Privacy Policy

Man with Van Tokyngton Privacy Policy

This Privacy Policy explains how Man with Van Tokyngton collects, uses, stores and protects personal data relating to customers and prospective customers in the Tokyngton area. It also sets out your rights under the UK General Data Protection Regulation and related data protection laws.

This Privacy Policy applies to all services provided by Man with Van Tokyngton to individuals and businesses in the area, including enquiries, quotations, bookings and the performance of moving and transportation services.

Data Controller

Man with Van Tokyngton acts as the data controller for the personal data it collects and processes about its customers and prospective customers. As data controller, Man with Van Tokyngton determines the purposes and means of processing your personal data and is responsible for ensuring that such processing complies with applicable data protection laws.

Personal Data We Collect

Man with Van Tokyngton collects and processes different types of personal data, depending on how you interact with us and the services you request. This may include:

Identification and contact details, such as your name, postal address, service address, and general contact details you choose to provide. Booking and service details, including information about locations for collection and delivery, access details, dates and times of services, and a description of items to be moved where necessary to plan the service. Communication records, including information contained in enquiries, messages, and any feedback or complaints you submit. Payment and billing information, such as records that a payment was made, payment method type, and relevant invoicing data. We do not store full card details when payment is handled by a secure payment processor. Technical and usage information, such as basic device or browser information and general interaction data with our online presence, where this is collected to improve the reliability and security of our services.

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 occur by phone, through online enquiry forms, or in other written or verbal communications.

We may also generate information about you as part of delivering our services, for example booking records, service notes, and billing documentation. Where necessary, we may receive limited information about you from third parties involved in the move, such as another person arranging the service on your behalf, provided that they have your authority to share that information.

Lawful Bases for Processing

Man with Van Tokyngton relies on several lawful bases under the UK GDPR to process your personal data, depending on the context:

Contract: We process your personal data when it is necessary to enter into a contract with you or to perform a contract, such as providing quotations, confirming bookings, and delivering our moving and transportation services. Legal obligation: We process certain personal data where we are required to do so by law, for example maintaining tax and accounting records. Legitimate interests: We may process your data where it is necessary for our legitimate business interests and where your rights and freedoms are not overridden, for example to manage our business operations, improve our services, prevent fraud, and handle customer queries or disputes. Consent: In limited cases, such as where required for specific types of marketing, we may rely on your consent. Where consent is used, you may withdraw it at any time.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide quotations, confirm availability, and respond to your requests for information about our services. To set up, manage, and complete bookings, including planning routes, organising staff and vehicles, and managing access arrangements. To communicate with you before, during, and after the provision of services, including sending confirmations, updates, and service-related messages. To process payments, issue invoices and receipts, and maintain appropriate accounting records. To manage customer service and handle feedback, queries, or complaints. To maintain the safety and security of our staff, customers, and property, including verifying information where reasonably necessary. To improve our operations and services, such as reviewing typical routes, service efficiency, and resource planning.

Data Retention

Man with Van Tokyngton keeps your personal data only for as long as is necessary for the purposes for which it was collected, and to comply with legal and regulatory requirements.

In general, we retain customer and booking records for a period that allows us to respond to any follow-up queries, manage our relationship with you, and meet tax and accounting obligations. When personal data is no longer required, we will securely delete or anonymise it so that it can no longer be associated with you.

Data Processors and Third Parties

We may share your personal data with trusted third parties who act as data processors on our behalf. These processors are engaged to support the delivery of our services and must only process your data in accordance with our instructions and applicable data protection laws.

Common categories of processors include providers of booking and scheduling tools, secure payment processing services, cloud storage or document management services, and providers of basic IT support. We take steps to ensure that all such processors implement appropriate technical and organisational measures to protect your personal data.

We may also share your data where required by law, for example with regulatory authorities or law enforcement bodies, or in connection with legal claims, compliance, or the protection of our rights, property, staff, or customers.

International Data Transfers

If any of our processors or service providers are located outside the United Kingdom or the European Economic Area, we will take appropriate steps to ensure that your personal data receives an adequate level of protection. This may include using standard contractual clauses or other safeguards required by data protection legislation.

Security of Your Data

Man with Van Tokyngton takes the security of your personal data seriously. We use a combination of organisational and technical measures designed to protect personal data from unauthorised access, loss, disclosure, alteration, or destruction.

These measures include access controls, secure storage practices, staff awareness and training, and procedures for handling suspected data breaches. While no system can be completely secure, we work to ensure that the level of protection is appropriate to the nature of the data and the risks associated with processing it.

Your Data Protection Rights

Under data protection laws, including the UK GDPR, you have a number of rights in relation to your personal data processed by Man with Van Tokyngton. These rights include:

Right of access: You can request confirmation that we process your personal data and obtain a copy of that data, together with certain information about how it is used. Right to rectification: You can ask us to correct or complete any personal data that is inaccurate or incomplete. 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 legal obligation to retain it. Right to restriction of processing: You can ask us to restrict the processing of your data in specific situations, such as while we are verifying its accuracy or considering an objection you have raised. Right to object: Where we process your personal data based on legitimate interests, you may object to such processing, and we will assess your request against our legitimate grounds for processing. Right to data portability: In certain circumstances, you can request that we provide your personal data in a structured, commonly used and machine-readable format, or request that it be transmitted to another organisation where this is technically feasible. Right to withdraw consent: Where processing is based on your consent, you can withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing that took place before the withdrawal.

We will respond to any request to exercise your rights in accordance with applicable data protection laws and within the required time limits.

Complaints and Contact

If you have concerns about how Man with Van Tokyngton handles your personal data, you can raise them with us so that we have the opportunity to address any issues. You also have the right to lodge a complaint with the relevant data protection authority if you believe your rights have been infringed.

Changes to This Privacy Policy

Man with Van Tokyngton may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or how we process personal data. Any significant changes will apply from the date on which the updated version is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.