Man with Van Crystal Palace Privacy Policy

This Privacy Policy explains how Man with Van Crystal Palace collects, uses, stores and protects personal data relating to customers and prospective customers in the Crystal Palace area. It is intended to comply with the UK General Data Protection Regulation and related data protection laws. By using our services, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all Man with Van Crystal Palace customers, prospective customers and website visitors located in the Crystal Palace area and surrounding neighbourhoods who contact us, request a quotation, make a booking, or otherwise interact with our services. It applies regardless of whether you communicate with us by phone, online forms, messaging services, or in person.

Data Controller

Man with Van Crystal Palace is the data controller for the personal data described in this Privacy Policy. As data controller, we determine the purposes and means of processing your personal information and are responsible for ensuring that such processing complies with applicable data protection law.

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:

Identity and contact details: name, address, pick-up and drop-off addresses, contact details such as telephone number, mobile number or other contact identifiers you provide, and any company or business name where relevant.

Service information: details of your move or transport job, inventory or description of items to be moved, property access information, dates and times of services, and any special instructions you provide.

Communication data: information contained in messages, enquiries, feedback or complaints sent to us via phone, online forms, messaging services or other channels.

Payment and transaction data: records of payments made for our services and basic billing information. We do not store full card details when third-party payment processors are used.

Technical and usage information: limited technical data such as IP address, device type, or basic usage information where this is collected through our website or online tools to help us improve our services and security.

How We Collect Your Data

We collect personal data directly from you when you contact us by phone, use an online form, request a quotation, confirm a booking, make a payment, or communicate with us during the course of providing our services.

We may also receive personal data from third parties where you have authorised them to share information with us, for example where an agent, family member or business contact books our services on your behalf and provides your details.

Purposes and Lawful Basis for Processing

We process your personal data only where we have a lawful basis under data protection law. The main purposes and lawful bases are as follows:

To provide quotations and perform our services: we use your identity, contact and service information to give you quotations, confirm bookings, plan routes, carry out collections and deliveries, and manage your move or transport job. The lawful basis is that processing is necessary for the performance of a contract with you, or to take steps at your request before entering into a contract.

To manage payments and accounting: we process payment and transaction data to take payments, issue receipts and invoices, and maintain accurate financial records. The lawful basis is performance of a contract and compliance with our legal obligations for tax and accounting.

To communicate with you: we use your contact details and communication data to respond to your enquiries, send booking confirmations, provide updates about your service, and handle feedback or complaints. The lawful basis is performance of a contract and our legitimate interests in providing an effective customer service.

To improve and secure our services: we may use limited technical and usage information to maintain and improve our website, logistics and security. The lawful basis is our legitimate interests in running and developing our business and protecting our systems.

To comply with legal obligations: we may process any of the above categories of data where required to comply with laws, regulations, court orders or requests from law enforcement. The lawful basis is compliance with a legal obligation.

We will only rely on consent as a lawful basis where we specifically ask for it. Where consent is used, you have the right to withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

Data Retention

We keep your personal data only for as long as reasonably necessary for the purposes set out in this Privacy Policy and to meet legal, regulatory, tax, accounting or reporting requirements.

Customer and booking records are typically retained for a period that allows us to handle any questions, complaints or potential legal claims. Certain financial and transaction data may be retained for longer periods as required by tax and accounting rules.

When personal data is no longer needed, we will securely delete or anonymise it so that it can no longer be associated with you.

Use of Data Processors and Third Parties

We may share your personal data with selected third parties who act as data processors on our behalf. These may include payment processing providers, IT and hosting service providers, communication platforms and other business support services that help us deliver our services to you.

Where we use data processors, they are only permitted to process your personal data in accordance with our instructions and for the purposes described in this Privacy Policy. They are required to keep your data secure and to comply with applicable data protection laws.

We may also share personal data with third parties where required by law, to respond to legal processes, to protect our rights or those of others, or in connection with a business reorganisation or similar event, provided that appropriate safeguards are in place.

International Transfers

Where any of our service providers or data processors are located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data, such as standard contractual clauses or other recognised transfer mechanisms, in accordance with data protection law.

Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures may include secure storage, controlled access, encryption and other forms of protection appropriate to the nature of the data and the risks involved.

While we take reasonable steps to safeguard your information, no system can be completely secure. You are responsible for ensuring that any communication channel you use to transmit information to us is secure and appropriate for your circumstances.

Your Data Protection Rights

Under the UK General Data Protection Regulation and related laws, you have a number of rights in relation to your personal data. These include:

Right of access: you can request confirmation of whether we process your personal data and obtain a copy of your data, together with information about how we use it.

Right to rectification: you can ask us to correct or complete inaccurate or incomplete personal data.

Right to erasure: in certain circumstances you can ask us to delete your personal data, for example where it is no longer needed for the purposes it was collected or where you withdraw consent and no other lawful basis applies.

Right to restriction of processing: you can ask us to restrict the use of your data in certain circumstances, for example while we are considering a request to rectify or erase your data.

Right to data portability: in certain circumstances you can request that we provide your personal data to you or to a third party in a structured, commonly used and machine-readable format.

Right to object: you can object to our processing of your personal data where we rely on legitimate interests as our lawful basis and your particular situation gives rise to an objection.

Right to withdraw consent: where processing is based on your consent, you can withdraw that consent at any time.

To exercise any of these rights, you can contact us using the usual communication channels you use with Man with Van Crystal Palace. We may need to verify your identity before responding to your request. We aim to respond within the time limits set by data protection law.

Complaints

If you have concerns about how we handle your personal data, we encourage you to contact us so that we can try to resolve the issue. You also have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom if you believe that your 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 requirements or data protection practices. Any changes will take effect when the updated Privacy Policy is made available. We encourage you to review this page periodically to stay informed about how we protect your personal data.