Privacy Policy
Man with Van Elephant and Castle Privacy Policy
This Privacy Policy explains how Man with Van Elephant and Castle collects, uses, stores, shares and protects personal data relating to customers and prospective customers in the Elephant and Castle area. It also explains the rights that individuals have under the UK General Data Protection Regulation and applicable data protection laws.
This Privacy Policy applies to all customers, potential customers and users of services provided by Man with Van Elephant and Castle within the local service area, whether contact is made by telephone, online enquiry forms, written correspondence or in person.
Who we are and scope of this policy
Man with Van Elephant and Castle provides transport, moving and related services to customers in and around the Elephant and Castle area. For the purposes of data protection laws, Man with Van Elephant and Castle is the controller of the personal data described in this Privacy Policy. This means Man with Van Elephant and Castle decides how and why your personal data is processed.
This Privacy Policy covers all personal data processed in connection with enquiries, bookings, the provision of services and reasonable follow-up and administration activities.
Personal data we collect
Man with Van Elephant and Castle may collect and process the following categories of personal data about you:
Identification and contact details such as your name, address, service address, billing address and preferred contact details. Booking and service information such as details of the move or transport required, property access information, inventory descriptions, dates and times of services, and any specific instructions you provide. Communication records including information contained in email correspondence, online messages, call notes and written communications relating to enquiries, quotes, bookings or complaints. Payment and billing data such as information necessary to process payments for services, payment status, invoicing details and transaction records. Technical and usage data where relevant, such as basic information about how you interact with our website or online tools, including the date and time of visits, pages viewed and basic device information, collected using standard web technologies.
Where you provide personal data about other individuals, for example another contact person at a property, you are responsible for ensuring that they are aware of this Privacy Policy and that you have a lawful basis to share their information with us.
How we collect personal data
Man with Van Elephant and Castle collects personal data in several ways:
Directly from you when you contact us to request a quote, make a booking, manage an existing booking, ask a question, provide feedback or make a complaint. Through our website and forms when you submit an enquiry or provide information for a quotation or booking. Through telephone calls when you call to discuss services or confirm or amend booking details. From limited third party sources, such as online platforms where you may submit a request for moving or transport services that is then passed to us, or payment service providers that confirm payment status.
Lawful bases for processing
Man with Van Elephant and Castle processes personal data only where there is a lawful basis to do so under data protection law. The main lawful bases we rely on are:
Contract: We process personal data when it is necessary to enter into a contract with you or to perform a contract for moving or transport services. This includes processing enquiries, preparing quotes, managing bookings, providing the services and handling payments and related administration.
Legitimate interests: We may process personal data where this is necessary for our legitimate business interests and where these interests are not overridden by your rights and freedoms. Examples include managing and improving our services, keeping appropriate business records, responding to queries, ensuring the security and safety of our operations and pursuing or defending legal claims.
Legal obligations: We may process and retain certain personal data where this is required in order to comply with legal or regulatory obligations, such as tax, accounting and insurance requirements.
Consent: In limited situations we may rely on your consent, for example where we send certain types of direct marketing communications by electronic means and consent is required by law. Where processing is based on consent, you can withdraw your consent at any time.
How we use personal data
Man with Van Elephant and Castle uses personal data for the following purposes:
To provide quotations for services and to respond to enquiries and requests for information. To set up, manage and fulfil bookings for moving and transport services. To communicate with you about your booking, including confirmations, updates, changes and follow-up messages. To process payments, issue invoices and handle queries regarding charges or refunds. To manage our relationship with customers, including dealing with feedback, complaints and service issues. To maintain accurate business and accounting records and to comply with applicable legal obligations. To improve our services, processes and customer experience, for example by reviewing feedback and internal operational data. To protect our legal rights and interests, including the prevention and detection of fraud, and to cooperate with law enforcement or regulatory authorities where required.
Data sharing and processors
Man with Van Elephant and Castle does not sell personal data. However, we may share personal data with carefully selected third parties where necessary for the purposes set out in this Privacy Policy.
We may share personal data with service providers that act as data processors on our behalf. These may include providers of payment processing services, accounting or bookkeeping support, IT and system hosting services, customer relationship tools, and communication and scheduling tools. These processors are only permitted to process personal data in accordance with our instructions and for the purposes we specify, and they must implement appropriate security measures.
We may also share personal data with professional advisers such as accountants, insurers or legal advisers, where such sharing is necessary for advice, audits, insurance or to defend or establish legal claims.
Where required by law, regulation or legal process, we may disclose personal data to public authorities, law enforcement or regulators. We may also disclose personal data in connection with a business transaction such as a reorganisation, merger or transfer of business, to the extent permitted by law and subject to appropriate safeguards.
International transfers
Man with Van Elephant and Castle aims to keep personal data within the United Kingdom or the European Economic Area wherever possible. If it becomes necessary to transfer personal data to a country outside this area, we will ensure that an adequate level of protection is in place in accordance with data protection law. This may include using standard contractual clauses or ensuring that the recipient is subject to an adequacy decision or equivalent protection measures.
Data retention
Man with Van Elephant and Castle retains personal data only for as long as is necessary for the purposes for which it was collected, and to meet legal, accounting or reporting requirements.
In general, enquiry and booking information, including contact details, service details and relevant communications, will be retained for a period that allows us to respond to queries, manage any follow-up services and handle potential legal claims. Payment and transaction records will typically be retained for a longer period where required by tax and accounting laws.
When personal data is no longer required, it will be securely deleted, anonymised or otherwise removed from our systems in accordance with our data retention practices.
Data security
Man with Van Elephant and Castle takes appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure or destruction. These measures include restricting access to personal data to those who have a legitimate business need, using secure methods for storing and transmitting data where appropriate, and maintaining internal procedures to support data protection and data minimisation.
While we take reasonable steps to protect personal data, no method of transmission or storage is completely secure. Customers are encouraged to take care when sharing personal data and to notify us promptly of any suspected misuse of their information related to our services.
Your data protection rights
Under data protection law, individuals whose personal data we process have a number of rights. These rights apply to all Man with Van Elephant and Castle customers and prospective customers in the service area, subject to certain legal limitations and conditions.
Right of access: You have the right to request confirmation of whether we process your personal data and to receive a copy of the personal data we hold about you, together with certain information about how it is processed.
Right to rectification: You have the right to ask us to correct inaccurate personal data and to complete incomplete data where appropriate, for example updating contact details or correcting booking information.
Right to erasure: In certain circumstances, you may have the right to request that we delete your personal data. This right is not absolute and may be limited where we need to retain data to comply with legal obligations or to establish, exercise or defend legal claims.
Right to restriction: You may have the right to request that we restrict the processing of your personal data in certain situations, for example while the accuracy of the data is being checked or where you have objected to processing based on legitimate interests.
Right to object: You have the right to object to processing of your personal data that is based on our legitimate interests. We will stop processing your data unless we can demonstrate compelling legitimate grounds which override your interests, rights and freedoms, or where the processing is required for legal claims.
Right to data portability: Where processing is based on consent or contract and carried out by automated means, you may have the right to receive personal data you have provided to us in a structured, commonly used and machine-readable format and to request that it is transmitted to another controller where technically feasible.
Right to withdraw consent: Where we rely on your consent to process personal data, you may withdraw your consent at any time. Withdrawal of consent does not affect the lawfulness of processing based on consent before it was withdrawn.
Changes to this Privacy Policy
Man with Van Elephant and Castle may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or data protection practices. The updated version will apply from the date it is made available. You are encouraged to review this Privacy Policy periodically to stay informed about how we handle personal data.
