Man and Van Elephant and Castle Privacy Policy

This Privacy Policy explains how Man and Van Elephant and Castle collects, uses, stores, and protects personal data about its customers and prospective customers. It applies to all individuals who request, use, or enquire about our man and van services within Elephant and Castle and the surrounding area, whether online, by phone, or in person.

We are committed to complying with the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy describes the types of personal data we process, the lawful bases we rely on, how long we keep your information, how we share it, and the rights you have in relation to your personal data.

Data We Collect

We collect and process the following categories of personal data, where relevant to providing our services:

Identification and contact details such as name, postal address, collection and delivery addresses, and any additional contact information you voluntarily provide when making an enquiry or booking.

Booking and service details such as date and time of the move, type and size of the job, access information for properties, special handling instructions, and any notes required to carry out the service safely and efficiently.

Communication records such as details of enquiries, quotes, confirmations, and other correspondence relating to our services.

Payment related information such as payment confirmation details and basic billing information. We do not store full payment card details. Where card payments are taken, they are processed securely by payment processors acting on our behalf.

Technical and usage information such as basic device or browser information and pages visited if you access our website. This may be collected through cookies or similar technologies, primarily to support the functioning and security of the website and to understand how it is used.

Any other information you choose to provide such as feedback or testimonials about our service, or additional instructions and information you consider relevant to your booking.

Lawful Basis for Processing

We only process personal data where there is a lawful basis under data protection law. Depending on the context, we rely on one or more of the following lawful bases:

Contract: We process your personal data where it is necessary to enter into a contract with you or to perform a contract for man and van services. This includes handling enquiries, providing quotes, confirming bookings, carrying out the move, taking payment, and communicating with you about your booking.

Legal obligation: We may process personal data where it is necessary to comply with legal or regulatory requirements, such as tax laws, accounting rules, or obligations to law enforcement where required.

Legitimate interests: We may process personal data where it is necessary for our legitimate business interests, provided these are not overridden by your rights and freedoms. Examples include improving our services, keeping records of past work, managing risk, and responding to queries, complaints, or potential disputes.

Consent: In limited circumstances, we may rely on your consent, for example for certain types of direct marketing communications. Where we rely on consent, you have the right to withdraw it at any time, and we will explain how you can do this at the time we obtain your consent.

How We Use Your Personal Data

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

To respond to enquiries, provide quotes, and advise on our services.

To create and manage bookings, plan routes, allocate vehicles and personnel, and carry out man and van services in Elephant and Castle and the surrounding area.

To process payments, manage invoices, and maintain accounting and financial records.

To communicate with you about your booking, including confirmations, changes, and follow up communications related to the service.

To manage our business operations, including quality control, training, and service improvement.

To handle feedback, complaints, and disputes, and to establish, exercise, or defend legal claims.

To comply with legal and regulatory requirements.

Data Sharing and Processors

We may share your personal data with third parties where necessary and appropriate, in line with this Privacy Policy and applicable law. These third parties act as data processors or, in some cases, as independent data controllers.

Service providers and contractors: We may share personal data with trusted third parties who help us deliver our services, such as vehicle hire companies, additional labour providers, and administrative or IT support services. These parties are required to handle your data securely and only in accordance with our instructions.

Payment processors: Where we use third party payment processing services, they process limited personal and transaction data on our behalf to complete payments securely. We do not store your full payment card details.

Professional advisers: We may share data with accountants, legal advisers, or insurers where necessary for accounting, legal, insurance, or dispute resolution purposes.

Authorities and law enforcement: We may be required to share information with regulatory or law enforcement authorities where we are legally obliged to do so.

We do not sell your personal data to third parties. Any third party that processes your data on our behalf is required to implement appropriate technical and organisational measures to protect it.

Data Retention

We keep personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy, and to meet any legal, accounting, or reporting requirements. Retention periods may vary depending on the type of data and the context in which it was collected.

Booking and service records are generally retained for a period that allows us to respond to queries, manage potential disputes, and meet tax and accounting obligations. After this period, data is securely deleted or anonymised unless a longer retention period is required by law or is necessary in connection with an ongoing legal matter.

Enquiry records for potential customers who do not proceed with a booking are retained only for a limited period, to manage follow up communications and business records, after which they are deleted or anonymised.

Where we rely on consent for specific marketing communications, we will retain your contact details for this purpose until you withdraw your consent or object to further communication. We may still retain limited information to record that you have opted out.

International Transfers

Where we use service providers or systems that are located outside the United Kingdom or the European Economic Area, we take steps to ensure that your personal data is given an equivalent level of protection. This may include using standard contractual clauses or relying on other safeguards permitted under data protection law.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all Man and Van Elephant and Castle customers and prospective customers in Elephant and Castle and the surrounding area, subject to certain legal limitations and conditions.

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

Right to rectification: You have the right to request correction of any inaccurate or incomplete personal data we hold about you.

Right to erasure: In certain circumstances, you may have the right to request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected or where you withdraw consent and there is no other lawful basis for processing.

Right to restriction: You may have the right to request that we restrict the processing of your personal data in certain situations, such as where you contest its accuracy or object to its processing.

Right to object: You have the right to object to processing based on our legitimate interests, and to object at any time to the use of your personal data for direct marketing.

Right to data portability: In some cases, you may have the right to receive personal data you have provided to us in a structured, commonly used, machine readable format, and to request that we transmit that data to another controller where technically feasible.

Where we rely on consent as a lawful basis, you have the right to withdraw your consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before consent was withdrawn.

Security of Your Data

We take the security of personal data seriously and implement appropriate technical and organisational measures to protect it from unauthorised access, loss, misuse, or disclosure. Measures may include physical safeguards, access controls, secure storage, and staff awareness and training. While we strive to protect your data, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any changes will take effect when the updated policy is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we handle personal data for our customers in Elephant and Castle and the surrounding area.