Privacy Policy

Man with Van Penge Privacy Policy

This Privacy Policy explains how Man with Van Penge collects, uses, stores and protects personal data when providing our services. It applies to all Man with Van Penge customers and prospective customers located in the Penge area and any individuals who contact us or interact with our services.

We are committed to protecting your privacy and handling your personal data in a lawful, fair and transparent manner in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.

Who We Are

Man with Van Penge is a transport and removal service operating in and around the Penge area. For the purposes of data protection law, we act as the data controller in relation to the personal data we collect and process about you when you use our services.

Personal Data We Collect

We may collect and process the following categories of personal data when you contact us, request a quote or use our services:

Identity details such as your name and, where relevant, the name of your business.
Contact details such as your address, collection and delivery addresses, and other location details related to the service.
Service details such as dates and times of bookings, service preferences, description of items to be moved, access information and any instructions you provide.
Communication records such as information you provide when you contact us by phone, online form or in writing, including enquiries, feedback and complaints.
Payment-related information such as payment status and basic transaction records. We do not store full card details if card payments are handled through third party payment processors.

We generally collect personal data directly from you. We may also receive limited information indirectly, for example if someone books a service on your behalf and provides your contact details and address for the job.

Lawful Basis for Processing

We process your personal data only where we have a lawful basis to do so under data protection law. Depending on the context, we rely on the following lawful bases:

Contract: To take steps at your request before entering into a contract and to perform a contract with you, such as providing quotations, confirming bookings, carrying out removals and processing payments.
Legitimate interests: To pursue our legitimate business interests, for example to manage our operations, maintain customer records, respond to enquiries, improve our services, handle complaints and protect our legal rights. We balance these interests against your rights and expectations and only rely on this basis where it is appropriate.
Legal obligation: To comply with legal and regulatory obligations, including record-keeping, tax and accounting requirements.
Consent: In limited circumstances we may rely on your consent, for example if you specifically ask to receive certain types of communication that are not strictly necessary for providing our services. Where we rely on consent, you have the right to withdraw it at any time.

How We Use Your Personal Data

We may use your personal data for the following purposes:

To provide our services, including assessing your request, preparing quotations, confirming and managing bookings, planning routes and completing removals and deliveries.
To communicate with you about your enquiry or booking, including sending confirmations, updates, service-related information and responding to your questions.
To manage payments, invoicing and accounting records related to the services we provide to you.
To improve our services, including reviewing feedback and analysing typical enquiries and jobs to help us plan and manage our resources.
To maintain our business records and administration, including customer databases, schedules and job logs.
To resolve disputes, handle complaints and protect or defend our legal rights.
To comply with legal obligations and respond to lawful requests from authorities where required.

Data Retention

We keep personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy and to meet legal, accounting or reporting requirements.

In general, we keep core customer and booking records for a period that allows us to respond to queries about completed services, handle any disputes and meet tax and accounting rules. After this period, we either delete your personal data securely or anonymise it so that it can no longer be linked to you.

The exact retention periods may vary depending on the type of data, the nature of the service and any applicable legal obligations. We regularly review the personal data we hold and securely delete information that is no longer needed.

Data Processors and Third Parties

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

IT and hosting providers that store or host our data and systems.
Payment processors that handle card or online payments on our behalf.
Communication service providers that enable us to send service-related messages.

Where we use data processors, we ensure that they are subject to appropriate contractual and security obligations to protect your personal data and process it only in accordance with our instructions and applicable data protection law.

We may also share personal data with other third parties in limited circumstances:

Professional advisers such as accountants or legal advisers where necessary for business, legal or tax purposes.
Authorities or regulators where we are legally required to do so or where it is necessary to protect our rights or the rights of others.

We do not sell your personal data to any third party.

International Transfers

Our primary operations and data storage are intended to be within the United Kingdom or the European Economic Area. If in the future we need to transfer personal data to a country outside the UK or EEA that does not provide an equivalent level of data protection, we will ensure that appropriate safeguards are in place, such as approved standard contractual clauses or other legally recognised mechanisms, to protect your information.

Security of Your Personal Data

We take reasonable and appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, misuse, alteration or disclosure. These measures include limiting access to personal data to those who need it for legitimate business purposes and using appropriate security controls to protect our systems and records.

While we take security seriously, no transmission of information or storage system can be guaranteed to be completely secure. You are also responsible for taking reasonable care when providing your information and communicating with us.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all Man with Van Penge customers and individuals in the Penge area whose data we process, subject to certain conditions and legal limitations. Your rights include:

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, along with certain information about how we use it.
Right to rectification: You can ask us to correct or complete any inaccurate or incomplete personal data we hold about you.
Right to erasure: In certain circumstances, you can request that we delete your personal data. This right is not absolute and may be subject to our need to retain data for legal or legitimate business reasons.
Right to restriction: You can ask us to restrict the processing of your personal data in specific situations, for example while we verify its accuracy or consider an objection you have raised.
Right to object: You can object to our processing of your personal data where we rely on legitimate interests as our lawful basis, on grounds relating to your particular situation. We will stop processing your data unless we have compelling legitimate grounds to continue or need to do so for legal reasons.
Right to data portability: Where we process your personal data based on your consent or a contract and by automated means, you may have the right to receive the data in a structured, commonly used and machine-readable format and to transmit it to another controller.

You also have the right to withdraw any consent you have given us at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before your withdrawal.

If you wish to exercise any of these rights, we may need to ask you for certain information to confirm your identity and to help us locate your data. We aim to respond to all valid requests within the time limits set by law.

Complaints and Contact

If you have any concerns or questions about how we handle your personal data, or if you wish to exercise your data protection rights, you can contact us using the usual contact methods you use to arrange services with Man with Van Penge.

You also have the right to lodge a complaint with the UK data protection authority, the Information Commissioner's Office, if you believe your data protection rights have been infringed. Further information about your rights and how to complain can be found on the Information Commissioner's Office public resources.

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. When we make significant changes, we will take reasonable steps to bring them to your attention. The most current version of this Privacy Policy will always apply to the personal data we hold and process about you.