Man With a Van Beddington Privacy Policy

This Privacy Policy explains how Man With a Van Beddington collects, uses, stores and shares personal data relating to our customers and prospective customers. It applies to all Man With a Van Beddington customers and service users in our operating area, including anyone who contacts us to request a quote, make a booking, or otherwise use our services.

We are committed to protecting your privacy and handling your personal data in accordance with the UK General Data Protection Regulation and other applicable data protection laws. This notice is intended to provide clear and transparent information so you can understand how and why we use your data and the rights you have in relation to it.

Personal data we collect

We collect and process different types of personal data depending on how you interact with us and which services you use. The types of data we may collect include:

Identification and contact details such as your name, address, service addresses for collection and delivery, and contact details such as telephone number and any other contact details you choose to provide.

Booking and service information such as details of the services you request, inventory or item descriptions you share for the purpose of planning the job, preferred dates and times, access details for properties, and any instructions or notes you choose to provide about the job.

Communication records such as records of communications with you, including queries, quotations, booking confirmations, and feedback or complaints that you send us.

Payment and transaction data such as the amounts charged, payment method type, dates of payment, and confirmation that payment was made. We do not store full payment card details; where card payments are taken, they are processed securely by a payment service provider acting as a data processor.

Technical and usage data where applicable, such as basic technical information that may be generated when you visit our website, including date and time of access, pages viewed and basic device information. Where cookies or similar technologies are used, this will be explained in a separate cookie or website notice, where relevant.

How we collect personal data

We typically collect personal data directly from you when you contact us to request a quotation, make a booking, or communicate with us about our services. This may be done by phone, through online forms, or by other communication methods that you choose to use.

We may also receive your personal data indirectly if someone else books our services on your behalf and provides your details for contact or service delivery, for example a relative, friend, or business partner. In such cases, we will treat your personal data in accordance with this Privacy Policy.

Lawful basis for processing your data

We only process your personal data where we have a lawful basis to do so under data protection law. Depending on the specific activity, our lawful bases are:

Contract: We process your personal data to take steps at your request before entering into a contract and to perform our contract with you. This includes providing quotations, making and managing bookings, delivering our man and van services, and communicating with you about those services.

Legal obligation: We may process and retain certain data where required to comply with legal obligations, such as keeping records for tax, accounting and business record-keeping purposes.

Legitimate interests: We may process your data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. Examples include improving our services, handling customer enquiries and complaints, and maintaining basic records of past services to assist with future bookings or queries.

Consent: On some occasions we may rely on your consent, for example where you choose to receive certain types of optional marketing communications. Where we rely on consent, you can withdraw it at any time by contacting us using the details available on our website or other communications you have from us.

How we use your personal data

We use the personal data we collect for the following purposes:

To provide quotations, respond to enquiries and supply information about our services.

To create and manage bookings, schedule jobs, plan vehicle and staff allocation, and provide our man and van services.

To communicate with you about your booking, including confirmations, changes, service updates and follow-up communications.

To manage billing, process payments through approved payment processors, and maintain financial records.

To handle feedback, respond to complaints, and resolve any disputes.

To improve our services, manage our business operations, and keep appropriate records of our activities.

Data sharing and processors

We may share your personal data with third parties where necessary for the purposes described in this Privacy Policy, or where we are required to do so by law. These third parties may act as data processors, processing personal data on our behalf under our instructions.

Categories of data processors and recipients may include the following.

Payment service providers who process card or electronic payments securely on our behalf.

IT and system support providers who assist with the operation, hosting, maintenance or support of our booking or communication systems.

Professional advisers such as accountants or legal advisers where necessary for business or legal reasons.

We require all processors to respect the security of your personal data and to treat it in accordance with applicable data protection laws. They are not allowed to use your personal data for their own purposes and may only process it for specified purposes and in accordance with our documented instructions.

We will not sell your personal data and we will not share it with third parties for their own independent marketing purposes.

Data retention

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

In general, contact, booking and transaction data related to our services will be retained for as long as you remain a customer and for a period afterwards where required for tax, legal or business record-keeping purposes. In many cases this will be up to six years from the end of the financial year in which the transaction took place, although specific retention periods may vary.

Where personal data is no longer required for the purposes for which it was collected and there is no legal requirement to retain it, we will delete it or anonymise it in a secure manner.

International transfers

Where we use service providers located outside the United Kingdom or the European Economic Area, or where your data is otherwise subject to international transfer, we will ensure that appropriate safeguards are in place to protect your personal data in accordance with data protection law. This may include using countries that have been deemed to provide an adequate level of protection or implementing standard contractual safeguards approved by relevant authorities.

Data security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures include restricting access to personal data to those people who have a business need to know it and using suitable physical, administrative and technical safeguards proportionate to the nature of the data and the risks involved.

Your data protection rights

Under data protection law, you have certain rights in relation to the personal data that we hold about you. These rights may be subject to conditions and legal limitations, but they generally include the following.

Right of access: You can request confirmation of whether we process your personal data and obtain a copy of that data, together with certain information about how it is processed.

Right to rectification: You can ask us to correct any inaccurate or incomplete personal data we hold about you.

Right to erasure: You can, in some circumstances, ask us to delete or remove your personal data where there is no good reason for us to continue processing it.

Right to restriction: You can request that we restrict the processing of your personal data in certain situations, for example where you contest the accuracy of the data or object to its processing.

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

Right to object: You can object at any time to the processing of your personal data where we are relying on legitimate interests as the lawful basis. We will stop processing your personal data unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or the processing is required for legal claims.

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

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 contact details set out on our website or other service communications you have received from us.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your rights have been infringed or that your personal data has not been handled lawfully.

Changes to this Privacy Policy

We may update or amend this Privacy Policy from time to time to reflect changes in our services, legal requirements or how we process personal data. Any updated version will be made available through our usual communication channels. You should review this notice periodically so that you remain informed about how we protect your privacy.