Privacy Policy

Man With a Van Elephant And Castle Privacy Policy

This Privacy Policy explains how Man With a Van Elephant And Castle collects, uses, stores and protects your personal data. It also sets out your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This policy applies to all Man With a Van Elephant And Castle customers and prospective customers in the Elephant and Castle area and surrounding neighbourhoods.

By contacting us, requesting a quote, using our services or otherwise providing personal data, you acknowledge that you have read and understood this Privacy Policy.

Who We Are

Man With a Van Elephant And Castle is a moving and transportation service operating in and around the Elephant and Castle area. For the purposes of data protection law, we act as the data controller in respect of the personal data we collect and process about our customers and prospective customers.

What Personal Data We Collect

We may collect the following categories of personal data when you interact with us, request a quote or use our services:

Identity and contact information such as your name, address, pick up and drop off addresses, and other contact details you choose to provide.

Service and booking information such as dates and times of your move, details of the items to be moved, access information for properties, special instructions and related notes necessary to provide our services.

Communication records such as details of enquiries and correspondence when you contact us by phone or through other communication channels.

Payment and transaction information such as records of the amount charged, payment method used, and transaction date. We do not store full payment card details when processed through secure third-party providers.

Technical and usage information such as basic device or browser information and general interaction data when you access our online content, if applicable, to improve our services and understand interest in our offerings.

How We Collect Your Data

We collect personal data directly from you when you:

Request a quote or make a booking.

Communicate with us by phone, online form or other messaging methods.

Provide details on the day of the move or when our staff attend your property.

Provide feedback or otherwise engage with us about our services.

We may also receive limited personal data about you from third parties where you have given them permission to share your details, for example if a relative, friend, or business partner books a move on your behalf.

Lawful Basis for Processing

We only process your personal data where we have a lawful basis under data protection law. The main lawful bases we rely on are:

Performance of a contract: We process your personal data to provide you with quotes, manage your booking, carry out your move, handle payments, and deliver any follow up services you request.

Legitimate interests: We process your data for our reasonable business interests, provided your rights and freedoms are not overridden. This includes activities such as managing and improving our services, handling enquiries, maintaining business records, and ensuring the security of our operations.

Legal obligations: We may process your personal data where necessary to comply with legal and regulatory requirements, including accounting, taxation, and responding to lawful requests from authorities.

Consent: In limited cases, we may rely on your consent, for example where you have specifically requested to receive certain types of communications. You can withdraw your consent at any time using the contact details in this policy.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide quotes, manage bookings, plan routes and deliver moving and transportation services.

To communicate with you about your enquiry, booking, or any changes to our services.

To take and process payments and to keep appropriate financial records.

To manage our relationship with you, including handling complaints, queries and feedback.

To maintain internal records, conduct analysis and improve the efficiency and safety of our operations.

To comply with legal and regulatory obligations and to protect our legal rights.

Sharing Your Personal Data

We may share your personal data with trusted third parties where this is necessary and lawful, including:

Service providers and processors who support our business operations, such as payment processors, accounting or administration providers, and providers of business tools and systems we use to manage bookings.

Drivers, porters and other personnel engaged by us who need access to your details in order to carry out your move.

Professional advisers such as accountants, auditors or legal professionals where this is required for business, legal or regulatory purposes.

Law enforcement agencies, regulators or other authorities where we are legally required to do so or where this is necessary to protect our rights or the rights and safety of others.

When we use data processors, they act only on our documented instructions, are bound by appropriate confidentiality and security obligations, and are required to implement appropriate technical and organisational measures to protect your personal data.

International Transfers

In general, we aim to store and process your personal data within the United Kingdom or the European Economic Area. If it becomes necessary to transfer your personal data outside of these territories, we will ensure that appropriate safeguards are in place, such as using standard contractual clauses or transferring to countries deemed to provide an adequate level of data protection by relevant authorities.

Data Retention

We retain your personal data only for as long as necessary for the purposes for which it was collected, including for the purpose of satisfying any legal, accounting or reporting requirements.

In most cases, we retain customer and booking records for a period that enables us to deal with any queries, complaints or legal claims, and to meet our statutory record keeping obligations. After the relevant retention period expires, we will securely delete or anonymise your personal data so that it can no longer be linked back to you.

Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures include access controls, secure handling of records, and procedures to deal with any suspected data breach. If we are legally required to notify you of a data breach affecting your personal data, we will do so promptly.

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, you may have the right to:

Access: Request a copy of the personal data we hold about you and information about how we process it.

Rectification: Request correction of inaccurate or incomplete personal data.

Erasure: Request deletion of your personal data where there is no good reason for us to continue processing it, sometimes known as the right to be forgotten.

Restriction: Request the restriction of processing of your personal data in certain circumstances, for example while we verify its accuracy.

Objection: Object to our processing of your personal data where we rely on legitimate interests, including profiling based on those interests, or where processing is for direct marketing.

Portability: Request the transfer of certain personal data to you or to another organisation in a structured, commonly used and machine readable format, where technically feasible and where the processing is based on consent or contract and carried out by automated means.

Withdraw consent: Where we rely on your consent, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing based on consent before it was withdrawn.

If you wish to exercise any of these rights, please contact us using the contact details provided to you when you engaged our services or as otherwise communicated to you.

Complaints and Supervisory Authority

If you have concerns about how we handle 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 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 services, legal requirements or the way we process personal data. When we make changes, we will revise the updated date and, where appropriate, notify you of significant changes. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

Contacting Us About Privacy

If you have any questions about this Privacy Policy, how we handle your personal data, or if you wish to exercise your data protection rights, please use the contact details you have been provided with in your service agreement, quotation or other communications from Man With a Van Elephant And Castle.