Privacy Policy
Man and a Van Sutton Privacy Policy
This Privacy Policy explains how Man and a Van Sutton collects, uses, shares and protects personal data in connection with our removal and transportation services. It applies to all Man and a Van Sutton customers and prospective customers in our operating area, whether you contact us online, by phone, or in person, and whether you book directly or request a quotation.
Who We Are and Scope of this Policy
Man and a Van Sutton is a removal and transport service provider operating in the Sutton area and surrounding locations. For the purposes of applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018, we act as the data controller for the personal data described in this Privacy Policy.
This Privacy Policy covers personal data processed in relation to enquiries, quotations, bookings, service delivery, payments, and ongoing customer relationships for individuals and business customers located in our service area.
Types of Personal Data We Collect
We may collect and process the following categories of personal data when you interact with Man and a Van Sutton:
Identity and contact details, such as full name, title, residential or business address, collection and delivery addresses, and any alternative contact person details you provide. Booking and service information, such as preferred service date and time, nature and volume of items to be moved, access details for properties, parking information, and special instructions relevant to your move. Communication data, such as the content of messages and correspondence you send to us and information you provide when you speak with us about our services, including complaints, feedback, or follow-up queries. Payment and transaction details, such as records of services purchased and amounts paid. We do not store full payment card details; any card processing is carried out by third party payment processors. Technical and usage data, such as basic information about how you found us, pages visited on our website, and general browsing behaviour, where this is collected via cookies or similar technologies.
How We Collect Personal Data
We collect personal data directly from you when you request a quote, make a booking, contact us with a query, or provide information during the delivery of our services at your property or business premises.
We may also receive personal data about you from other parties, for example if another person books our service on your behalf and provides your contact details or address, or from business partners that refer you to us for removal or transport services.
Lawful Bases for Processing Your Data
We rely on the following lawful bases under data protection law to process your personal data:
Performance of a contract: We process personal data where it is necessary to provide quotations, accept bookings, plan and deliver our man and van services, manage payments, and communicate with you about your booking or contract. Legal obligation: We may process personal data to comply with legal and regulatory requirements, such as tax, accounting, and record-keeping obligations, and to respond to lawful requests from authorities. Legitimate interests: We may process personal data to pursue our legitimate interests, provided that these interests are not overridden by your rights and freedoms. This may include improving our services, managing our business operations, handling customer queries, and exercising or defending legal claims. Consent: In limited circumstances we may rely on your consent, for example for certain marketing communications or the use of specific optional cookies. Where we rely on consent, you can withdraw it at any time.
How We Use Your Personal Data
We use personal data for the following purposes:
To provide quotations and respond to enquiries, including assessing your requirements and giving you an estimate for our services. To create and manage bookings, including confirming collection and delivery details, dates, times, and any special arrangements needed for your move. To deliver our services, including contacting you on or before the day of the move, coordinating access to properties, and completing the agreed transport or removal tasks. To process payments and manage invoices, including recording payment status, issuing receipts, and maintaining appropriate financial records. To provide customer service and support, including handling complaints, resolving issues, and responding to follow-up questions about our services. To improve our services and business operations, including reviewing feedback, monitoring service quality, and training staff. To comply with legal and regulatory obligations, including record retention, tax reporting, and responding to lawful requests from public authorities. To send you information about our services where you have requested it or, where permitted, where we believe it may be of interest to you, respecting your marketing preferences.
Data Sharing and Processors
We may share your personal data with carefully selected third parties that help us operate our business and deliver our services. These third parties act as data processors or, in some cases, as independent controllers, depending on the circumstances.
Service providers acting as processors may include IT and hosting providers that store our data, customer relationship and booking systems that help manage our bookings and communications, payment processors that handle card and electronic payments, and professional advisers such as accountants or legal advisers where necessary. In some cases, we may share relevant information with subcontractors or partner drivers where this is required to complete your booking safely and efficiently.
We require all processors that handle personal data on our behalf to implement appropriate security measures, process personal data only on our documented instructions, and comply with applicable data protection laws.
International Data Transfers
Our core services are operated within the United Kingdom. If any of our service providers or systems transfer or store personal data outside the UK, we will ensure that appropriate safeguards are in place, such as using standard contractual clauses or other mechanisms approved under data protection law, to protect your data in line with this Privacy Policy.
Data Retention
We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, or reporting requirements.
In general, enquiry and booking records are retained for a period that allows us to manage your booking, handle any follow-up questions or issues, and demonstrate that we have met our contractual and legal obligations. Financial and transaction records are typically retained in line with legal and tax requirements. When personal data is no longer needed, we will securely delete or anonymise it so that it can no longer be linked to an identifiable individual.
Data Security
We take appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, appropriate staff training, and regular review of our data handling practices.
While we strive to protect your personal data, no method of transmission or storage is completely secure. You are responsible for taking reasonable precautions when you share personal information with us and when using any communication channels.
Your Data Protection Rights
As a data subject under the UK GDPR and related laws, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions:
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 we use it. Right to rectification: You can ask us to correct inaccurate or incomplete personal data that we hold about you. Right to erasure: In certain circumstances, you can request the deletion of 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. Right to restrict processing: You can request that we restrict the processing of your personal data in certain situations, such as when you contest its accuracy or object to its processing. Right to data portability: Where processing is based on consent or contract and carried out by automated means, you can request a copy of your personal data in a structured, commonly used, and machine-readable format and ask for it to be transferred to another controller where technically feasible. Right to object: You can object to processing based on our legitimate interests or for direct marketing purposes. We will stop processing your data unless we have compelling legitimate grounds that override your interests, rights, and freedoms or where the processing is needed for legal claims. Right to withdraw consent: Where we rely on consent for processing, you can withdraw that consent at any time, without affecting the lawfulness of processing before withdrawal.
You also have the right to lodge a complaint with the Information Commissioner's Office if you believe that your data protection rights have been infringed.
Updates to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, how we handle personal data, or changes in applicable law. The updated version will apply from the date it is published. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
