Man and Van Paddington Privacy Policy

This Privacy Policy explains how Man and Van Paddington collects, uses, stores and shares personal data relating to customers and prospective customers in the Paddington area. It is intended to provide clear information in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.

This Privacy Policy applies to all customers and individuals who make enquiries or bookings for services offered by Man and Van Paddington in the Paddington area, whether by telephone, online forms, or any other communication methods used by the business.

Data Controller

For the purposes of data protection law, Man and Van Paddington is the data controller in respect of the personal data described in this Privacy Policy. This means we determine the purposes and means of the processing of your personal data.

Personal Data We Collect

We only collect personal data that is necessary for the provision of our services and the operation of our business. The types of personal data we may collect include:

Identity and contact details, such as your name, address, pick-up and drop-off addresses, and location details relevant to the move or transport service.

Communication details, such as your preferred contact method and the content of communications you send to us, including queries, requests and feedback.

Booking and service details, such as dates and times of bookings, details of the items to be moved, access details at collection and delivery addresses, and any instructions you provide.

Payment and transaction information, such as the amount charged, payment method used, and confirmation of payment. We do not store full card details if you pay by card; these are processed by our payment service provider.

Technical and usage information, where applicable, such as basic details generated when you use any online forms or tools that we operate, including the date and time of your enquiry and the technical route by which you accessed our services.

How We Collect Your Data

We may collect your personal data directly from you when you contact us to request a quote, make a booking, amend or cancel a booking, or ask a question about our services. This may be done by telephone, through online forms, or in person.

We may also receive personal data about you from third parties where they are legitimately arranging services on your behalf, for example where a business, relative, or landlord books a service for you and provides your contact or address details so that we can complete the job.

Lawful Basis for Processing

We rely on different lawful bases under GDPR depending on the context of our processing activities. The main lawful bases we use are:

Contract: We process personal data where it is necessary to enter into or perform a contract with you, for example to provide quotes, confirm bookings, deliver moving services, and manage payments and invoices.

Legal obligation: We may process certain personal data to comply with legal obligations, such as accounting, tax, and record-keeping requirements.

Legitimate interests: We may process personal data to pursue our legitimate business interests, provided these are not overridden by your rights and interests. This includes managing and improving our services, handling customer queries, and, where appropriate, sending non-intrusive service-related updates.

Consent: In situations where consent is required by law, for example for certain forms of marketing communications, we will ask for your clear and explicit consent before processing your data for that purpose. You may withdraw consent at any time.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide our services, including arranging, managing and completing your booked move or transport service, and handling any changes, delays or issues that arise.

To communicate with you, including providing quotes, confirming bookings, responding to your questions, and sending information necessary for the performance of the service.

To process payments and manage our accounts, including issuing invoices, processing refunds where applicable, and meeting our financial record-keeping obligations.

To manage our business operations, such as planning routes, allocating staff and vehicles to jobs, and maintaining internal records of work completed.

To improve our services and customer experience, including reviewing feedback and responding to any complaints or disputes.

To comply with applicable laws and regulations, and to cooperate with authorities where we are legally required to do so.

Data Sharing and Processors

We may share your personal data with trusted third parties who act as data processors on our behalf. These third parties only process your data in accordance with our instructions and for the purposes outlined in this Privacy Policy. They are required to keep your data secure and to comply with data protection law.

Typical categories of data processors we may use include:

Payment service providers that process card or electronic payments on our behalf.

IT and hosting providers that store or support our digital systems, including any booking or communication tools we use.

Professional advisers, such as accountants, who may access limited data in the course of providing services to us.

Where necessary for the performance of a contract, we may also share your details with subcontracted drivers or removal partners engaged by us to complete your booking in the Paddington area. In such cases, only the minimum data necessary to fulfil the service is shared.

We do not sell your personal data to third parties.

International Transfers

Our intention is to keep your personal data within the United Kingdom or the European Economic Area. If in future we use service providers that involve transfers of personal data outside these areas, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent protections, in accordance with data protection law.

Data Retention

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

Customer and booking records are generally kept for a period necessary to manage our relationship with you, handle any queries or disputes, and meet our legal obligations. After the relevant retention period has expired, personal data will be securely deleted or anonymised so that it can no longer be associated with you.

Security of Your Data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures are proportionate to the sensitivity of the information we hold and the risks involved in processing it. Access to personal data is restricted to those staff and third parties who need it to perform their duties.

Your Data Protection Rights

As a customer or data subject in the Paddington area, you have various rights under GDPR in relation to your personal data. Subject to certain conditions and exceptions, these include:

The right of access: You can request confirmation of whether we process your personal data and obtain a copy of the personal data we hold about you.

The right to rectification: You can ask us to correct inaccurate personal data and to complete incomplete information.

The right to erasure: You can, in some circumstances, request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected or where you withdraw consent and no other lawful basis for processing applies.

The right to restrict processing: You can ask us to restrict the processing of your personal data in certain situations, for example while we verify its accuracy or consider an objection you have raised.

The right to object: You can object to processing that is based on our legitimate interests, including any direct marketing, and we will stop processing unless we have compelling legitimate grounds to continue.

The right to data portability: Where the processing is based on consent or contract and carried out by automated means, you may request that we provide your personal data in a structured, commonly used and machine-readable format or transmit it to another controller where technically feasible.

You also have the right to lodge a complaint with the relevant supervisory authority if you are concerned about how your personal data is being used. We encourage you to contact us first so we can address your concerns wherever possible.

Children

Our services are not directed at children, and we do not knowingly collect personal data relating to individuals under the age of 18 for our man and van services in the Paddington area.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. Any updates will apply from the date they are published. We recommend that you review this Privacy Policy periodically to stay informed about how we process your personal data.

Contact Regarding Data Protection

If you have any questions about this Privacy Policy or how we handle your personal data, or if you wish to exercise any of your rights under data protection law, you may contact Man and Van Paddington using the usual communication channels you use to reach us for services.