Man with Van Belmont Privacy Policy
This Privacy Policy explains how Man with Van Belmont collects, uses, stores and protects personal data when providing removal and transport services. It is intended to comply with the UK General Data Protection Regulation and related data protection laws. This Privacy Policy applies to all Man with Van Belmont customers and prospective customers located in the Belmont area.
Who We Are
Man with Van Belmont is a transport and removals service operating in and around the Belmont area. In respect of the personal data we collect and process about you, we act as the data controller. This means we determine the purposes and means of processing your personal data when you use our services or 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. The categories of data we may collect include:
Contact details such as your name, address, pickup and delivery addresses, and any alternative contact names and addresses you provide so we can carry out your booking.
Communication details such as the content of messages you send to us through enquiry forms or other communication channels, as well as any notes we make in relation to your booking.
Service details such as the date and time of your booking, the type and size of the job, access information at each address, and any relevant instructions that may contain limited personal information.
Billing and payment data such as the amount charged, payment status, and limited payment-related information necessary for invoicing and accounting. We do not store full card details when third party payment processors are used.
Technical data such as basic device or browser information and log information that may be collected when you visit our website, to help us maintain the security and performance of our site.
How We Collect Your Data
We collect personal data directly from you when you request a quote, make a booking, contact us with an enquiry, or provide details needed to complete a job. We may also receive personal data indirectly when another person arranges a service on your behalf and provides your details as the contact or recipient of the service.
In limited cases, we may obtain information from publicly available sources or from service partners where this is necessary to verify addresses, support the delivery of services, or comply with our legal obligations.
Lawful Basis for Processing
We rely on the following lawful bases for processing your personal data under the UK GDPR:
Performance of a contract. We process personal data where it is necessary to provide you with quotes, accept bookings, collect and deliver your items, issue invoices and receipts, and manage your customer account.
Legitimate interests. We process certain data to operate and improve our business, including managing enquiries, scheduling jobs, maintaining records of past services, ensuring the security of our website, and defending our legal rights. We only rely on this basis where our interests are not overridden by your rights and freedoms.
Legal obligation. We process personal data where we are required to comply with applicable laws, including tax, accounting and record keeping requirements, and to respond to lawful requests from authorities.
Consent. In some situations, such as certain types of optional communications or the use of certain cookies or similar technologies, we may rely on your consent. Where we rely on consent, you can withdraw it at any time.
How We Use Your Personal Data
We use your personal data to provide our services and operate our business, including to respond to your enquiries and provide quotes, confirm bookings, manage your move or transport job, and communicate with you about any changes or issues.
We also use your data to issue invoices and receipts, process and verify payments via our payment partners, maintain internal records of jobs completed, and address any complaints or disputes.
Where appropriate and permitted by law, we may use your data to send you service-related updates or important information about changes to this Privacy Policy or our terms. We may also use aggregated or anonymised data for service analysis and planning, which no longer identifies you.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with trusted third parties who act as data processors on our behalf. These processors help us provide and manage our services, for example providers of booking or scheduling tools, secure payment processing providers, cloud storage or email service providers, and professional advisers such as accountants where this is necessary for compliance and business administration.
These processors are only permitted to process your personal data according to our documented instructions, for the purposes set out in this Privacy Policy, and must implement appropriate technical and organisational measures to protect your data.
In some cases we may also share personal data where it is necessary to comply with a legal obligation or lawful request, to protect our rights, property or safety, or to protect the rights, property or safety of others.
International Transfers
Where our service providers or systems involve the transfer of personal data outside the United Kingdom or European Economic Area, we will rely on appropriate safeguards as required by data protection law. These may include adequacy decisions, standard contractual clauses, or other legally recognised mechanisms to ensure your data is adequately protected.
Data Retention
We retain personal data only for as long as necessary for the purposes for which it was collected, including for the fulfilment of your booking, the resolution of disputes, the enforcement of agreements, and the satisfaction of legal, accounting and reporting requirements.
In general, basic booking and invoice records may be kept for a number of years after the end of the tax year in which the transaction took place, in line with statutory retention obligations. Enquiry information that does not lead to a booking will typically be kept for a shorter period, limited to what is necessary to handle your enquiry and maintain a brief record of our interactions.
When personal data is no longer needed, it will be securely deleted, anonymised, or archived in a manner that prevents further use, unless a longer retention period is required or permitted by law.
Data Security
We take the security of your personal data seriously and implement appropriate technical and organisational measures to prevent unauthorised access, accidental loss, destruction or damage. These measures include limiting access to personal data to those who have a business need to know, using secure systems and tools for storing and transmitting data, and regularly reviewing our security practices.
While no system can be completely secure, we work to ensure that any personal data we process is protected in line with legal requirements and industry expectations.
Your Data Protection Rights
As a data subject under the UK GDPR, you have several rights in relation to the personal data we hold about you, subject to certain conditions and legal limitations. These rights include:
Right of access. You can request confirmation of whether we process your personal data and obtain a copy of that data, together with information about how it is used.
Right to rectification. You can ask us to correct inaccurate personal data or complete incomplete data that we hold about you.
Right to erasure. You can request that we delete your personal data in certain circumstances, for example when the data is no longer necessary for the purposes for which it was collected, or where you withdraw consent and there is no other legal basis for processing.
Right to restriction of processing. You can request that we restrict the processing of your personal data in certain situations, such as when you contest the accuracy of the data or object to our legitimate interest basis.
Right to data portability. Where processing is based on consent or on a contract and carried out by automated means, you may request to receive your personal data in a structured, commonly used, machine readable format and have it transmitted to another controller where technically feasible.
Right to object. You may object to the processing of your personal data where we rely on legitimate interests, including profiling based on those interests. We will stop processing your data unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or where processing is necessary for legal claims.
Right to withdraw consent. Where we rely on your consent to process personal data, you can withdraw your consent at any time. This will not affect the lawfulness of processing carried out before your withdrawal.
You also have the right to lodge a complaint with a supervisory authority if you believe that your data protection rights have been infringed.
Children
Our services are not intended for children, and we do not knowingly collect personal data relating to children in the Belmont area. If we become aware that we have collected such data inadvertently, we will take steps to delete it where appropriate.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data processing practices. When we make significant changes, we will take reasonable steps to inform you, for example by updating the date of the policy and making the revised version available before it takes effect. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.
