Privacy Policy

Roehampton Man and Van Privacy Policy

This Privacy Policy explains how Roehampton Man and Van collects, uses, stores, shares and protects personal data in connection with our man and van and related services. It is intended to be clear and understandable so you can make informed choices about your personal data.

This Privacy Policy applies to all Roehampton Man and Van customers and prospective customers in our service area, including individuals, households and businesses who contact us, request a quote, make a booking or otherwise use our services.

Who we are and scope of this policy

Roehampton Man and Van is a man and van service provider operating in the local area. For the purposes of applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018, Roehampton Man and Van is the data controller of the personal data described in this Privacy Policy.

This Privacy Policy applies when you interact with us by phone, online forms, written correspondence or in person, when you receive our services, and when we handle personal data for the purpose of running and improving our business.

Personal data we collect

We collect and process different types of personal data depending on how you interact with us and which services you use. The categories of data we may collect include:

Identification and contact information: name, address, collection address, delivery address, billing address, contact details and similar identifying information.

Booking and service information: details of the service requested, such as dates and times, type and size of move or transport, property access details, parking information, special handling instructions and notes relevant to completing the job safely and efficiently.

Communication records: information you provide when you contact us, including the content of enquiries, quotes, feedback or complaints and any follow up correspondence.

Payment and transaction information: records of services purchased, amounts, dates, payment status and basic payment confirmation data. We do not store full payment card details; these are processed by secure payment processors.

Technical and usage information: limited technical data generated by your use of our online channels, such as basic device and browser information, and information necessary to operate and secure our website or booking tools. We do not seek to identify you from this data unless it is necessary to do so for security or legal reasons.

How we collect personal data

We collect personal data directly from you when you request a quote, make a booking, use our services, contact us with an enquiry, give feedback or otherwise communicate with us.

We may also receive personal data about you from third parties where this is necessary to provide our services, for example where a business books our services on your behalf, or where another party gives us your contact details to arrange a collection or delivery. In such cases, we will treat that data in accordance with this Privacy Policy.

Lawful bases for processing

We only process your personal data when we have a lawful basis to do so under data protection law. Depending on the circumstances, we may 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 the contract we have with you, for example to provide a quote, confirm a booking, deliver or collect items and manage your account.

Legal obligation: to comply with our legal and regulatory obligations, for example record keeping, tax and accounting requirements and responding to lawful requests from public authorities.

Legitimate interests: to pursue our legitimate interests in operating, managing and developing our business where these interests are not overridden by your rights and interests. This includes activities such as improving our services, handling queries, managing our relationship with you, ensuring the security of our systems, preventing fraud and exercising or defending legal claims.

Consent: in limited cases where we ask for your clear and specific permission for a particular use of your personal data. Where processing is based on consent, you can withdraw that consent at any time, although this will not affect the lawfulness of processing carried out before consent was withdrawn.

How we use personal data

We use your personal data for the following purposes:

To provide and manage our services to you, including handling enquiries and quotes, confirming bookings, planning and carrying out moves or deliveries, and managing changes or cancellations.

To communicate with you about your booking, service updates, operational issues, changes to terms and policies and other information necessary to deliver our services effectively.

To manage payments, invoices, refunds and accounting records, and to keep appropriate business and financial records.

To respond to your questions, requests, feedback and complaints and to improve the quality, safety and reliability of our services based on your input.

To protect our business, personnel, customers and the public, including for fraud prevention, security and the establishment or defence of legal claims.

To meet our legal and regulatory obligations and to cooperate with regulators and law enforcement where required by law.

Data sharing and processors

We may share your personal data with carefully selected third parties where necessary for the purposes described in this Privacy Policy and where permitted by law. These recipients may include:

Service providers acting as data processors who provide services to us, such as payment processing, secure data storage, accounting support, information technology support and customer administration. These providers are only allowed to process your personal data on our instructions and must protect it in accordance with data protection law and contractual obligations.

Professional advisers, such as accountants, auditors, insurers and legal advisers, where necessary to obtain professional advice, manage risk or handle legal matters.

Public authorities, regulators, law enforcement and courts, where we are required to disclose personal data by law or where disclosure is necessary to protect our rights, property or safety, or the rights, property or safety of others.

We do not sell your personal data to third parties.

International transfers

Our primary operations and systems are based in the United Kingdom. If it becomes necessary to transfer your personal data to a country outside the United Kingdom that does not provide the same level of data protection, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent measures, in compliance with data protection law.

Data retention

We keep your personal data only for as long as necessary to fulfil the purposes for which we collected it, including to provide our services, maintain records, resolve disputes and meet our legal and regulatory obligations.

In general, we retain core booking and transaction records for a period consistent with tax, accounting and limitation period requirements. Communication records and operational notes are retained for as long as they remain relevant to the services provided, our relationship with you or any potential claims.

When personal data is no longer required, we will take reasonable steps to delete it or anonymise it so that it can no longer be used to identify you.

Security of your personal data

We take appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing and against accidental loss, destruction or damage. These measures include restricting access to personal data to those who need to know it for legitimate business purposes and requiring our staff and processors to respect the confidentiality and security of your data.

Your data protection rights

Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions. These rights include:

Right of access: you can request confirmation of whether 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 personal data that is inaccurate or incomplete.

Right to erasure: in some 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 or where you withdraw consent and there is no other legal basis for processing.

Right to restriction: you can ask us to restrict the processing of your personal data in certain situations, for example while we are verifying its accuracy or assessing an objection you have raised.

Right to object: you can object to our processing of your personal data where we rely on legitimate interests as the lawful basis, and we will stop processing unless we have compelling legitimate grounds to continue or the processing is necessary for legal claims.

Right to data portability: where processing is based on consent or contract and carried out by automated means, you can request to receive your personal data in a structured, commonly used and machine readable format and have it transmitted to another controller where technically feasible.

Right to withdraw consent: where we rely on your consent, you may withdraw that consent at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are concerned about how we handle your personal data.

Updates to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, business practices or legal obligations. When we make changes, we will revise the date of the update and take appropriate steps to inform you of any significant changes where required by law. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.