Man with Van Welling Privacy Policy
This Privacy Policy explains how Man with Van Welling collects, uses, stores and protects personal data relating to customers and potential customers. It applies to all Man with Van Welling customers and individuals making enquiries in the Welling area and surrounding locations where our services are offered. We are committed to complying with the UK General Data Protection Regulation and other applicable data protection laws.
Scope of this Privacy Policy
This Privacy Policy applies whenever you interact with Man with Van Welling as a private or business customer, including when you request a quote, make a booking, use our man and van services, visit our website, or contact us by any communication method. By providing your personal data to us, you acknowledge that you have read and understood this Privacy Policy.
Personal Data We Collect
We may collect and process the following categories of personal data about you, depending on how you interact with us:
Identification and contact details such as your name, title, address, service location addresses, and city or area details.
Communication details such as the content of your messages and any other information you choose to provide when you contact us, including service requirements or special instructions.
Service and booking information such as dates and times of bookings, collection and delivery addresses, property access details relevant to the move, details of items to be moved, and any related notes or instructions.
Payment and billing information such as the amount charged, payment status and related transaction references. We do not store full payment card details where payments are processed by an external secure payment provider.
Technical information generated when you visit our website such as IP address, browser type, approximate location based on IP, device information, pages viewed, and time and date of visits. This may be collected using cookies or similar technologies where used.
Lawful Basis for Processing
We process your personal data only when we have a lawful basis to do so under data protection law. Depending on the context, the lawful bases we rely on are:
Performance of a contract: We use your personal data to provide you with quotes, process your bookings, deliver our man and van services, manage payments, and communicate with you about your service. This processing is necessary to enter into and perform our contract with you.
Legitimate interests: We may process your data for our legitimate business interests, provided that these interests are not overridden by your rights and freedoms. This includes managing and improving our services, handling customer queries, maintaining business records, preventing fraud, and ensuring the security of our operations.
Legal obligations: We may process certain information to comply with legal and regulatory obligations, including maintaining appropriate accounting and tax records and responding to lawful requests from public authorities.
Consent: In specific cases, we may rely on your consent, for example, where non-essential cookies or optional marketing communications are used. Where consent is the basis, you can withdraw your consent at any time.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To provide quotes and estimates, including assessing your service requirements and responding to your enquiries.
To manage bookings and deliver our services, including planning routes, coordinating staff and vehicles, and carrying out the requested move or transport.
To communicate with you regarding your booking, changes to your service, customer support queries, or other service-related matters.
To process payments and manage invoices, including confirming payment status and handling any payment-related issues.
To improve our services, website and customer experience, including analysing trends, monitoring service performance, and developing new offerings.
To maintain business and administrative records, support internal operations, and comply with legal and regulatory obligations.
Data Retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including meeting any legal, accounting or reporting requirements. This generally means:
Enquiry data: Retained for a reasonable period to respond to your enquiry and, if you become a customer, in line with your customer record.
Customer and booking records: Retained for the duration of your relationship with us and for a period afterwards, typically several years, to comply with legal obligations, resolve disputes, and maintain accurate financial records.
Technical and usage data: Retained for shorter periods necessary for security, performance monitoring and analytics, where applicable.
When personal data is no longer required for these purposes, we will securely delete or anonymise it so that you can no longer be identified.
Data Sharing and Processors
We do not sell your personal data. We may share your data with selected third parties where necessary for the purposes described in this Privacy Policy. These third parties act as data processors or, in limited cases, as independent controllers.
Service providers and contractors: We may share relevant information with trusted providers who help us deliver our services, such as payment processors, IT and hosting providers, customer management tools, and professional advisers. These parties are required to process personal data only on our documented instructions and to protect it appropriately.
Drivers and operational staff: Information necessary to carry out your booking, such as your name, address, contact details and service instructions, will be shared with staff or subcontracted drivers responsible for delivering the service.
Authorities and legal bodies: We may disclose personal data where required by law, regulation, or a valid legal request from public authorities, or to establish, exercise or defend legal claims.
In all cases where we use data processors, we take steps to ensure appropriate contracts and safeguards are in place to protect your personal data.
International Transfers
Our primary operations are based in the United Kingdom. If your personal data is transferred outside the United Kingdom or European Economic Area by our service providers, we will ensure that appropriate safeguards are applied, such as standard contractual clauses or equivalent protection measures, in line with applicable data protection laws.
Security of Your Personal Data
We take reasonable technical and organisational measures to protect personal data against unauthorised access, accidental loss, disclosure or destruction. These measures may include access controls, secure storage, encryption in transit where appropriate, and staff awareness of data protection responsibilities. While no system can be completely secure, we work to ensure that your data is treated with care and protected in line with legal requirements.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These include the right to:
Access your personal data and receive a copy of the information we hold about you.
Request correction of inaccurate or incomplete personal data.
Request erasure of your personal data where there is no compelling reason for us to continue processing it, subject to legal and contractual obligations.
Object to certain types of processing, including processing based on legitimate interests, and to request restriction of processing in specific circumstances.
Request portability of your personal data, allowing you to obtain and reuse data you have provided in a structured, commonly used and machine readable format, where applicable.
Withdraw consent where we rely on consent for a specific processing activity, without affecting the lawfulness of processing carried out before withdrawal.
If you wish to exercise any of these rights, you can contact us using the contact methods made available through our usual customer communication channels. We may need to verify your identity before responding to your request.
Complaints
If you have concerns about how we handle your personal data, we encourage you to contact us first so 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 or your country of residence.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or how we process personal data. Any updated version will take effect from the date of publication. We recommend reviewing this Privacy Policy periodically to stay informed about how we protect your personal information.
Contacting Man with Van Welling About Privacy
If you have any questions about this Privacy Policy or how your personal data is handled by Man with Van Welling, please contact us using the contact details provided through our usual communication channels. We will do our best to respond promptly and address your concerns.
