Man and a Van Elephant and Castle Privacy Policy
This Privacy Policy explains how Man and a Van Elephant and Castle collects, uses, stores and protects personal data relating to customers in the Elephant and Castle area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018.
This Privacy Policy applies to all Man and a Van Elephant and Castle customers and prospective customers in the Elephant and Castle area, including anyone who makes an enquiry, requests a quote, books our services, or otherwise interacts with us in relation to our man and van services.
Data controller
For the purposes of data protection law, Man and a Van Elephant and Castle is the data controller in respect of the personal data we collect and use about you. This means we decide why and how your personal data is processed when you use our services in the Elephant and Castle area.
Personal data we collect
We collect and process different types of personal data depending on how you interact with us. This may include:
Identification and contact data such as your name, address, collection and delivery addresses, and general location in the Elephant and Castle area, as well as any other contact details you choose to provide such as messaging usernames or postal addresses.
Service and booking data such as details of your enquiry, items to be moved, property access information, preferred dates and times, journey details, estimates, quotes, booking confirmations, job notes and any special instructions you provide.
Communication data such as details of communications between you and us, including enquiries, complaints, feedback and any correspondence about our services.
Payment related data such as the date and time of payments, amounts, payment method and an internal record of invoices and receipts. We do not store full card details if a third-party payment processor is used, but we may hold limited information needed for accounting and verification purposes.
Technical and usage data such as basic information about how you interact with any online contact methods we use, for example timestamps and basic device or browser information where this is logged automatically for security, troubleshooting or analytics purposes.
How we collect your data
We collect personal data directly from you when you contact us for a quote, book a service, provide instructions, request information, give feedback, or communicate with us about a job.
We may also receive personal data indirectly from third parties when you authorise another person or business to arrange a service on your behalf, for example an estate agent, landlord, or other intermediary that provides us with your contact details and service requirements.
Lawful basis for processing
We only process your personal data where we have a lawful basis under data protection law. Depending on the situation, we rely on one or more of the following lawful bases:
Contract: We process personal data to take steps at your request before entering into a contract and to perform our contract with you. This includes providing quotes, managing bookings, carrying out moves, communicating with you about your booking, and handling payments.
Legitimate interests: We process personal data where it is necessary for our legitimate business interests and where your rights and freedoms do not override those interests. This includes managing our business operations, improving our services, keeping records, protecting our staff and property, preventing misuse of our services, and handling queries or disputes.
Legal obligation: We process certain personal data to comply with legal and regulatory obligations, such as accounting, tax reporting, and responding to lawful requests from public authorities.
Consent: In limited circumstances we may rely on your consent, for example if we wish to use your details for optional marketing communications that go beyond what is necessary for the performance of our contract and our legitimate interests. 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, respond to your enquiries, and manage your bookings.
To plan, schedule and carry out man and van services in the Elephant and Castle area and beyond.
To communicate with you before, during and after your move, including confirming arrangements, handling changes, and resolving issues.
To process payments, issue invoices, maintain accounting records and manage our finances.
To manage our relationship with you, including handling complaints, feedback and aftercare.
To improve our services, train staff, and keep internal records of the work we carry out in the Elephant and Castle area.
To meet legal and regulatory requirements and to protect our rights, property and safety and that of our staff, customers and the public.
Data sharing and processors
We may share your personal data with trusted third parties that act as data processors on our behalf. These processors only process your personal data on our documented instructions and are required to keep it secure and confidential. They may include:
IT and hosting providers that store data and enable us to operate our systems and communications.
Payment service providers that process transactions and payments for our services.
Professional advisers such as accountants or legal advisers who assist us in meeting our legal obligations and running our business.
We may also share personal data with other independent data controllers where necessary, for example with law enforcement agencies, regulators, or public authorities when we are legally required to do so, or with another service provider where you request or authorise this.
We do not sell your personal data.
Data retention
We keep your personal data only for as long as is reasonably necessary for the purposes set out in this Privacy Policy and to meet legal, regulatory, tax and accounting requirements.
In general, we keep basic customer and booking records for a minimum period required by law for tax and accounting purposes, after which data is securely deleted or anonymised unless it is still needed in connection with ongoing queries, disputes or legal claims.
Where we process personal data based solely on your consent and we no longer have any other lawful basis to retain it, we will delete it if you withdraw your consent.
International transfers
Where we use third-party service providers that store or process personal data outside the United Kingdom or the European Economic Area, we ensure that appropriate safeguards are in place to protect your data in accordance with data protection law. These safeguards may include standard contractual clauses or other lawful transfer mechanisms.
How we protect your data
We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction or damage. These measures include access controls, secure storage, data minimisation, staff awareness and regular review of our safeguards. While no system can be completely secure, we work to protect your information in a manner that is consistent with legal requirements and good industry practice.
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 a Van Elephant and Castle customers in the Elephant and Castle area, subject to certain legal limitations and exemptions. Your rights include:
Right of access: You can request confirmation of whether we hold personal data about you and request a copy of that data.
Right to rectification: You can ask us to correct any inaccurate or incomplete personal data we hold about you.
Right to erasure: In certain circumstances you can request that we delete your personal data, for example where it is no longer needed for the original purposes and we have no legal reason to retain it.
Right to restriction of processing: You can ask us to restrict how we use your personal data in certain situations, for example while we consider a request to rectify or erase your data.
Right to data portability: In some cases you can request that we provide you with your personal data in a structured, commonly used, machine readable format and that we transfer it to another controller where this is technically feasible.
Right to object: You can object to processing based on our legitimate interests, in which case we will stop processing unless we have compelling legitimate grounds to continue or we need the data for legal claims.
Right to withdraw consent: Where we rely on your consent, you can withdraw it at any time. This will not affect the lawfulness of processing carried out before you withdrew consent.
Exercising your rights and complaints
If you wish to exercise any of your data protection rights in connection with our services in the Elephant and Castle area, you can contact us using the contact details you normally use for our business. We may need to verify your identity before responding to your request.
You also have the right to lodge a complaint with the UK data protection authority if you have concerns about how we handle your personal data. We encourage you to contact us first so that we can try 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 services, legal requirements or data protection practices. Any updated version will apply to all Man and a Van Elephant and Castle customers in the Elephant and Castle area from the date it is made available. You should review this Privacy Policy periodically to stay informed about how we handle your personal data.
