Man with Van Crook Log Privacy Policy
This Privacy Policy explains how Man with Van Crook Log collects, uses, stores and protects personal data relating to its customers in the service area. It also describes the lawful bases relied upon under the UK General Data Protection Regulation and the EU General Data Protection Regulation, the periods for which personal data is retained, the use of data processors, and the rights that individuals have in relation to their personal data.
This Privacy Policy applies to all Man with Van Crook Log customers in the area who request or use our services, including enquiries, quotations, bookings and completed moves or transport services.
Data Controller
For the purposes of data protection laws, Man with Van Crook Log is the data controller in respect of personal data collected and processed in connection with the provision of our services. As data controller, we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing complies with applicable data protection legislation.
Personal Data We Collect
We only collect personal data that is relevant and necessary to provide our services and to manage our relationship with customers. The types of personal data we may collect include:
Identification and contact details such as name, postal address, service address, billing address, and general location in the area, as well as contact details such as email address and any other contact channels you choose to use when communicating with us.
Service and booking information such as details of the items to be moved or transported, access information for collection and delivery locations, preferred dates and times, and any additional instructions or notes you choose to provide.
Payment and transaction information such as the amount charged, payment method used, payment status and invoice or receipt details. We do not store full payment card details where payments are processed through third party providers.
Communication records such as enquiry details, quotation requests, feedback you provide, and records of communications with us by phone, online forms, messages or other communication channels.
Technical data such as basic device or browser information and logs generated when you interact with our website or digital services, where this is necessary for security, troubleshooting or improving our services.
Lawful Bases for Processing
We process personal data only where we have a valid lawful basis under data protection law. Depending on the context, we may rely on one or more of the following lawful bases:
Contract: We process personal data when it is necessary to enter into and perform a contract with you, or to take steps at your request before entering into a contract. This includes processing required to provide quotations, confirm bookings, deliver moving and transport services, and handle payments.
Legal obligation: Certain processing is carried out to comply with legal obligations, such as record keeping, tax and accounting requirements, or responding to requests from competent authorities where we are legally required to do so.
Legitimate interests: We may process personal data where it is necessary for our legitimate interests or those of a third party, provided that these interests are not overridden by your rights and freedoms. This may include improving our services, preventing fraud, ensuring the security of our operations and establishing, exercising or defending legal claims.
Consent: In certain limited situations, we may rely on your consent, for example for specific types of optional communication or where consent is required for particular forms of data processing. Where processing is based on consent, you can withdraw your consent at any time.
How We Use Personal Data
We use the personal data we collect for the following purposes:
To provide and manage our services, including responding to enquiries, preparing quotations, confirming and managing bookings, planning and carrying out moves and transport services, and issuing invoices or receipts.
To communicate with you, including sending service related messages such as booking confirmations, changes to arrangements, and important information about your move or transport service.
To manage our business operations, including internal administration, accounting and financial management, quality assurance, and monitoring of service performance.
To ensure security and prevent misuse, including detecting and preventing fraud or other unlawful activities, and protecting the safety of our staff, customers and property.
To comply with legal and regulatory obligations, including record keeping, responding to lawful requests and cooperating with competent authorities where required.
To handle complaints and disputes, including investigating and responding to concerns, and establishing, exercising or defending legal claims.
Data Processors and Sharing of Personal Data
We may share personal data with carefully selected third parties where this is necessary for the purposes described in this Privacy Policy, and where appropriate contractual safeguards are in place. These third parties act as data processors or, in some cases, as independent controllers.
Data processors are service providers who process personal data on our behalf and under our instructions. This may include providers of payment processing services, accounting or bookkeeping services, vehicle tracking or logistics tools, cloud storage or hosting services, and IT support and maintenance services.
Where processors are engaged, we ensure that they only process personal data in accordance with our documented instructions, implement appropriate technical and organisational measures to protect personal data, and are bound by confidentiality obligations.
In some circumstances, personal data may be shared with professional advisers such as legal or tax advisers, and with public authorities or law enforcement agencies when we are required to do so by law or in order to protect our rights or the rights of others.
We do not sell personal data to third parties.
International Transfers
If any of our processors or service providers are located outside the United Kingdom or the European Economic Area, or store data in other countries, we will ensure that appropriate safeguards are in place for any international transfer of personal data. These safeguards may include the use of standard contractual clauses or other mechanisms approved under applicable data protection laws, together with additional measures where required.
Data Retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying legal, accounting or reporting requirements.
In general, we retain basic customer and transaction information for a period that allows us to respond to any questions about the services provided, meet tax and accounting obligations, and protect our legal rights. Communications and booking records may be retained for similar periods.
When personal data is no longer required for the purposes described in this Privacy Policy, we will either securely delete it or anonymise it so that it can no longer be associated with an identified individual.
Data Security
We take appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures are designed to provide a level of security appropriate to the risks presented by the processing, taking into account the nature of the personal data and the context in which it is used.
While we strive to protect personal data, no system can be completely secure. We therefore cannot guarantee the absolute security of information transmitted or stored electronically, but we work continuously to reduce risks and respond to potential incidents.
Your Data Protection Rights
Under data protection laws, individuals whose personal data we process have a number of rights in relation to their personal data. These rights apply to all Man with Van Crook Log customers in the area, subject to any limitations or exemptions provided for by law.
Right of access: You have the right to request confirmation as to whether we process your personal data and, where we do, to receive a copy of that data together with certain information about how it is processed.
Right to rectification: You have the right to request that inaccurate personal data be corrected and incomplete data completed.
Right to erasure: In certain circumstances, you have the right to request the deletion of your personal data, for example where the data is no longer necessary for the purposes for which it was collected or where processing is based on consent and you withdraw that consent.
Right to restriction of processing: You have the right in some cases to request that the processing of your personal data be restricted, for example while we verify the accuracy of data or assess an objection you have raised.
Right to object: You have the right to object to processing based on our legitimate interests, on grounds relating to your particular situation. We will stop such processing unless we can demonstrate compelling legitimate grounds or the processing is required for legal claims.
Right to data portability: Where processing is based on consent or on a contract and 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 request that it be transmitted to another controller where technically feasible.
Right to withdraw consent: Where processing relies on your consent, you have the right to withdraw that consent at any time. This does not affect the lawfulness of processing carried out before consent was withdrawn.
To exercise any of these rights, or if you have questions about how we handle personal data, you may contact us using the details provided in our service communications or on our usual customer contact channels.
Complaints
If you have concerns about our use of your personal data, we encourage you 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 authority, such as the Information Commissioner in the United Kingdom, if you believe that your data protection 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, our data processing practices or applicable law. When we make significant changes, we will take reasonable steps to inform customers, for example by updating the policy on our website or in service communications. The date of the most recent update will be indicated within the policy, and the updated version will apply to all processing of personal data from the date it is published.
