Man and Van - Office Removals Privacy Policy
This Privacy Policy explains how Man and Van - Office Removals collects, uses, stores and protects personal data relating to our services. It applies to all Man and Van - Office Removals customers in our service area, including individuals and businesses who contact us, request a quotation, make a booking, or otherwise use our office removals and related services.
Scope and Data Controller
Man and Van - Office Removals is the data controller responsible for determining how and why your personal data is processed. This Privacy Policy covers personal data we collect directly from you, as well as data we may receive from third parties in connection with arranging or delivering our services.
Types of Personal Data We Collect
We may collect and process the following categories of personal data about you when you use our services or contact us with an enquiry:
Identification and contact details, such as your name, job title, business name, postal address, and general contact details you provide for communication about our services.
Service and booking information, such as details of the properties or premises involved in the move, access information, inventory lists, preferred dates and times, and any specific instructions relating to the removal services.
Communication records, such as messages, enquiries, and notes from calls or discussions relating to quotations, bookings, changes, or feedback about our services.
Billing and transaction information, such as records of the services purchased, amounts charged, payment status, and basic invoicing details. Payment card data is processed only by our selected payment processors and is not stored by us beyond what is necessary for transaction confirmation and accounting records.
Technical and usage data, such as information about how you interact with our website or online forms, including basic device and browser information and pages visited, where this is collected through standard website analytics tools.
How We Collect Personal Data
We collect personal data directly from you when you contact us by phone, through online forms, or in writing to request a quotation, make a booking, or ask for information about our services. We may also collect information when you provide instructions during a site visit, pre-move survey, or while the services are being performed.
In some cases, we may receive your details from a third party, such as a colleague, landlord, property manager, or relocation agent who arranges the service on your behalf. Where appropriate, we will inform you that we have received your data from a third party as soon as reasonably possible.
Lawful Basis for Processing
We process your personal data only where we have a lawful basis under the General Data Protection Regulation. Depending on the context, we may rely on the following bases:
Contract performance: We process personal data when it is necessary to enter into or perform a contract with you, including providing quotations, confirming bookings, planning and carrying out removals, and issuing invoices.
Legal obligations: We may process certain personal data to comply with legal and regulatory requirements, such as accounting, tax, and record-keeping obligations, or to respond to lawful requests from public authorities.
Legitimate interests: We may process personal data where it is necessary for our legitimate business interests and where your rights and freedoms do not override those interests. This may include managing our relationship with customers, improving our services, handling enquiries and complaints, and protecting our business against fraud or misuse.
Consent: In limited circumstances, we may rely on your consent, for example for certain types of optional communications or marketing. Where we rely on consent, you can withdraw it at any time by contacting us using the details provided in this policy.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To provide quotations, plan office removals, and deliver our services to you or your organisation.
To communicate with you about your enquiry or booking, including confirmations, reminders, amendments, and service updates.
To process payments, issue invoices, and maintain internal accounts and financial records in line with legal requirements.
To manage our relationship with customers, including handling feedback, customer service issues, complaints, and after-service queries.
To improve and develop our services, including monitoring the effectiveness of our processes, training staff, and maintaining quality standards.
To ensure security, prevent fraud, and protect our rights, property, and the safety of our staff and customers.
Data Sharing and Use of Processors
We may share your personal data with carefully selected third parties where necessary for the purposes set out in this policy. In particular, we may share data with:
Service providers acting as data processors, such as providers of IT systems, hosting, cloud storage, customer relationship management tools, payment processing services, and administrative support. These processors are only permitted to process your data on our instructions and must protect it in accordance with applicable data protection laws.
Operational partners and subcontractors where required to carry out your removal service, such as additional removals teams or specialist handling services. We share only the information necessary to complete the job safely and effectively.
Professional advisers, such as accountants or legal advisers, to the extent reasonably necessary for the provision of their services and our compliance with legal obligations.
Public authorities or law enforcement agencies where we are legally required to do so, or where this is necessary to protect our legal rights or the safety of others.
We do not sell or rent your personal data to third parties.
International Transfers
As a general rule, we aim to store and process personal data within the United Kingdom or the European Economic Area. If it becomes necessary to transfer your data to a country outside these areas, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or other mechanisms approved by data protection authorities, so that your personal data remains adequately protected.
Data Retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including meeting any legal, accounting, or reporting requirements. The specific retention period will depend on the type of data and the context in which it was provided.
In general, we will keep customer records, including basic contact details, booking information, and invoices, for a period required by applicable tax and accounting rules. Once data is no longer required, we will securely delete or anonymise it so that you can no longer be identified.
Security of Your Personal Data
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 restricting access to personal data to staff and processors who need it for legitimate business purposes, training staff on data protection responsibilities, and using safeguards in our IT systems to prevent unauthorised access where reasonably practicable.
Your Data Protection Rights
Under the GDPR, you have a number of rights in relation to the personal data we hold about you. These rights apply to all Man and Van - Office Removals customers in our service area, subject to any legal limitations or exemptions. Your rights include:
Right of access: You have the right to request confirmation that we process your personal data and to obtain a copy of the personal data we hold about you, together with certain related information.
Right to rectification: You have the right to request that inaccurate or incomplete personal data about you be corrected or updated.
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 have withdrawn consent and there is no other lawful basis for processing.
Right to restriction of processing: You may request that we restrict the processing of your personal data in certain situations, such as while we are verifying the accuracy of the data or assessing an objection you have raised.
Right to data portability: Where processing is based on your consent or on a contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used, and machine-readable format and to request that it be transmitted to another controller, where technically feasible.
Right to object: You have the right to object to processing based on our legitimate interests, on grounds relating to your particular situation. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms, or where processing is required for legal claims.
Right to withdraw consent: Where we rely on your consent to process personal data, you may withdraw that consent at any time. This will not affect the lawfulness of processing carried out before you withdrew consent.
You also have the right to lodge a complaint with a supervisory authority if you believe that your data protection rights have been infringed.
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 updates will be made available through our usual communication channels. We encourage you to review this policy periodically so that you remain informed about how we protect your personal data.
