Man with Van Soho Privacy Policy
This Privacy Policy explains how Man with Van Soho collects, uses, stores and protects personal data when providing moving and transport services to customers in the Soho area. It also describes your rights under the UK General Data Protection Regulation and related data protection laws. This Privacy Policy applies to all Man with Van Soho customers located in or requesting services in the Soho area.
Who We Are and Scope of This Policy
Man with Van Soho is a local moving and transport service provider operating in the Soho area. In this Privacy Policy, references to we, us or our refer to the business operating as Man with Van Soho. We act as the data controller for the personal data we collect from you in connection with our services.
This Privacy Policy applies whenever we collect personal data from customers or prospective customers in the Soho area, including when you contact us, request a quote, make a booking, or use our moving and transport services.
Personal Data We Collect
The type of personal data we collect will depend on how you interact with us and the services you request. We may collect and process the following categories of data:
Identification and contact details, such as your name, home or business address, service pick up and drop off addresses, and any other address details you provide for the move.
Communication details, such as your preferred contact method and the content of communications you send to us, including enquiries, booking details and any feedback or complaints.
Service and booking information, such as details of the services you request, date and time of your move, inventory or description of items to be moved, access information for properties, and any special instructions you provide.
Payment and transaction data, such as the amount charged, payment status, date and time of payment, and method of payment. We do not store full payment card details if you pay using a secure third party payment processor.
Technical and usage data, if you interact with us online, which may include basic information about your device, browser type and pages visited, where this is necessary for the operation and security of our website or booking tools.
How We Collect Personal Data
We collect personal data directly from you when you get in touch or use our services, including when you contact us to request a quote, provide details needed for a booking or move, communicate with our team by phone, online form, or other channels, confirm or amend a booking, or provide feedback or make a complaint.
We may also receive personal data indirectly when another person books services on your behalf, or when another customer provides your details for contact at a property related to a move.
Lawful Basis for Processing Your Data
We will only use your personal data where we have a lawful basis to do so under data protection law. Depending on the circumstances, we may rely on the following lawful bases:
Contract. We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes, confirming bookings, delivering moving and transport services, handling payments, and dealing with queries about your booking.
Legal obligation. We may process certain personal data where necessary to comply with legal obligations, for example record keeping, accounting, tax obligations, or responding to lawful requests from public authorities.
Legitimate interests. We may process personal data where it is necessary for our legitimate business interests and those interests are not overridden by your rights and freedoms. This can include managing and improving our services, ensuring the security of our operations, preventing fraud, and maintaining business records.
Consent. In some situations we may ask for your consent to use your personal data for a specific purpose not covered by the bases above. Where we rely on consent, you are free to withdraw it at any time, although this will not affect the lawfulness of processing based on consent before it was withdrawn.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide quotes and manage bookings, including assessing your service requirements, preparing and issuing quotes, confirming bookings, and updating you about any changes to your booking.
To deliver moving and transport services, including planning routes, arranging vehicles and staff, accessing properties at the agreed times and addresses, and completing the move in line with your instructions.
To communicate with you, including responding to enquiries, sending booking confirmations and reminders, handling rescheduling or cancellations, and communicating about any issues during the service.
To process payments and manage accounts, including billing, payment collection, issuing receipts or invoices, and maintaining accounting and financial records.
To improve and manage our business, including monitoring service quality, training staff, managing risk, handling insurance queries in relation to damage or loss, and keeping internal records of jobs carried out in the Soho area.
To comply with legal and regulatory requirements, including responding to lawful requests, resolving disputes, and enforcing our terms and conditions.
Data Retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements. The length of time we keep your data will vary depending on the type of data and our legal obligations.
Booking and service records relating to your moves in the Soho area are generally kept for a period necessary to handle any queries, complaints, or claims that may arise after the service. Financial and transaction records are typically retained for a longer period to comply with accounting and tax laws.
When we no longer need your personal data, we will delete it or anonymise it so that it can no longer be associated with you.
Data Sharing and Processors
We may share your personal data with carefully selected third parties when this is necessary for the purposes described in this Privacy Policy and when permitted by law.
Service providers acting as data processors may assist us with functions such as secure payment processing, vehicle and route management tools, business administration, and information technology services. These providers are only allowed to process your personal data in accordance with our instructions and must protect it in line with applicable data protection laws.
Professional advisers such as accountants, insurers, or legal advisers may receive certain information where this is necessary in connection with accounting, insurance matters, or the establishment, exercise or defence of legal claims.
Public authorities or law enforcement agencies may receive personal data where we are legally required to disclose it, or where disclosure is necessary to protect our rights, your safety, or the safety of others.
We do not sell your personal data to third parties.
International Transfers
Where we use service providers located outside the United Kingdom or the European Economic Area, your personal data may be transferred internationally. In such cases we will ensure that appropriate safeguards are in place to protect your data in accordance with data protection laws, for example by using standard contractual clauses or equivalent protections required by law.
Data Security
We take reasonable technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include limiting access to personal data to those staff and processors who need it for the performance of their duties, and requiring them to keep it confidential.
While we strive to protect your personal data, no system can be completely secure. You should take care when providing personal data and ensure that communications you send to us are transmitted securely where possible.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions. These include the right to:
Access your personal data and receive a copy of the information we hold about you.
Request correction of inaccurate or incomplete personal data.
Request erasure of your personal data where there is no good reason for us to continue processing it, for example where it is no longer needed for the purpose for which it was collected.
Object to the processing of your personal data where we are relying on legitimate interests and you believe your rights override those interests.
Request restriction of processing of your personal data in certain circumstances, for example if you contest the accuracy of the data.
Request the transfer of your personal data to you or to another organisation where technically feasible, in circumstances where the processing is based on consent or contract and carried out by automated means.
Withdraw consent where we rely on consent to process your personal data. Withdrawing consent will not affect the lawfulness of processing carried out before withdrawal.
If you wish to exercise any of these rights in relation to data we hold about you as a Man with Van Soho customer in the Soho area, you can contact us using the contact options you used to arrange your service.
Complaints
If you have concerns about how we handle your personal data, we encourage you to contact us first so we can try to resolve the issue. You also have the right to lodge a complaint with a supervisory authority responsible for data protection if you believe your rights have been infringed.
Changes to This Privacy Policy
We may update 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 apply to all new bookings and services provided after the date the revised Privacy Policy comes into effect. We recommend that you review this Privacy Policy periodically to stay informed about how we protect your personal data as a Man with Van Soho customer in the Soho area.
