Man with Van Arkley Privacy Policy

This Privacy Policy explains how Man with Van Arkley collects, uses, stores and protects personal data about customers and prospective customers. It also explains the rights individuals have under the UK General Data Protection Regulation and related data protection laws. This policy applies to all Man with Van Arkley customers and prospective customers in the service area.

Who We Are

Man with Van Arkley is a removals and transport service provider. In connection with providing our services, we act as a data controller. This means we decide how and why your personal data is processed when you engage with us, request a quote, book a service, or otherwise interact with us.

Personal Data We Collect

We collect and process different types of personal data, depending on how you interact with us and which services you use. This may include:

Identity and contact details such as name, title, postal address, collection and delivery addresses, and any other contact details you choose to provide.

Booking and service details such as dates and times of moves, type and size of property, access information, inventory or description of items to be moved, and special instructions relevant to the service.

Communication records such as information contained in messages you send to us, enquiries, feedback, complaints and any notes relating to your communications with us.

Billing and payment information such as details necessary to issue invoices, record payments and verify payment status. We do not store full payment card details if you pay by card through a payment processor.

Technical and usage information such as basic device or browser information, pages you view and how you interact with our online content, where such data is collected through your use of our website or other online services.

Any other information you choose to provide that is relevant to arranging or delivering our services.

How We Collect Personal Data

We collect personal data directly from you when you contact us to request a quote, make a booking, send a message, or otherwise communicate with us. We may also collect data when you use our website or online forms.

In some cases, we may receive your details from another person who is arranging services on your behalf, such as a family member, colleague, landlord or letting agent. That person is responsible for ensuring they have your permission to share your details with us.

Lawful Basis for Processing

We only process personal data where we have a valid lawful basis under data protection law. Depending on the context, we rely on one or more of the following bases:

Contractual necessity. We process your personal data where it is necessary to take steps at your request before entering into a contract or to perform a contract with you. This includes providing quotes, booking services, planning routes, delivering the move, communicating with you about your booking and handling payments.

Legitimate interests. We may process personal data where it is necessary for our legitimate interests or those of a third party, provided those interests are not overridden by your rights and interests. This includes improving our services, managing our business operations, protecting our business and customers from fraud or misuse, and maintaining appropriate records.

Legal obligations. We may process personal data where it is necessary to comply with legal or regulatory requirements, such as tax, accounting or insurance obligations.

Consent. In limited situations, we may rely on your consent, for example for certain types of optional marketing or where consent is otherwise required by law. Where processing is based on consent, you have the right to withdraw that consent at any time.

How We Use Personal Data

We use personal data for the following purposes:

To provide our services, including giving quotes, arranging bookings, planning and carrying out moves, and providing related customer support.

To communicate with you, including responding to enquiries, confirming bookings, sending service updates, and handling feedback or complaints.

To manage our business operations, including internal administration, accounting, reporting and auditing.

To improve and develop our services based on how customers use our services and the feedback we receive.

To comply with legal, regulatory or insurance requirements, including keeping appropriate records.

To protect our rights, property and safety, and those of our customers, staff and others, including fraud prevention and dispute resolution.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with selected third parties where necessary for the purposes set out in this policy, including:

Service providers acting as data processors who provide services on our behalf, such as payment processing, secure data hosting, email or communication services, and business administration support. These providers are only permitted to use your data in accordance with our instructions and applicable data protection law.

Professional advisers such as accountants, insurers, legal advisers or auditors, where this is necessary for our legitimate business purposes or to meet legal obligations.

Authorities such as law enforcement, regulatory bodies or courts where we are required to do so by law, or where disclosure is necessary to establish, exercise or defend legal claims.

If we reorganise or transfer part or all of our business, personal data may be shared with parties involved in that process to the extent permitted by law.

Data Retention

We keep personal data only for as long as is reasonably necessary for the purposes for which it was collected, or to meet legal, regulatory or reporting requirements.

In general, we retain customer booking and invoicing records for a period necessary to comply with tax and accounting rules. Communication records and enquiry details may be retained for a period that allows us to respond to queries, manage any disputes and understand past interactions.

Where personal data is no longer needed, we will securely delete or anonymise it, unless we are required by law to keep it for a longer period.

International Transfers

Where we use service providers located outside the United Kingdom or the European Economic Area, or where data is otherwise processed in another country, we will ensure that appropriate safeguards are in place to protect your personal data in line with data protection laws. This may include relying on adequacy regulations, standard contractual clauses or equivalent safeguards.

Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, unlawful processing, accidental loss, destruction or damage. These measures include limiting access to personal data to those who have a business need to know it and using reasonable safeguards to protect information in our systems.

While we take reasonable steps to safeguard your personal data, no transmission of information over the internet or method of electronic storage can be guaranteed as completely secure. You are responsible for taking reasonable precautions when sharing information with us.

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:

Right of access. You have the right to request a copy of the personal data we hold about you and information about how we process it.

Right to rectification. You have the right to ask us to correct or update inaccurate or incomplete personal data.

Right to erasure. You have the right to request that we delete your personal data in certain circumstances, for example where it is no longer needed for the purposes for which it was collected and we have no other lawful basis to continue processing it.

Right to restriction. You have the right to request that we restrict the processing of your personal data in certain situations, such as while we are verifying its accuracy or considering an objection.

Right to object. You have the right to object to our processing of your personal data where we rely on legitimate interests as the lawful basis, including any profiling based on that basis. We will stop processing your data unless we can demonstrate compelling legitimate grounds which override your interests, rights and freedoms or where processing is required for legal claims.

Right to data portability. You have the right, in certain circumstances, to receive personal data you have provided to us in a structured, commonly used and machine readable format and to request that we transmit that data to another controller where technically feasible.

Right to withdraw consent. Where we rely on your consent, you can withdraw it at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before consent was withdrawn.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are unhappy with how we handle your personal data. We encourage you to contact us first so we can seek to resolve any concerns directly.

Children

Our services are not directed at children, and we do not knowingly collect personal data from children. If we discover that we have unintentionally collected personal data from a child, we will take steps to delete it as soon as reasonably possible.

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 from the date it is made available. We encourage you to review this policy periodically to stay informed about how we handle personal data.