Man with Van Aperfield Privacy Policy
This Privacy Policy explains how Man with Van Aperfield collects, uses, stores, and protects personal data relating to our customers and prospective customers. It applies to all Man with Van Aperfield customers and service users in our operating area, regardless of how they contact us or make a booking.
We are committed to handling your personal information lawfully, fairly, and transparently, in accordance with applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018.
Who We Are and Scope of This Policy
Man with Van Aperfield provides man and van, removals, and related transport services in Aperfield and surrounding areas. For data protection purposes, we are the data controller for the personal data we collect and process in connection with our services.
This Privacy Policy covers personal data collected from individual customers, business customers where contact details relate to an identifiable person, and any individual making enquiries about our services in our local area.
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 main categories of data we may collect are:
Contact details: name, address, service address, billing address, and other location details necessary for collection and delivery.
Communication details: the content of your messages and enquiries, dates and times of communications, and notes relating to your booking or job.
Service information: details of the services you request, inventory or item descriptions where relevant, access instructions, and job-related preferences.
Payment-related information: records of payments made to us, payment method used, and invoices or receipts. We do not store full bank card details when a third-party payment processor is used.
Technical and usage information: basic information about how you contact us or use our online presence, such as date and time of enquiries, and any information you voluntarily provide via forms or messaging tools.
We generally do not seek to collect special categories of personal data, such as information about your health or other sensitive details. If you choose to share such information with us because it is relevant to the service we provide, we will handle it securely and limit its use to what is strictly necessary.
How We Collect Your Data
We collect personal data in the following ways:
Directly from you when you contact us by phone, through an online form, via messaging services, or in person to request a quote or make a booking.
During service delivery when our staff interact with you at collection and delivery addresses and record job details and instructions.
From business partners or third parties, for example where a booking platform or referral partner passes your details to us for the purpose of arranging a job.
Automatically, to a limited extent, when you visit our online presence, such as through basic logging of access dates and times.
Lawful Bases for Processing
We only process your personal data when we have a lawful basis for doing so. Depending on the situation, we rely on the following lawful grounds:
Contract: we process data where it is necessary to enter into or perform a contract with you, including providing quotes, confirming bookings, planning routes, carrying out the move or delivery, and handling payments.
Legal obligation: we process certain data to comply with legal and regulatory requirements, such as accounting, tax reporting, and record-keeping obligations.
Legitimate interests: we process data where necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This may include managing and improving our services, responding to enquiries, preventing fraud or misuse, and maintaining business records.
Consent: in limited circumstances, we may rely on your consent, for example for certain forms of marketing. Where we rely on consent, you can withdraw it at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide quotes, confirm bookings, and deliver our man and van and removals services.
To communicate with you about your enquiry, booking, schedule changes, or any issues related to the service.
To manage payments, issue invoices and receipts, and keep appropriate business and financial records.
To plan routes and logistics, and to ensure safe and efficient completion of your job.
To respond to complaints, claims, or disputes, and to exercise or defend legal rights.
To maintain and improve our services, business processes, and customer experience.
Where legally permitted, to send you information about our services that may be of interest. You may opt out of such communications at any time.
Data Sharing and Processors
We do not sell your personal data. However, we may share your data with carefully selected third parties where necessary for the purposes described in this Privacy Policy.
Processors: we may use external service providers acting as data processors to support our operations. These may include providers of booking or scheduling tools, payment processing, customer management systems, and secure data storage or backup services. These processors are only permitted to process your data in accordance with our instructions and must implement appropriate security measures.
Professional and technical partners: we may share data with accountants, auditors, or legal advisers where needed for compliance, advice, or the defence of legal claims.
Logistics partners: in some cases, we may work with trusted subcontractors or partner companies to complete a job. Where this is necessary, we will share only the information they need to carry out the service.
Authorities and legal bodies: we may disclose information where required by law or where it is necessary to protect our rights, property, or safety, or that of our customers or others.
Whenever we share data with third parties, we take steps to ensure that appropriate data protection obligations are in place.
Data Retention
We retain your personal data only for as long as necessary for the purposes for which it was collected and to meet any legal, accounting, or reporting requirements.
In general, we keep basic customer and booking records for a period required by law for tax and accounting purposes. Where a shorter retention period is appropriate, we will delete or anonymise data once it is no longer needed for the original purpose.
When deciding how long to keep data, we consider the nature and sensitivity of the information, the potential risk of harm from unauthorised use or disclosure, the purposes for which we process it, and the applicable legal requirements.
After the relevant retention period has expired, we will securely delete or anonymise your personal data.
Data Security
We take appropriate technical and organisational measures to protect your personal data against accidental loss, unauthorised access, alteration, or disclosure. These measures include limiting access to personal data to those employees, contractors, and processors who need it for legitimate business purposes, and requiring them to process your information only on our instructions and subject to a duty of confidentiality.
While we endeavour to protect your data, no system can be completely secure. We therefore cannot guarantee absolute security of information transmitted to or by us.
International Transfers
Where we use service providers or systems that involve transferring personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place, such as recognised adequacy regulations or standard contractual clauses, to provide an equivalent level of protection for your data.
Your Data Protection Rights
You have a number of rights in relation to your personal data, subject to certain conditions and exemptions under data protection law. These include the right to:
Access your personal data and obtain a copy of the information we hold about you.
Request correction of inaccurate or incomplete personal data.
Request deletion of your personal data where there is no good reason for us to continue processing it, for example where the data is no longer needed for the original purpose.
Object to the processing of your personal data where we rely on legitimate interests, including profiling based on those interests, and we will consider your objection against our own legitimate grounds.
Request restriction of processing of your personal data in certain circumstances, for example while we verify its accuracy or consider an objection you have raised.
Request the transfer of your personal data to you or to another organisation in a commonly used, machine-readable format, where technically feasible and where the processing is based on consent or contract and carried out by automated means.
Withdraw consent at any time where we rely on your consent for specific processing activities. Withdrawal of consent does not affect the lawfulness of processing carried out before you withdraw it.
You also have the right to lodge a complaint with the relevant data protection authority if you believe that your rights have been infringed. We would encourage you to contact us first so that we can address any concerns directly.
Children's Data
Our services are intended for adults and business users. We do not knowingly collect personal data relating to children. If you believe that a child has provided us with personal information, please contact us so that we can remove it where appropriate.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or services. Any significant changes will be explained in an updated version of this document. The date of the most recent revision will be indicated within the policy or made clear when provided.
By continuing to use our services after any changes take effect, you acknowledge the updated Privacy Policy as it applies to all Man with Van Aperfield customers in our service area.
