Privacy Policy

Man With a Van Wapping Privacy Policy

This Privacy Policy explains how Man With a Van Wapping collects, uses, stores and protects personal data relating to its customers and prospective customers. It applies to all Man With a Van Wapping customers in the Wapping area and surrounding locations who contact us, request a quote, make a booking, or use our services in any way.

Data Controller

For the purposes of UK data protection law and the UK General Data Protection Regulation, Man With a Van Wapping is the data controller in respect of the personal data that we collect and process about you. This means we decide how and why your personal data is used and are responsible for ensuring that it is handled lawfully.

Personal Data We Collect

We only collect personal data that is necessary for the provision and administration of our services. The categories of data we may collect include:

Identification and contact details such as your name, postal address, collection and delivery addresses, and any other location details relevant to a move or transport job.

Communication details such as your preferred method of contact and the content of communications you send to us, including enquiries, instructions, feedback or complaints.

Booking and service information such as the date and time of your booking, type and size of job, access information, special handling requirements, and related notes required to deliver the service safely and efficiently.

Payment related information such as amounts charged, payment status and basic transaction references. We do not store full card details if card payments are processed via third party payment providers.

Technical information where relevant, such as the date and time you contacted us online, and basic device or browser information that may be collected by our website for security and performance purposes.

How We Collect Your Data

We collect personal data directly from you when you contact us by phone, online form, messaging service, or in person, when you request a quote, confirm a booking, or communicate with us about an existing or completed job. We may also collect information that you provide when you leave a review or provide feedback about our services.

Limited data may be generated by our internal systems, for example job reference numbers, invoice numbers, and internal notes made by our staff to help us manage your booking.

Lawful Basis for Processing

We will only process your personal data where we have a lawful basis to do so under data protection law. We rely on the following lawful bases:

Contract: We process your personal data to take steps at your request before entering into a contract and to perform our contract with you. This includes providing quotes, confirming bookings, scheduling work, completing moves or transport jobs, and handling related administration and payments.

Legal obligation: We process certain data where we are required to do so in order to comply with legal and regulatory obligations, for example record keeping for tax and accounting purposes.

Legitimate interests: We may process your personal data where it is necessary for our legitimate business interests and these interests are not overridden by your rights. This includes managing and improving our services, responding to enquiries, handling customer feedback, and maintaining appropriate records of our operations.

Consent: Where required by law, we will obtain your consent before sending certain types of direct marketing communications, or before using optional cookies or similar technologies on our website. You have the right to withdraw your consent at any time.

How We Use Your Personal Data

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

To provide our services including giving quotes, planning and completing moves or deliveries, and communicating with you about your booking.

To manage customer relationships including responding to enquiries, rescheduling bookings where required, and dealing with comments, reviews or complaints.

To process payments and issue invoices, receipts and transaction records, and to manage any disputes or queries relating to payments.

To operate, evaluate and improve our business, for example by reviewing typical job types, understanding demand, training staff, or improving our processes and customer service.

To comply with legal obligations such as maintaining accounting records and cooperating with lawful requests from regulatory authorities where applicable.

Data Sharing and Processors

We may share your personal data with third parties where necessary for the purposes described in this Privacy Policy and where permitted by law. These third parties may act as data processors on our behalf or as independent data controllers.

Service providers acting as processors may include payment processing providers, IT and system support providers, routing or scheduling tools, accountancy or bookkeeping services, and secure data storage providers. We only engage processors that provide sufficient guarantees to implement appropriate technical and organisational measures to protect your personal data.

We may share limited and relevant information with individual drivers or subcontractors involved in carrying out your move or transport job, but only to the extent necessary for them to perform the work safely and effectively, such as your name, contact details, and collection and delivery addresses.

We may also disclose personal data where required by law or where necessary to establish, exercise or defend legal claims, for example to law enforcement authorities, courts, or professional advisers.

We do not sell your personal data to third parties.

Data Retention

We keep personal data only for as long as is necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting or reporting requirements.

In general, customer booking records and related financial information are retained for a period required by tax and accounting laws, after which they are securely deleted or anonymised. Routine enquiries that do not lead to a booking may be kept for a shorter period, sufficient to handle follow up questions or repeat contact.

Where we rely on your consent for specific processing, we will retain the data for as long as your consent remains valid, or until you withdraw it, unless a longer retention period is required or permitted by law.

Data Security

We take appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, destruction or damage. These measures may include restricted access to systems and records, secure storage of documents, staff training, and procedures to deal with suspected data breaches.

While we take reasonable steps to safeguard your information, no system can be guaranteed as completely secure. We encourage you to take care when sharing personal data and to notify us promptly if you suspect any misuse of your information in connection with our services.

International Transfers

In the ordinary course of providing our services, your personal data is primarily processed within the United Kingdom. If we use service providers located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent mechanisms recognised by UK data protection law, to protect your data.

Your Data Protection Rights

Under UK data protection law, you have a number of rights in relation to your personal data. These rights are subject to certain conditions and exemptions, but generally include:

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

The right to rectification: You can ask us to correct inaccurate personal data or complete information that is incomplete.

The right to erasure: In certain circumstances, you can request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected and we have no legal reason to retain it.

The right to restrict processing: You can ask us to restrict the use of your data in certain situations, for example while we investigate a concern you have raised about its accuracy or our use of it.

The right to data portability: Where our processing is based on your consent or on a contract and is carried out by automated means, you may have the right to receive your personal data in a structured, commonly used and machine readable format and to transmit it to another controller.

The right to object: You can object to our processing of your personal data where we rely on legitimate interests as our lawful basis, including any direct marketing activities.

The right to withdraw consent: Where we rely on your consent to process personal data, you can withdraw that consent at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.

Complaints

If you have any concerns about how we handle your personal data, you are encouraged to contact us in the first instance so that we can try to resolve the issue. You also have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or other factors. Any updates will take effect from the date they are published. We encourage you to review this Privacy Policy periodically to stay informed about how we handle personal data.

This Privacy Policy applies to all customers and prospective customers of Man With a Van Wapping in the Wapping area and surrounding locations who use or consider using our services.