Man with Van Temple Privacy Policy
This Privacy Policy explains how Man with Van Temple collects, uses, stores and protects your personal data when you use our services. It applies to all Man with Van Temple customers in our service area, including prospective, current and former customers, as well as individuals who contact us with an enquiry.
We are committed to protecting your privacy and handling your personal data in a lawful, fair and transparent way, in accordance with the UK General Data Protection Regulation and all applicable data protection laws.
1. Data controller
Man with Van Temple is the data controller for the personal data described in this Privacy Policy. This means we decide how and why your personal data is processed when you engage with our services or visit our website.
2. Personal data we collect
We may collect and process the following categories of personal data about you, depending on how you interact with us and the services you request:
Identity and contact details: name, address, service address, contact address, and other contact details you choose to provide.
Communication data: information you provide when you contact us by phone, contact form or other communication channels, including enquiries, quotes, complaints and feedback.
Service and booking details: details of the removal, relocation or transport services you request, dates and times of bookings, pickup and delivery addresses, access details, item descriptions and related instructions.
Payment and transaction data: records of invoices, payments, payment methods used, and related accounting information. We do not store full payment card details if you pay by card; these are processed securely by our chosen payment processor.
Technical and usage data: limited technical information when you access our website, such as IP address, device type, browser type and pages visited. This may be collected through cookies or similar technologies where used.
Voluntary information: any other information you choose to provide to us in connection with our services, such as special instructions or access notes relevant to your move.
3. How we collect your data
We collect personal data directly from you when you contact us to request a quote, make a booking, ask a question, provide feedback or otherwise communicate with us. We may also collect data when you interact with our website or online forms.
In some cases, we may receive your details from a third party, for example if another person books a service on your behalf or if you are named as a contact person for a particular job. Where appropriate, we will inform you of the source of your data when we first contact you.
4. Lawful basis for processing
We only process your personal data where we have a valid legal basis under data protection law. Depending on the context, we rely on one or more of the following lawful bases:
Contract: to take steps at your request before entering into a contract, and to perform our contract with you. This includes providing quotes, confirming bookings, delivering services and handling payments.
Legal obligation: to comply with legal and regulatory requirements, such as maintaining accounting and tax records or responding to lawful requests from public authorities.
Legitimate interests: to pursue our legitimate business interests, such as managing and improving our services, preventing fraud, ensuring the security of our operations, and handling customer queries and complaints. When relying on this basis, we balance our interests against your rights and reasonable expectations.
Consent: where required by law, for example in relation to certain types of direct marketing or the use of some cookies. When we rely on consent, you have the right to withdraw it at any time.
5. How we use your personal data
We may use your personal data for the following purposes:
To provide quotes, process bookings and deliver moving and transport services you have requested.
To communicate with you about your enquiry, booking, changes to services, confirmations, reminders and after-service follow up.
To manage our relationship with you, including handling feedback, queries, complaints and service improvements.
To process and record payments, maintain financial and tax records, and carry out internal administration.
To operate, maintain and improve our website, customer service processes and business operations.
To comply with applicable laws, regulations and legal obligations, and to respond to lawful requests or protect our legal rights.
6. Data retention
We keep your personal data only for as long as is necessary for the purposes for which it was collected, including satisfying any legal, accounting or reporting requirements.
In general, service and booking records, together with related contact and transaction data, are kept for up to seven years from the end of the relevant financial year, to comply with tax and accounting obligations and to protect our legal interests.
Enquiry records for quotes or services that do not go ahead may be kept for a shorter period, typically up to two years, unless a longer period is justified by our legitimate interests or legal requirements.
Technical and usage data collected for website performance or security purposes is retained for shorter periods that are appropriate to the nature of the data and our operational needs.
When we no longer need your personal data, we will securely delete or anonymise it.
7. Data processors and third parties
We may share your personal data with carefully selected third parties who act as our data processors. These processors only process your data on our instructions and are contractually required to protect your data and comply with data protection law.
Typical categories of processors include:
IT and hosting providers that store our records and support our systems.
Payment service providers that process your payments securely.
Customer management or administration service providers that help us manage bookings and communications.
Professional advisers such as accountants, where necessary for our financial and legal obligations.
We may also share your personal data with other third parties where required by law, where necessary to protect our rights, or where you have explicitly requested or consented to such sharing.
We do not sell your personal data to third parties.
8. International data transfers
Where our service providers are located outside the United Kingdom, or use servers based in other countries, your personal data may be transferred internationally. In such cases, we take appropriate safeguards to ensure that your data is protected to a standard that is essentially equivalent to that under UK data protection law, for example by using approved contractual clauses or relying on adequacy regulations.
9. Data security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures include access controls, secure storage, limited retention periods and staff awareness of data protection obligations.
While we take reasonable steps to protect your data, no system can be completely secure. You are responsible for keeping any reference numbers or details relating to bookings confidential and for communicating personal data to us in a secure way where possible.
10. Your data protection rights
Under data protection law, you have several rights in relation to your personal data. These rights apply to all Man with Van Temple customers in our service area, subject to certain legal conditions and exceptions:
Right of access: you can request confirmation that we process your personal data and obtain a copy of that data.
Right to rectification: you can ask us to correct inaccurate or incomplete personal data that we hold about you.
Right to erasure: in some circumstances, you can ask us to delete your personal data, for example where it is no longer needed for the purposes for which it was collected.
Right to restriction: you can request that we restrict the processing of your personal data in certain situations, for example while we consider an objection or verify accuracy.
Right to object: you can object to processing of your personal data that is based on our legitimate interests. We will stop the processing unless we have compelling legitimate grounds that override your interests, rights and freedoms, or the processing is needed for legal claims.
Right to data portability: in some cases, you can request that we provide your personal data in a structured, commonly used and machine readable format, or transfer it to another controller, where this is technically feasible.
Right to withdraw consent: where we rely on your consent, you can withdraw it at any time. This will not affect the lawfulness of processing based on consent before it was withdrawn.
11. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, our practices or applicable law. Any updated version will apply from the time it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
