Privacy Policy
Man with Van Coombe Privacy Policy
This Privacy Policy explains how Man with Van Coombe collects, uses, stores, and protects personal data of its customers and prospective customers. It applies to all Man with Van Coombe customers and individuals enquiring about our services in our service area.
We are committed to complying with the UK General Data Protection Regulation and all applicable data protection laws. This Policy is designed to give you clear and transparent information about what we do with your personal data.
Who this Privacy Policy applies to
This Privacy Policy applies to individuals who use or request our man and van, removals, or related services, as well as people who contact us with enquiries, request quotations, or otherwise interact with Man with Van Coombe in our service area. By providing your personal data to us, you acknowledge that you have read and understood this Privacy Policy.
Personal data we collect
We only collect personal data that is necessary for the provision of our services and to manage our relationship with you. The types of personal data we may collect include:
Identification and contact details, such as your full name, home or business address, collection and delivery addresses, and general location information relevant to your booking. Communication details, such as your preferred method of contact and the content of any communications you send to us, including quote requests, booking details, feedback, and complaints. Service and booking information, such as service type, dates and times of collection and delivery, access details at the property, parking or entry instructions, and details of items to be transported where they are relevant for planning the job. Billing and transaction information, such as amounts charged, payment status, and basic payment references. We do not store full payment card details on our own systems; these may be processed securely by payment processors acting on our behalf. Technical or usage information, such as basic details on how you use our website or digital services, including date and time of visits and pages viewed, where this is required for the operation and security of our services.
We do not intentionally collect special category data such as health information, unless it is strictly necessary to perform our services safely, and only where you choose to provide it and consent to its use for that specific purpose.
How we collect your data
We may collect personal data directly from you when you contact us by phone, text, online form, or other communication channels to request information, a quotation, or a booking. We also collect data when you confirm a service, provide access instructions, or communicate with us during or after the provision of our services.
We may collect some data automatically through our website or digital tools, such as basic technical details and usage data, in order to maintain security, improve user experience, and monitor website performance.
Lawful basis for processing your data
We process your personal data only when we have a lawful basis to do so. Depending on the context, the lawful bases on which we rely are:
Contract. We process your personal data to take steps at your request before entering into a contract and to perform a contract with you. This includes providing quotations, managing bookings, completing removals or transport services, processing payments, and communicating with you about your service.
Legitimate interests. We may process your personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This can include managing and improving our services, training staff, keeping appropriate records, responding to general enquiries, preventing fraud, and ensuring the security of our systems and vehicles.
Legal obligations. In some cases, we process personal data because we are required to do so by law. This may include tax, accounting, and record-keeping requirements, as well as responding to lawful requests from regulatory or law enforcement authorities.
Consent. Where we rely on consent, for example for certain types of marketing or where we collect optional information not necessary for your booking, we will ask you clearly for your agreement. You have the right to withdraw your consent at any time.
How we use your personal data
We may use your personal data for the following purposes:
To provide quotations, arrange and carry out man and van or removal services, and manage all aspects of your bookings. To communicate with you about your enquiry or booking, including confirming details, handling changes, resolving issues, and responding to your questions. To process payments, issue invoices, and manage our financial records related to the services we provide to you. To maintain and improve our services, including monitoring service quality, training staff, and reviewing feedback. To meet our legal and regulatory obligations, such as accounting, tax reporting, and responding to lawful information requests. To secure our operations, vehicles, and information systems.
Data sharing and processors
We may share your personal data with third parties who provide services to us or act as data processors on our behalf. These may include:
Payment service providers that securely process payments and manage transactions. IT and system providers that offer hosting, data storage, and software services essential to our operations. Administrative and professional service providers, such as accountants or external advisors, where access to limited data is necessary for their services.
These third parties are only permitted to process your personal data in accordance with our instructions and in compliance with data protection laws. They are not allowed to use your data for their own independent purposes.
We may also share data where it is required by law, for example with regulatory bodies or law enforcement agencies, or where it is necessary to protect our rights or the safety of our customers, staff, or property.
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 afforded an equivalent level of protection. This may include using standard contractual clauses or relying on other appropriate safeguards in line with data protection laws.
Data retention
We keep your personal data only for as long as is necessary for the purposes for which it was collected, including for the fulfilment of any contract with you and for meeting any legal, accounting, or reporting requirements.
In general, we retain basic customer and booking records for a defined period after the completion of our services, in order to manage any follow up queries, disputes, or legal obligations. After the relevant retention period has expired, personal data is securely deleted or anonymised so that it can no longer be linked back to you.
How we protect your data
We take reasonable and appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures include limiting access to personal data to those staff and processors who need it to perform their duties and requiring them to follow our confidentiality and data protection procedures.
Your data protection rights
Under data protection laws, you have several rights in relation to your personal data. Subject to certain conditions and exemptions, these rights include:
Right of access. You have the right to request confirmation of whether we hold personal data about you and to request a copy of that data.
Right to rectification. You have the right to ask us to correct personal data that is inaccurate or incomplete.
Right to erasure. In some circumstances, you 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 legal basis for processing.
Right to restriction of processing. You may ask us to restrict the processing of your personal data in certain situations, such as when you contest its accuracy or object to our use of it.
Right to object. You have the right to object to the processing of your personal data based on our legitimate interests, on grounds relating to your particular situation.
Right to data portability. Where processing is based on consent or contract and carried out by automated means, you may have the right to receive the personal data you have provided to us in a structured, commonly used, and machine readable format and to request that we transmit it to another controller where technically feasible.
Where we rely on consent as the lawful basis for processing your data, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal obligations. Any updated version will apply to all Man with Van Coombe customers and enquirers in our service area from the date it is made available.
Contact and complaints
If you have any questions about this Privacy Policy or how we handle your personal data, or if you wish to exercise any of your data protection rights, you can contact us using the usual contact channels shown on our website or other service information.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your data protection rights have been infringed. We invite you to contact us first so that we can try to resolve any concerns directly.
