Man with Van Colyers Privacy Policy
This Privacy Policy explains how Man with Van Colyers collects, uses, stores, and protects your personal data when you use our services. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This policy applies to all Man with Van Colyers customers in the Colyers area, including individuals, households, and businesses that use or enquire about our services.
Who we are and scope of this policy
Man with Van Colyers provides transport and removal services in the Colyers area. For the purposes of data protection law, Man with Van Colyers acts as the data controller for the personal data described in this policy. This means we decide how and why your personal data is used when you interact with us as a customer or potential customer.
Personal data we collect
We collect and process different types of personal data depending on how you interact with us. The main categories of data we may collect are:
Identity and contact information, such as your name, billing address, collection and delivery addresses, and communication preferences.
Service and booking details, such as dates and times of your bookings, type of items to be transported, access details for properties, and any instructions you provide for completing the service.
Payment and transaction data, including payment method details you provide to our payment processor, records of payments received, and invoices raised. We do not store full card details ourselves when payments are processed through a secure payment provider.
Communication records, including emails, messages, and notes of telephone conversations where relevant to your booking, enquiries, or complaints.
Technical and usage data, which may include basic device and usage information where necessary for security, performance monitoring, and ensuring our online forms or tools function properly.
How we collect your data
We usually collect personal data directly from you when you:
Request a quote or make a booking.
Communicate with us by phone, text, online forms, or other channels.
Provide feedback or make a complaint.
Engage with us as a business contact or repeat customer.
We may also receive personal data indirectly when a third party books services on your behalf, for example where an agent, family member, or business arranges a move that involves your address or contact details. In these cases, we rely on the person providing that information to have your consent or other lawful authority to share it.
Lawful bases for processing personal data
We only process your personal data where we have a lawful basis to do so. The main lawful bases we rely on are:
Contract: We process your data when it is necessary to prepare and perform a contract with you, such as providing a quote, confirming a booking, performing the removal or transport service, and handling payments and invoices.
Legitimate interests: We may process your data where it is necessary for our legitimate business interests and these are not overridden by your data protection rights. This can include managing our business operations, improving our services, protecting our vehicles and staff, preventing fraud, and maintaining appropriate records.
Legal obligation: We may process certain information where we are required to do so by law, including maintaining taxation and accounting records or responding to lawful requests from regulatory authorities.
Consent: In limited situations, we may rely on your consent, for example when you clearly agree to receive certain types of direct marketing communications. You can withdraw your consent at any time, and we will explain how to do this when we ask for it.
How we use your personal data
We use your personal data for the following purposes:
To provide quotes, confirm availability, and manage bookings for our services.
To plan and carry out removals, collections, deliveries, and related services at the correct addresses and times.
To manage our relationship with you, including customer support, responding to enquiries, and handling complaints or disputes.
To process payments, issue invoices, and maintain financial and accounting records.
To improve our services, for example by analysing anonymous or aggregated information about how clients use our services or provide feedback.
To protect the security of our business, vehicles, and staff, including detecting and preventing misuse or fraud.
To comply with legal and regulatory obligations.
Data sharing and processors
We do not sell your personal data. We may share your personal data with third parties only where this is consistent with the purposes described in this policy and permitted by law.
Service providers and processors: We may use carefully selected third party providers to help deliver our services and support our operations. Examples include payment processors, accounting or invoicing providers, secure data storage and backup providers, and providers of communication tools. These third parties act as data processors and may only process your personal data on our documented instructions and for specified purposes, under appropriate confidentiality and security obligations.
Professional advisers: We may share data with accountants, legal advisers, or insurers where necessary to obtain professional advice, manage claims, or meet legal and regulatory requirements.
Authorities and enforcement: In limited circumstances, we may disclose personal data where required by law, regulation, or court order, or where necessary to protect the rights, property, or safety of our customers, staff, or others.
Data retention and storage
We keep your personal data only for as long as necessary to fulfil the purposes we collected it for, including meeting any legal, accounting, or reporting requirements.
In general, we retain:
Booking and service records for a period that allows us to respond to queries, manage disputes, and comply with business record-keeping requirements.
Invoices and financial transaction records for the periods required by tax and accounting laws.
Communication records for as long as reasonably necessary for customer service, complaint handling, and evidence of our interactions with you.
When personal data is no longer needed for the purposes for which it was collected, we either securely delete it or anonymise it so that it can no longer identify you.
International transfers
Where we use service providers or systems that store or process personal data outside the United Kingdom, we take steps to ensure that appropriate safeguards are in place to protect your data. These safeguards may include the use of standard contractual clauses approved for international data transfers or reliance on an adequacy decision where applicable.
How we protect your data
We take reasonable and appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include restricting access to personal data to those who need it for their role, using secure systems and tools, and ensuring that our processors apply suitable security standards.
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 have the right to:
Access your personal data and receive a copy of the information we hold about you.
Request correction of any inaccurate or incomplete personal data.
Request erasure of your personal data where it is no longer needed, where you withdraw consent and there is no other legal basis, or where you have objected and there are no overriding legitimate grounds.
Object to processing where we rely on legitimate interests, in which case we will stop processing your data unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms, or where processing is required for legal claims.
Request restriction of processing in certain circumstances, such as where you contest the accuracy of the data or object to our use of it.
Request data portability, which allows you to receive personal data you provided to us in a structured, commonly used, and machine-readable format and, where technically feasible, to transmit it to another controller.
Withdraw consent where we rely on consent as the lawful basis of processing, without affecting the lawfulness of processing before withdrawal.
You also have the right to lodge a complaint with the relevant supervisory authority if you believe your data protection rights have been infringed. We encourage you to contact us first so we can address your concerns directly.
Policy updates
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any changes will take effect when the updated policy is made available. We recommend that you review this policy periodically so that you remain informed about how we handle your personal data as a customer of Man with Van Colyers in the Colyers area.
