Privacy Policy
Man with Van Locksbottom Privacy Policy
This Privacy Policy explains how Man with Van Locksbottom collects, uses, stores and protects personal data relating to its customers and prospective customers. It applies to all Man with Van Locksbottom customers in the Locksbottom area and surrounding locations, regardless of how they contact us or use our services.
Man with Van Locksbottom is committed to complying with the UK General Data Protection Regulation and all applicable data protection laws. We only process personal data where we have a clear lawful basis and we always aim to be transparent about what we do with your information.
Data Controller
The data controller is the entity that determines how and why your personal data is processed. For the purposes of this Privacy Policy, Man with Van Locksbottom is the data controller in relation to the personal data described here. Where we use external companies to process data on our behalf, they act as data processors and must comply with strict contractual and legal obligations.
Personal Data We Collect
We may collect and process the following categories of personal data when you contact us, request a quote, make a booking, or use our services:
Identification data such as your name, title or position and in some cases business name where you are acting on behalf of an organisation.
Contact details such as invoicing and collection addresses, delivery addresses and any alternative contact details that you choose to provide.
Service information including details of the items to be moved, property access notes, parking instructions, preferred dates and times, and any other logistical information relevant to providing man and van services.
Communication records such as notes, messages or correspondence between you and Man with Van Locksbottom, including enquiries, complaints and feedback.
Transaction data including records of services provided, quotes issued, amounts charged, payment status and non-detailed payment confirmations. We do not store full payment card details when payments are processed through secure third party payment providers.
Technical and usage data which may include limited device and usage information where you interact with our website or online contact forms, such as IP address, approximate location, browser type or similar information generated by standard web server logs.
How We Collect Your Data
We obtain personal data in several ways, including:
Directly from you when you contact us by phone, online form, written correspondence or in person to request information, a quotation or a booking.
Through the provision of our services, including during site visits, collections and deliveries, when we may confirm or update the information you have already provided.
Automatically through limited technical data when you visit our website or communicate with us electronically, using standard logging technologies.
From third parties acting on your behalf, for example where an estate agent, family member, colleague or other representative provides details necessary to arrange services for you, and where they have authority to share your information.
Lawful Bases for Processing
Man with Van Locksbottom processes personal data under one or more of the following lawful bases set out in data protection law:
Contract: We process your personal data where it is necessary to take steps at your request prior to entering into a contract with you, or to perform a contract for man and van services that you have agreed with us.
Legal obligation: We process certain information when it is necessary to comply with legal obligations, such as record keeping, tax requirements and responding to lawful requests from public authorities.
Legitimate interests: We process personal data where it is necessary for our legitimate business interests, provided that your interests and fundamental rights do not override those interests. This may include managing our business operations, improving our services, handling queries and protecting against fraud or misuse.
Consent: In circumstances where we rely on your consent, for example for certain types of marketing, you have the right to withdraw that consent at any time. When we rely on consent we will make this clear at the point where your data is collected.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide quotations for man and van services, including assessing your requirements, locations involved and resources needed.
To manage bookings, schedule collections and deliveries, and carry out the agreed services safely and efficiently.
To communicate with you about your enquiry or booking, such as confirming arrangements, answering questions or rescheduling appointments.
To issue invoices, process payments through third party payment processors, manage accounts and maintain financial records.
To manage our customer relationship with you, including handling complaints, dealing with disputes and obtaining feedback to improve our services.
To maintain and improve our website, internal systems and processes, and to monitor for misuse, security threats or fraudulent activity.
To comply with legal and regulatory obligations and to respond to lawful requests from competent authorities.
Data Retention
We keep personal data only for as long as is reasonably necessary for the purposes set out in this Privacy Policy, and to meet any legal, accounting or reporting requirements.
In general, basic customer and transaction records will be retained for a minimum period required by tax and accounting laws, after which data will be securely deleted or anonymised. Enquiry records that do not lead to a booking may be retained for a shorter period, sufficient to respond to follow-up queries and manage our business records.
When determining appropriate retention periods we consider the nature and sensitivity of the data, the potential risk of harm from unauthorised use or disclosure, the purposes for which we process the data and any applicable legal requirements.
Data Processors and Third Parties
Man with Van Locksbottom may share personal data with carefully selected third parties who act as data processors on our behalf. These processors are only permitted to use your data in accordance with our instructions and must implement appropriate technical and organisational measures to protect it.
Typical categories of processors and third parties include:
IT and hosting service providers who support our websites, booking tools or business systems.
Payment processing providers who handle card or electronic payments securely and in compliance with payment industry standards.
Professional advisers such as accountants or legal consultants where necessary for our business operations and legal compliance.
Where required by law, we may also share personal data with public authorities or law enforcement bodies. We do not sell your personal data to third parties.
International Transfers
Where personal data is processed or stored outside the United Kingdom or the European Economic Area by our service providers, we ensure that appropriate safeguards are in place. These may include the use of standard contractual clauses or reliance on other lawful transfer mechanisms recognised under data protection law, with the aim of ensuring that your data remains adequately protected.
Data Security
We take the security of your personal data seriously and implement reasonable technical and organisational measures to protect it from unauthorised access, accidental loss, disclosure or destruction.
These measures may include restricted access to business systems, secure storage of physical records, encryption or pseudonymisation where appropriate, staff awareness measures and regular review of our security practices. While we take care to safeguard your information, no system can be guaranteed to be completely secure and you share information with us at your own risk.
Your Rights Under Data Protection Law
As a customer of Man with Van Locksbottom, you have a number of rights regarding your personal data, subject to certain conditions and exemptions in the law. These rights include:
The right of access: You can request confirmation of whether we process your personal data and obtain a copy of that data, along with information about how it is used.
The right to rectification: You can ask us to correct inaccurate or incomplete personal data that we hold about you.
The right to erasure: You can request that we delete your personal data in certain circumstances, for example where it is no longer needed for the purposes for which it was collected and we have no legal obligation to retain it.
The right to restrict processing: You may ask us to restrict our processing of your data in specific situations, for example while we verify its accuracy or consider an objection you have raised.
The right to object: You have the right to object to processing that is based on our legitimate interests, and we will stop processing the data unless we can demonstrate compelling legitimate grounds to continue.
The right to data portability: In some cases you can request that certain personal data is provided to you or to another controller in a structured, commonly used and machine-readable format.
The right to withdraw consent: Where we rely on consent to process your personal data, you can withdraw that consent at any time and we will stop the relevant processing.
Exercising Your Rights and Complaints
If you wish to exercise any of your data protection rights in relation to Man with Van Locksbottom, or if you have questions or concerns about how your personal data is handled, you can contact us using the normal communication channels that you use for our services.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your data protection rights have been infringed. We would, however, appreciate the opportunity to address your concerns directly before you approach a supervisory authority.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations or how we process personal data. Any updated version will apply from the date it is published. We encourage you to review this Privacy Policy periodically to stay informed about how Man with Van Locksbottom protects your information.
