Privacy Policy

Man with Van Elephant and Castle Privacy Policy

This Privacy Policy explains how Man with Van Elephant and Castle collects, uses, stores and protects personal data relating to customers and prospective customers in the Elephant and Castle area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all services provided to customers located in or booking services for the Elephant and Castle area.

Who this Privacy Policy applies to

This Privacy Policy applies to all individuals who use or enquire about Man with Van Elephant and Castle services, including residential and business customers, as well as visitors who contact us to request quotations or information in relation to services in the Elephant and Castle area.

Types of personal data we collect

We may collect and process the following categories of personal data when you contact us, obtain a quote, make a booking, or use our services:

Identification and contact details, such as your name, address, service address, billing address, and general location in the Elephant and Castle area, as well as any alternative contact person details you choose to provide.

Communication details, such as the content of email correspondence, enquiry forms, and any notes relating to your service request, booking, or feedback.

Service and booking details, such as collection and delivery addresses, property access information, parking details, preferred dates and times, inventory or description of items to be moved, and any special instructions related to the move.

Billing and payment information, such as payment status, invoice details, and records of transactions. We do not store full payment card details where payments are processed through secure third-party payment providers.

Technical and usage information, where applicable, such as limited data about how you interact with our website or online quotation forms, including basic device and browser information and log data generated by your use of our online services.

How we collect your personal data

We collect personal data directly from you when you contact us, request a quote, make a booking, or communicate with us in relation to our services. This may be through telephone calls, online forms, messages, or written correspondence.

We may also receive personal data indirectly where another person makes a booking on your behalf, or where a business or organisation arranges services for you as an employee or customer.

Lawful bases for processing your data

Man with Van Elephant and Castle processes personal data only where there is a lawful basis under the UK GDPR. Depending on the specific purpose, we may rely on one or more of the following lawful bases:

Contract: We process your personal data where it is necessary to enter into or perform a contract with you, including providing quotations, confirming bookings, delivering moving services, issuing invoices, and handling any related queries or complaints.

Legal obligation: We may process your data to comply with legal obligations, such as maintaining tax records, accounting records, or responding to lawful requests from regulatory or law enforcement authorities.

Legitimate interests: We may process your data where it is necessary for our legitimate business interests, and where these interests are not overridden by your rights and freedoms. This may include managing and improving our services, handling customer service communications, preventing fraud, ensuring the security of operations, and keeping limited records of previous work performed.

Consent: In limited circumstances, we may rely on your consent, for example, where you specifically agree to receive certain types of marketing communications. You can withdraw your consent at any time, although this will not affect the lawfulness of any processing that took place before consent was withdrawn.

How we use your personal data

We use personal data for the following purposes:

To provide quotations and respond to enquiries about our services in the Elephant and Castle area.

To book and organise moves, including planning routes, arranging schedules, and allocating resources.

To communicate with you about your booking or service, including confirmations, reminders, changes, and follow-up contact.

To issue invoices, process payments through our chosen payment processors, and manage queries relating to billing or accounts.

To manage customer relationships, handle feedback, and resolve complaints or disputes.

To maintain business records for accounting, taxation, and audit purposes, and to comply with applicable legal requirements.

To improve our services, understand demand in the Elephant and Castle area, and support the efficient and secure operation of our business.

Data sharing and processors

We may share personal data with third parties that act as data processors on our behalf. These service providers may include:

Payment processing providers that securely handle card or online payments and help us verify and complete transactions.

IT and hosting providers that store and maintain our electronic records, booking systems, and email or communication systems.

Professional advisers such as accountants or legal advisers, where access to limited personal data is necessary for them to provide their services.

These data processors are required to process personal data only in accordance with our instructions, to keep it secure, and to comply with data protection law.

We may also be required to share personal data with public authorities or law enforcement agencies where required by law, or where necessary to protect our rights, property, or safety, or that of our customers or other individuals.

International data transfers

Where any of our service providers or IT systems are located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data. This may include the use of standard contractual clauses or other measures approved by data protection authorities. Further information about international transfers can be requested using the contact details provided in this Privacy Policy.

Data retention

We retain personal data only for as long as necessary for the purposes for which it was collected, and to meet legal, accounting, or reporting requirements.

Customer and booking records will typically be retained for a period that allows us to respond to queries, handle complaints, and maintain accurate financial records, usually up to six years after the end of the relevant financial year, unless a longer retention period is required by law.

Where personal data is no longer required, it will be securely deleted, anonymised, or otherwise disposed of in a safe manner.

How we protect your data

We take appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, encryption for certain types of data, regular review of security practices, and limiting access to personal data to staff and processors who need it in order to provide our services.

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 rights include:

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

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

Right to erasure: In certain circumstances, you may 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 and we have no legal obligation to retain it.

Right to restriction of processing: You may request that we restrict the processing of your personal data in certain situations, such as while we verify the accuracy of data or consider an objection you have raised.

Right to object: You have the right to object to certain types of processing, including processing based on legitimate interests. We will stop processing unless we can demonstrate compelling legitimate grounds or where processing is required for legal reasons.

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 it be transmitted to another controller where technically feasible.

Right to withdraw consent: Where we rely on your consent for processing, you have the right to withdraw that consent at any time.

Exercising your rights and contacting us

If you wish to exercise any of your rights, or if you have any questions or concerns about how your personal data is handled by Man with Van Elephant and Castle, you can contact us using the contact methods made available on our website or service materials. We may need to verify your identity before responding to certain requests in order to protect your privacy and security.

You also have the right to lodge a complaint with the Information Commissioner's Office if you believe that your personal data has not been handled in accordance with data protection law. Further details can be obtained directly from the Information Commissioner's Office.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or services. Any updated version will apply to all customers and prospective customers in the Elephant and Castle area from the date it is made available. You should review this Privacy Policy periodically to stay informed about how we protect your personal data.