
In limited cases, we may rely on your consent, for example if we need to use information for a purpose that is not covered by another lawful basis. Where consent is used, you can withdraw it at any time.
5. Sharing your personal data
We may share personal data with trusted third parties where necessary for the operation of our services or to meet legal obligations. These third parties act as processors or independent controllers depending on the nature of the service.
Examples of processors may include:
- Payment providers used to process transactions
- Accounting or bookkeeping providers used to manage financial records
- IT and cloud storage providers that help us store and secure data
- Communication service providers used to manage emails, messages, or booking notifications
- Website or system support providers where relevant to the operation and security of our systems
We require processors to handle personal data securely, only on our instructions, and in compliance with data protection law. We do not sell your personal data.
We may also disclose information where necessary to comply with legal requests, enforce agreements, protect our rights, or prevent unlawful activity.
6. International transfers
If any of our processors store or access data outside the UK, we will take appropriate steps to ensure your personal data remains protected. This may include using approved safeguards such as adequacy regulations or standard contractual protections where required.
7. Data retention
We keep personal data only for as long as necessary for the purposes for which it was collected. Retention periods depend on the type of information and the reason it is held.
In general:
- Enquiry data is kept for a limited period if no booking follows
- Booking and service records are retained for the period needed to complete the service and manage any follow-up matters
- Financial and tax-related records are kept for the period required by law
- Complaint, dispute, or claim records may be retained longer where needed to resolve the issue or defend legal claims
When data is no longer needed, we will securely delete, anonymise, or otherwise dispose of it in a safe manner.
8. Your rights
Under data protection law, you have several rights in relation to your personal data. These rights may apply depending on the circumstances and the legal basis for processing.
Right of access
You can request a copy of the personal data we hold about you and information about how we use it.
Right to rectification
You may ask us to correct inaccurate or incomplete personal data.
Right to erasure
In some situations, you can ask us to delete your personal data, for example where it is no longer needed or where consent has been withdrawn.
Right to restriction
You may request that we limit how we use your data in certain circumstances.
Right to object
You can object to processing based on legitimate interests, including direct marketing where applicable.
Right to data portability
Where processing is based on consent or contract and carried out by automated means, you may request that we provide your data in a structured, commonly used format.
Rights related to automated decision-making
We do not normally use automated decision-making that produces legal or similarly significant effects. If this changes, we will inform you of the safeguards in place.
To exercise your rights, you can make a request using the normal communication methods used for our service. We may need to verify your identity before responding. We aim to respond within the time limits required by law.
9. Data security
We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff awareness, and careful handling of records.
Although we work hard to protect your information, no method of transmission or storage is completely risk-free. However, we review our safeguards regularly and take reasonable steps to reduce risks.
10. Children’s data
Our services are intended for adults arranging moving and transport services. We do not knowingly collect personal data from children unless it is necessary in connection with a service and provided by an adult acting on their behalf. If we become aware that we have collected data without proper authority, we will take reasonable steps to delete it.
11. Changes to this policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers in the Riddlesdown area to review this policy periodically so they remain informed about how their data is used.
12. Summary of our commitments
- We collect only the data needed to provide moving services and manage our business
- We use personal data on a lawful basis under UK GDPR
- We retain data only for as long as necessary
- We share data only with trusted processors or where required by law
- We respect your rights and aim to handle requests promptly and fairly
Man With Van Riddlesdown is committed to treating your personal data with care, transparency, and respect. If you use our services, enquire about a move, or are a customer in the area, this policy applies to you and explains how we manage your information responsibly.