Man With a Van Teddington Privacy Policy

This Privacy Policy explains how Man With a Van Teddington collects, uses, stores, shares, and protects your personal data. It applies to all Man With a Van Teddington customers and prospective customers located in and around the Teddington area who contact us, request a quote, or use our services.

We are committed to complying with the UK General Data Protection Regulation, the Data Protection Act 2018, and other applicable data protection laws. This policy is intended to provide clear and transparent information about our data processing activities and your rights.

Who we are

Man With a Van Teddington is a local service provider offering transport, removals, and related services in the Teddington area. For the purposes of data protection law, we are the controller of the personal data we collect and process about you in connection with our services.

Personal data we collect

We may collect and process the following categories of personal data when you interact with us or use our services:

Identification and contact details: name, address, service address, billing address, and preferred contact details such as telephone number and other contact channels you choose to use.

Service information: details about the services you request, dates and times of bookings, pick up and drop off locations, access information relevant to the move, property type, and any special instructions you provide.

Communication records: information contained in enquiries, quotations, confirmations, feedback, complaints, and any other communications you send to us, including the date, time, and content of those messages.

Payment and billing information: limited payment related information as necessary to confirm that a payment has been made, such as payment method and transaction references. We do not store full card details when third party payment processors are used.

Usage and technical information: basic technical and usage data automatically collected when you visit our online pages, such as IP address, device type, and basic browsing information, where this is necessary for security, fraud prevention, or service improvement.

How we collect your data

We collect personal data directly from you when you:

Contact us to request information, a quote, or to make a booking.

Provide details needed for us to perform a removal or transport service.

Communicate with us before, during, or after your booking.

Make a payment or request an invoice or receipt.

Visit our online pages or interact with any online forms or tools we may provide.

We may also receive personal data about you from third parties where this is necessary for our services, for example from a person who books a service on your behalf or provides your details as a contact person.

Lawful bases for processing

We process your personal data only where we have a lawful basis under data protection law. Depending on the circumstances, we rely on the following lawful bases:

Contract: we process data to enter into and perform a contract with you, including providing quotes, arranging bookings, carrying out removals and transport, and managing payments, cancellations, and follow up communications.

Legal obligation: we process data where necessary to comply with our legal obligations, such as accounting, taxation, record keeping, and responding to lawful requests from authorities.

Legitimate interests: we process data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This includes managing and improving our services, preventing fraud, maintaining security, handling customer enquiries and complaints, and keeping basic records of past work.

Consent: in certain situations, we may ask for your consent, for example for specific marketing communications. Where we rely on consent, you can withdraw it at any time.

How we use your personal data

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

To provide quotes and estimates for our services.

To confirm and manage bookings, including scheduling and route planning.

To deliver our services at the agreed locations and times.

To communicate with you about your booking, including updates and changes.

To manage payments, invoices, and receipts.

To respond to your questions, feedback, or complaints.

To maintain internal records of services provided and past jobs.

To improve our services, operations, and customer experience.

To comply with our legal, regulatory, and insurance obligations.

Data sharing and processors

We do not sell your personal data. We share your personal data only when necessary and only with trusted parties who are required to protect it.

Service providers and processors: we may share data with third party providers who process data on our behalf, such as payment processors, accountancy and bookkeeping providers, IT and hosting providers, and providers of communication or scheduling tools. These processors are only allowed to use your data in accordance with our instructions and for the purposes we specify.

Professional advisers and insurance providers: we may share data with our professional advisers, such as accountants, legal advisers, or insurance providers, when necessary to obtain professional services or manage claims.

Authorities and law enforcement: we may disclose data where required by law, regulation, court order, or where necessary to protect our rights, property, or safety, or that of our customers or others.

If we use any additional processors or materially change our data sharing practices, we will update this Privacy Policy to reflect those changes where appropriate.

International transfers

Our primary operations are based in the United Kingdom. If any of our service providers or IT systems are located outside the UK or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data, such as the use of approved standard contractual clauses or other legally recognised mechanisms.

Data retention

We keep your personal data only for as long as it is necessary to fulfil the purposes described in this Privacy Policy, or as required by law or regulation.

In general, we retain:

Booking and service records, including basic contact details and job information, for a period that allows us to respond to queries, manage any disputes or claims, and comply with tax and accounting rules.

Financial records and related personal data for the period required under applicable tax and accounting laws.

General enquiries and communications not leading to a booking for a reasonable period so we can respond and maintain continuity of communication.

When personal data is no longer needed, we will either delete it securely or anonymise it so that it no longer identifies you.

How we protect your data

We take appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures include restricting access to personal data to those who need it for their role, using secure systems and storage methods, and maintaining safeguards to help protect against common security risks. While no system can be completely secure, we work to ensure that your data is handled in a careful and responsible way.

Your data protection rights

Under data protection laws, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions:

Right of access: you can ask us for confirmation of whether we process your personal data and request a copy of the data we hold about you.

Right to rectification: you can ask us to correct or complete personal data that is inaccurate or incomplete.

Right to erasure: in certain situations, you may request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected and we are not required to keep it for legal reasons.

Right to restriction of processing: you may ask us to restrict the processing of your data in certain circumstances, for example while we investigate a concern about accuracy or our use of your data.

Right to object: you may object to processing based on our legitimate interests, including certain forms of direct marketing, and we will stop processing unless we have compelling legitimate grounds that override your interests or we need to continue processing for legal reasons.

Right to data portability: in certain circumstances, you can request that we provide your personal data in a structured, commonly used, machine readable format, or ask us to transmit it to another organisation where technically feasible.

Where we rely on consent to process your personal data, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.

Exercising your rights

If you wish to exercise any of your data protection rights or have any questions about how we handle your personal data, you can contact us using the usual communication channels that you use to reach Man With a Van Teddington. We may need to verify your identity before responding to certain requests.

You also have the right to lodge a complaint with the UK data protection authority if you are concerned about the way we handle your personal data. We encourage you to contact us first so that we can try to resolve any concerns directly.

Updates to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, operations, or legal requirements. Any updated version will be made available through our usual communication channels, and the updated policy will take effect from the date it is published. We encourage you to review this Privacy Policy periodically to stay informed about how we use your personal data.