Privacy Policy
Man with Van Gipsy Hill Privacy Policy
This Privacy Policy explains how Man with Van Gipsy Hill collects, uses, discloses and protects personal data relating to customers and prospective customers in the Gipsy Hill area and surrounding locations. It is intended to comply with the UK General Data Protection Regulation, the EU General Data Protection Regulation where applicable, and all relevant data protection laws.
By contacting Man with Van Gipsy Hill, requesting a quotation, making a booking or using any of our related services, you acknowledge that you have read and understood this Privacy Policy.
Scope of this Privacy Policy
This Privacy Policy applies to all individual customers and prospective customers of Man with Van Gipsy Hill in the Gipsy Hill area and any nearby areas in which we provide services. It covers personal data collected through telephone calls, text messages, online enquiries, booking forms, social media messages and any other direct communications with us.
Personal Data We Collect
Man with Van Gipsy Hill may collect and process the following categories of personal data:
Identification and contact details, such as name, title, residential address, collection and delivery addresses, and general location information relevant to your move.
Communication details, such as the content of your enquiries, booking details, feedback, and communication preferences.
Service information, such as details of the items to be moved, access information for properties, preferred dates and times, special handling instructions, and records of services provided and invoices issued.
Technical and usage data, where applicable, such as basic information about how you interact with our online content or digital tools, including device type or browser type. We do not intentionally collect more data than is necessary to provide and manage our services.
We do not intentionally collect special categories of personal data, such as health information, unless you choose to share this where it is directly relevant to the services we provide, for example to explain access needs. We ask that you only share such information where it is strictly necessary.
How We Collect Personal Data
We collect personal data directly from you when you contact us for a quotation, make a booking, provide information for a move, or communicate with us in any other way.
We may also generate data internally, for example notes about your booking, job reference numbers and records of services delivered.
In some cases, we may receive your details from another person who arranges a service on your behalf, such as a family member, property manager or business contact. In such situations, we expect that person to have your consent or another lawful basis to share your information with us.
Lawful Bases for Processing
Man with Van Gipsy Hill processes personal data under the following lawful bases:
Contract: To take steps at your request prior to entering into a contract and to perform a contract for removal, transport or related services. This includes providing quotations, managing bookings, delivering services and processing payments.
Legal obligation: To comply with legal and regulatory requirements, such as record keeping for tax, accounting and insurance purposes.
Legitimate interests: To pursue our legitimate business interests in operating and improving our services, such as managing our relationship with you, handling enquiries and complaints, planning logistics, and protecting our business. We balance these interests against your rights and freedoms and only rely on this basis where it is appropriate.
Consent: In limited cases, where required by law or where no other lawful basis applies, we may rely on your consent, for example for certain forms of marketing. You may withdraw your consent at any time, without affecting the lawfulness of processing before withdrawal.
How We Use Personal Data
We use the personal data we collect for the following purposes:
To provide quotations, confirm bookings, plan and carry out removals and transport services, and manage related tasks such as scheduling and route planning.
To communicate with you before, during and after the provision of services, including responding to enquiries, sending booking confirmations, updates and service-related messages.
To manage payments, invoicing and, where necessary, debt collection.
To maintain internal records, including service history, accounts and tax records.
To improve our services, handle complaints and disputes, and maintain the safety and security of our operations.
To comply with legal requirements, enforce our terms and protect our rights.
Data Sharing and Processors
Man with Van Gipsy Hill does not sell your personal data. We may share personal data with trusted third parties who act as data processors on our behalf or who provide services necessary for our operations. These may include:
Service providers who assist with logistics, storage, transport support or similar operational services.
Professional advisors such as accountants, insurers or legal advisors, where necessary for business, legal or regulatory reasons.
Technology and administrative service providers who support our internal systems, record keeping and communication tools.
Public authorities, law enforcement or regulators, where we are legally required or permitted to do so.
When we engage processors, we ensure that they are subject to contractual obligations to protect personal data, process it only on our documented instructions, and implement appropriate security measures.
International Data Transfers
Our services are primarily provided within the Gipsy Hill area and surrounding regions. If any transfer of personal data outside the United Kingdom or European Economic Area occurs, we will ensure that appropriate safeguards are in place, such as adequacy regulations or standard contractual clauses, to protect your data in accordance with applicable data protection laws.
Data Retention
Man with Van Gipsy Hill retains personal data only for as long as necessary to fulfil the purposes for which it was collected, and to meet legal, accounting or reporting requirements.
In general, we retain customer records, booking information and related documentation for a period that allows us to respond to queries, handle any disputes and comply with tax and accounting obligations. After the relevant retention period expires, personal data will be securely deleted or anonymised so that it can no longer be linked to an identifiable individual.
The exact retention period may vary depending on the type of data, the nature of the services and applicable legal requirements.
Data Security
We take appropriate technical and organisational measures to safeguard personal data against unauthorised access, accidental loss, disclosure or destruction. These measures may include restricted access to records, secure storage, and internal policies and procedures designed to protect information.
While we take reasonable steps to protect your data, no system can be guaranteed as completely secure. We encourage you to take care when sharing personal information and to notify us promptly if you suspect any misuse of your data in connection with our services.
Your Data Protection Rights
Under UK GDPR and, where applicable, EU GDPR, you have a number of rights in relation to your personal data. Subject to certain conditions and exemptions, these include:
The 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 we use it.
The right to rectification: You can ask us to correct inaccurate or incomplete personal data.
The 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 original purpose and there is no legal reason for us to continue processing it.
The right to restriction of processing: You can ask us to restrict how we use your data in certain situations, for example while we are assessing a request for rectification or objection.
The right to object: You can object to certain types of processing based on legitimate interests, on grounds relating to your particular situation. We will stop processing unless we have compelling legitimate grounds or a legal requirement to continue.
The right to data portability: Where processing is based on consent or on a contract and carried out by automated means, you may request to receive the personal data you have provided in a structured, commonly used and machine readable format, or request that it be transmitted to another controller where technically feasible.
You also have the right to withdraw consent at any time where processing is based on consent.
If you wish to exercise any of these rights, we may need to verify your identity before responding to your request. We aim to respond without undue delay and within the time limits set by data protection law.
Complaints and Contact
If you have any questions about this Privacy Policy or how we handle your personal data, or if you wish to exercise your rights, you can contact Man with Van Gipsy Hill using the contact details provided on our website or in your booking correspondence.
You also have the right to lodge a complaint with the relevant data protection supervisory authority. In the United Kingdom, this is the Information Commissioner's Office. We would, however, appreciate the opportunity to address your concerns directly before you approach a supervisory authority.
Changes to This Privacy Policy
Man with Van Gipsy Hill 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 policy is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
