Privacy Policy
Man with Van Rayners Lane Privacy Policy
This Privacy Policy explains how Man with Van Rayners Lane collects, uses and protects personal data relating to our customers and prospective customers. It applies to all Man with Van Rayners Lane customers and enquiries in the Rayners Lane area and any nearby locations we serve as part of our man and van services.
We are committed to processing 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.
Scope of this Privacy Policy
This Privacy Policy applies whenever you interact with Man with Van Rayners Lane as a private individual or business customer, including when you request a quote, make a booking, communicate with us about a job, or provide feedback. By using our services, you acknowledge that you have read and understood this Privacy Policy.
Personal Data We Collect
We may collect and process the following categories of personal data about you:
Identification and contact details, such as your full name, address, collection and delivery addresses, and general location details in the Rayners Lane area and surrounding areas, and any other information you choose to provide that identifies you or your property.
Booking and service information, such as preferred dates and times for moves, job details, inventory descriptions, instructions for access, parking information and any related notes you provide to ensure safe and efficient service.
Communication data, such as the content of messages you send to us, your enquiries and our responses, as well as any records of feedback, complaints or compliments.
Payment-related information, such as payment status and method. We do not store full card details if you pay using a third-party payment provider, but we may store transaction references and amounts for accounting and record-keeping.
Technical and usage information, where applicable, such as basic device or browser data, and information about how you interact with our online contact forms or listings, to the extent this is necessary for security and service improvement.
How We Collect Your Data
We collect personal data directly from you when you contact us to request a quote, make a booking, or ask a question. This may be by telephone, messaging service, online form, or face-to-face discussion when arranging or carrying out our services.
We may also receive limited personal data about you from third parties, for example from online platforms through which you make a booking or enquiry, or from business partners who refer you to us. In these cases, the information shared is limited to what is necessary to manage your booking or enquiry.
Lawful Bases for Processing
We only process your personal data where we have a valid lawful basis under data protection law. Depending on the context, we may rely on one or more of the following bases:
Contract. We process data to take steps at your request before entering into a contract and to perform our contract with you. This includes providing quotes, confirming bookings, carrying out moves, issuing invoices and managing any changes or cancellations.
Legal obligation. We may process your data to comply with legal requirements, such as tax, accounting, insurance and record-keeping obligations.
Legitimate interests. We may process your data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This includes managing our relationship with customers, improving our services, handling queries and complaints, preventing fraud and ensuring the security of our operations and vehicles.
Consent. In limited cases, we may rely on your consent, for example if we choose to send marketing communications that go beyond what is necessary for our legitimate interests. Where we rely on consent, you have the right to withdraw it at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide and manage our services, including arranging and carrying out man and van services, planning routes, and ensuring we can access collection and delivery locations safely and efficiently.
To communicate with you about your enquiry or booking, including confirming details, notifying you of changes or delays, and responding to your questions.
To manage payments, invoices and accounts, including confirmation of payment receipt and handling any disputes or refunds.
To maintain and improve our services, including using feedback to enhance customer experience and training our staff.
To comply with our legal and regulatory obligations, including record-keeping for tax, insurance and auditing.
To protect our business, vehicles and staff, including resolving disputes, managing claims and ensuring the security of our operations.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with selected third parties where necessary and in line with data protection laws.
Service providers and processors. We may use external companies to help us deliver our services and manage our business. These may include payment processors, accounting or bookkeeping services, IT and cloud storage providers, and communication tools. These organisations act as data processors and are only permitted to use your data according to our instructions and for the purposes we specify. They are required to protect your data and keep it secure.
Professional advisers. We may share information with accountants, legal advisers, insurers or other professional advisers when required in the course of legitimate business operations, for example for legal claims or audits.
Authorities and law enforcement. We may disclose personal data if required to do so by law or where we believe it is necessary to protect our rights, safety, property, or the rights, safety and property of our customers or others.
International Transfers
Where we use service providers or systems that store data outside the United Kingdom, we will ensure that appropriate safeguards are in place, such as using countries with an adequacy decision or implementing standard contractual clauses, so that your data remains protected to a standard that is essentially equivalent to UK law.
Data Retention
We keep your personal data only for as long as necessary for the purposes for which it was collected and to meet our legal, accounting or reporting obligations.
In practice, this generally means:
Basic customer and booking records are usually kept for up to six years after the end of the relevant financial year, to comply with tax and accounting requirements and to manage any legal claims.
Communication records, such as routine messages and enquiries that do not lead to a booking, are kept for a shorter period, typically up to two years, unless a longer period is necessary to handle an ongoing issue.
Where personal data is no longer required, we will delete it or anonymise it so that it can no longer be linked to you.
Your Data Protection Rights
You have a number of rights under data protection law in relation to your personal data. These rights apply in many circumstances, although they may not be absolute in every case. Your rights include:
Right of access. You can request a copy of the personal data we hold about you, together with information about how and why we process it.
Right to rectification. You can ask us to correct 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, for example where it is no longer needed for the purposes for which it was collected and we have no other lawful basis for retaining it.
Right to restriction. You can ask us to restrict the processing of your personal data in certain situations, such as where you contest its accuracy or object to our use of it.
Right to object. You can object to our processing of your personal data where we rely on legitimate interests as our lawful basis, particularly where the processing relates to direct marketing.
Right to data portability. In some cases, you may have the right to receive personal data you have provided to us in a structured, commonly used and machine-readable format and to ask us to transmit it to another controller.
Right to withdraw consent. Where we rely on your consent to process your personal data, you can withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before you withdraw consent.
Security of Your Data
We take appropriate technical and organisational measures to protect your personal data from unauthorised access, accidental loss, destruction or damage. These measures may include secure storage, restricted access controls and staff training on data protection responsibilities. While we take reasonable steps to protect your information, no transmission or storage system can be guaranteed to be completely secure.
Children's Data
Our services are not directed to children, and we do not knowingly collect personal data from individuals under the age of 18 except where necessary to complete a service arranged by an adult. If we become aware that we have collected such data without appropriate consent, we will take steps to delete it.
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 practices. The latest version will apply to all personal data we hold and will supersede any previous versions.
