Man with Van Ruxley Privacy Policy
This Privacy Policy explains how Man with Van Ruxley collects, uses, stores, and protects personal data relating to all customers and prospective customers in our service area. It is designed to comply with the UK General Data Protection Regulation and all applicable data protection laws. By using our services, requesting a quote, or otherwise interacting with us, 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 Ruxley in connection with our removal, transport, and related services. It covers customers, prospective customers, and individuals who contact us with enquiries within our service area, regardless of the method of communication used.
Data Controller
For the purposes of data protection law, Man with Van Ruxley is the data controller in respect of the personal data we collect and process about you. This means we decide how and why your data is processed and are responsible for ensuring it is handled lawfully and securely.
Personal Data We Collect
We may collect and process the following categories of personal data:
Identification and contact details, including your name, address, service addresses, and basic contact details such as your preferred method of communication.
Booking and service information, including details of the services requested, dates and times of moves, collection and delivery locations, property access information, inventory or item descriptions where necessary for the service, and any special instructions you provide.
Communication records, including information you provide when you contact us by phone, through online forms, or by other means, and records of correspondence related to quotes, bookings, complaints, or enquiries.
Payment and transaction details, including information necessary to process payments, such as transaction amounts, dates, and payment status. We do not store full payment card details; where card payments are processed, this is done securely through third-party payment processors.
Technical and usage information, where applicable, such as basic technical information about how you access our website or online forms, including date and time of access and general usage data, to help us improve our services.
How We Collect Your Data
We collect personal data directly from you when you request a quote, make a booking, contact us with an enquiry, or provide details in connection with a service. We may also collect data when you communicate with us via phone or online, or when you provide information at the time of service delivery.
In some cases, we may receive your information from third parties who are arranging a move on your behalf, such as a relative, landlord, letting agent, or business partner. Where this occurs, we will treat that personal data in accordance with this Privacy Policy.
Lawful Basis for Processing
We rely on the following lawful bases for processing your personal data:
Contract: We process your personal data where it is necessary to enter into or perform a contract with you, including to provide quotes, confirm bookings, deliver our removal and transport services, communicate about your booking, and manage payments.
Legal obligation: We may process and retain certain information to comply with legal and regulatory obligations, such as record keeping, tax, accounting, and responding to lawful requests from authorities.
Legitimate interests: We may process your personal data where it is necessary for our legitimate business interests, provided these are not overridden by your rights and interests. These interests include managing and improving our services, handling customer enquiries, protecting against fraud, and ensuring the security of our operations.
Consent: In limited circumstances, we may rely on your consent, for example for certain types of optional communications. Where we rely on consent, you have the right to withdraw it at any time.
How We Use Your Personal Data
We use your personal data to provide and manage our services, including handling enquiries and providing quotes, confirming and managing bookings, planning routes, and delivering removal and transport services to and from the specified addresses.
We also use your data to process payments and maintain financial records, communicate with you about your booking or service, including any changes or updates, handle complaints, queries, and customer support requests, and improve our services and operations based on feedback, usage patterns, and service history.
Additionally, we may use your personal data to comply with legal and regulatory requirements, prevent and detect fraud or misuse of our services, and protect our rights, property, and safety, as well as those of our customers and third parties.
Data Sharing and Processors
We may share your personal data with carefully selected third parties who act as data processors on our behalf. These may include payment processing providers that securely process payments and refunds, IT and hosting providers that support our website, booking tools, or communication systems, and professional advisers such as accountants or legal advisers who require access to certain records for legitimate purposes.
Where we use external processors, we ensure that appropriate contractual and technical measures are in place so that your personal data is processed only on our instructions, is kept secure, and is not used for the processor's own purposes.
We may also share personal data with third parties where we are required to do so by law or where it is necessary to protect our legal rights or the rights of others. We do not sell your personal data.
Data Retention
We will 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, we keep customer and booking information for a period that allows us to respond to queries about completed services, maintain accurate financial and tax records, and manage any potential disputes or claims. After the relevant retention periods expire, personal data will be securely deleted, anonymised, or otherwise removed from our systems.
Data Security
We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include restricting access to personal data to those personnel and service providers who need it to perform their duties and ensuring that they are subject to confidentiality obligations.
While we strive to protect your data, no method of transmission or storage is completely secure. However, we are committed to continuously reviewing and improving our security measures.
International Transfers
Where we use service providers located outside the United Kingdom or the European Economic Area, your personal data may be transferred to countries that do not provide the same level of data protection. In such cases, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent protections, to ensure your personal data remains protected.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These rights apply to Man with Van Ruxley customers and individuals in our service area, subject to certain legal conditions and limitations.
Right of access: You have the right to request confirmation as to whether we process your personal data and to receive a copy of the data we hold about you.
Right to rectification: You have the right to request the correction of inaccurate or incomplete personal data.
Right to erasure: In certain circumstances, you may request that we delete your personal data, for example where the data is no longer necessary for the purposes for which it was collected or where you withdraw consent and there is no other lawful basis for processing.
Right to restrict processing: You may request that we restrict the processing of your personal data in certain circumstances, such as where the accuracy of the data is contested or where you have objected to processing.
Right to object: You have the right to object to certain types of processing based on our legitimate interests. We will stop processing unless we have compelling legitimate grounds that override your interests, rights, and freedoms, or where the processing is required for legal claims.
Right to data portability: In some cases, you have the right to receive the personal data you have provided to us in a structured, commonly used, and machine-readable format and to transmit it to another controller where this is technically feasible.
Where we rely on consent, you also have the right to withdraw that consent at any time without affecting the lawfulness of processing based on consent before its withdrawal.
Exercising Your Rights and Complaints
If you wish to exercise any of your data protection rights or have any questions or concerns about how we process your personal data, you can contact us using the contact details provided on our website or in your booking documentation.
You also have the right to lodge a complaint with the relevant supervisory authority if you believe that your data protection rights have been infringed. We encourage you to contact us first so that we can seek to resolve any concerns directly.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal obligations. Any updates will be made available through our usual communication channels. We encourage you to review this Privacy Policy periodically so that you remain informed about how Man with Van Ruxley protects your personal data.
