Privacy Policy

Man with Van Bickley Privacy Policy

This Privacy Policy explains how Man with Van Bickley collects, uses, stores and protects personal data relating to our customers and prospective customers. It applies to all Man with Van Bickley customers in our service area, as well as individuals who contact us with enquiries about our services.

We are committed to processing personal data in accordance with the General Data Protection Regulation and applicable UK data protection laws. This Privacy Policy is intended to provide clear and transparent information about our data processing activities.

Data Controller

For the purposes of data protection law, Man with Van Bickley is the data controller in respect of the personal data that we collect and process about you when you use our services, contact us, or interact with us in any other way described in this Privacy Policy.

Personal Data We Collect

We collect and process different categories of personal data depending on how you interact with us. The main categories of personal data we collect are:

1. Identification and contact details, such as your name, postal address, service address, and any other address details you provide to us so that we can carry out your move or related services.

2. Communication details, such as your preferred contact method and the content of your messages, enquiries or feedback where you provide personal data within them.

3. Service and booking details, such as the date and time of your booking, collection and delivery locations, details of the items to be moved, special instructions you provide, and any related logistical information.

4. Payment and transaction details, such as the amount charged, payment method details that are necessary for us to process your payment, and records of payments and invoices. We do not store full card details where payments are processed through secure payment providers.

5. Technical and usage information, which may include basic information about how you contacted us or accessed our online content, such as time and date of contact and pages viewed, where applicable.

We collect personal data directly from you when you request a quote, make a booking, contact us with an enquiry, or communicate with us by any available means. In some cases, we may receive your details from another person arranging services on your behalf, and we will process that information as set out in this Privacy Policy.

Lawful Bases for Processing

We process your personal data only where we have a valid legal basis under data protection law. The main lawful bases we rely on are:

1. Contract. We process your personal data where it is necessary to enter into or perform a contract with you, such as when you request a quote, make a booking, or use our moving and transport services. This includes processing data to schedule jobs, carry out moves, take payment and provide customer service.

2. Legal obligation. We process certain information to comply with our legal obligations, such as tax and accounting rules that require us to keep transaction records and invoices for specified periods.

3. Legitimate interests. We process personal data where it is necessary for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. Our legitimate interests include improving our services, managing our operations, maintaining appropriate business records, preventing fraud, and responding to enquiries and complaints.

4. Consent. In limited circumstances, we may rely on your consent, for example where you specifically ask us to store or use optional information that is not required for our services, or where consent is required for certain types of communication. Where processing is based on consent, you can withdraw that consent at any time.

How We Use Your Personal Data

We use the personal data we collect for the following purposes:

1. To provide quotes, arrange and deliver our services, including scheduling moves, assigning staff and vehicles, and carrying out collection and delivery.

2. To manage bookings, communicate with you about your move or enquiry, confirm arrangements, and provide updates or changes to services.

3. To process payments, issue invoices, handle refunds where applicable, and maintain accurate financial and transaction records.

4. To respond to your enquiries, feedback, or complaints and to provide customer support.

5. To manage and improve our business operations, including service planning, internal administration and quality control.

6. To comply with legal and regulatory requirements, including tax and accounting obligations.

Data Retention

We retain your personal data only for as long as is necessary for the purposes for which it was collected, or as required by law.

1. Service and contract information, including booking records and associated personal data, is typically retained for the duration of your relationship with us and for a reasonable period afterwards, usually up to six years, to comply with legal, tax and accounting obligations and to resolve any disputes.

2. Communication records and enquiry details are retained for as long as necessary to address your enquiry and for a reasonable period afterwards to monitor service quality and manage our business, unless a longer retention period is required by law.

3. Payment and transaction data is retained for the period required by applicable law, including tax and accounting rules.

When personal data is no longer needed, we will take steps to securely delete or anonymise it.

Data Processors and Third Parties

We may share your personal data with third parties that act as data processors on our behalf. These processors help us provide our services and operate our business. Typical processors include:

1. Payment processors and financial service providers who process payments and manage transactions securely.

2. IT and system support providers, such as hosting or software services, who enable us to store and manage our records and communications.

3. Professional advisers such as accountants, where they require access to limited personal data for auditing, accounting or legal purposes.

We only engage processors that provide sufficient guarantees to implement appropriate technical and organisational measures so that processing meets legal requirements and protects your rights.

We may also share personal data where required to do so by law or where necessary to establish, exercise or defend legal claims. We do not sell your personal data to third parties.

International Transfers

If we transfer personal data outside the United Kingdom or the European Economic Area, and the destination country is not subject to an adequacy decision, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent mechanisms, to protect your personal data in accordance with data protection laws.

Data Security

We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include controlling access to personal data, using secure systems, and restricting data access to staff and processors who need it for the purposes described in this Privacy Policy.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These include:

1. Right of access. You have the right to request confirmation of whether we process your personal data and to request a copy of that data, together with information about how we process it.

2. Right to rectification. You have the right to request that we correct or update any inaccurate or incomplete personal data that we hold about you.

3. Right to erasure. In certain circumstances, you have the right to request that we delete your personal data, for example where it 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.

4. Right to restriction of processing. You have the right to request that we restrict the processing of your personal data in certain situations, such as while we are dealing with a request to rectify data or where you contest the lawfulness of our processing.

5. Right to data portability. Where processing is based on consent or on a contract and is carried out by automated means, you may have the right to receive the personal data you provided to us in a structured, commonly used and machine-readable format and to transmit it to another controller where technically feasible.

6. Right to object. You have the right to object, on grounds relating to your particular situation, to our processing of your personal data where we rely on legitimate interests as our lawful basis. We will stop processing your personal data unless we can demonstrate compelling legitimate grounds for the processing that override your interests, rights and freedoms, or where processing is required for legal claims.

7. Rights in relation to consent. Where we process personal data based on your consent, you have the right to withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before you withdrew your consent.

You also have the right to lodge a complaint with a data protection supervisory authority if you believe that your rights have been infringed.

Scope of This Privacy Policy

This Privacy Policy applies to all Man with Van Bickley customers and prospective customers within our service area and to all personal data processed in connection with our moving and transport services, enquiries and related activities as described above.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or data protection best practice. Any updated version will apply from the date it is made available. You should review this Privacy Policy periodically to stay informed about how we process your personal data.