Privacy Policy

Man and Van Colliers Wood Privacy Policy

This Privacy Policy explains how Man and Van Colliers Wood collects, uses, stores and protects the personal data of its customers and prospective customers in the Colliers Wood 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 and Data Controller

This Privacy Policy applies to all Man and Van Colliers Wood customers and prospective customers in the Colliers Wood area who request quotations, make bookings, or otherwise interact with our services. Man and Van Colliers Wood is the data controller in relation to the personal data processed in connection with our services.

Types of Personal Data We Collect

We only collect personal data that is necessary for the operation of our man and van services. The types of information we may collect include the following categories.

Identification and contact details: name, address, collection and delivery addresses, and general contact information. These details allow us to provide quotations, manage bookings and perform the service.

Booking and service information: details of the items to be moved, property access information, preferred dates and times, and any special instructions necessary to carry out the move safely and efficiently.

Payment and transaction information: information related to the payment method you use and records of invoices, amounts paid, and dates of payment, to the extent necessary for accounts and record keeping. We do not store full payment card details if card payments are processed through a third party payment processor.

Communications and correspondence: information you provide when you contact us to request a quote, ask questions, make complaints, or provide feedback, including the content and date of the communication.

Technical and usage data: limited technical data such as basic device and browser information, and records of when you accessed our website or online forms, where this is necessary for security, analytics, or service improvement.

Lawful Basis for Processing

We only process your personal data where we have a lawful basis under data protection law. Depending on the context, the lawful bases we rely on include the following.

Contract: we process your personal data when it is necessary to enter into, or perform, a contract with you, such as providing a quotation, confirming a booking, arranging collections and deliveries, and handling payments.

Legal obligation: we may process and retain certain information where we are required to do so by law, such as for tax, accounting, or regulatory purposes.

Legitimate interests: we may process personal data where it is necessary for our legitimate business interests, provided these interests are not overridden by your rights and interests. This can include improving our services, managing and protecting our business, handling customer queries and complaints, and keeping appropriate business records.

Consent: in limited cases we may rely on your consent, for example for certain optional communications or marketing. Where we rely on consent, you can withdraw it at any time using the contact details provided in this Privacy Policy.

How We Use Your Personal Data

We use your personal data for the following purposes.

To provide and manage our services, including supplying quotations, confirming bookings, planning routes, and delivering your items to the correct address.

To communicate with you about your booking, such as confirming dates and times, providing updates, or resolving issues arising before, during, or after the move.

To process payments, issue invoices, and manage refunds or adjustments where required.

To maintain business and financial records, including records of services provided, payments received, and any disputes or complaints.

To improve our services, such as reviewing feedback, assessing demand, and enhancing how our bookings and operations are managed.

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

Data Sharing and Processors

We do not sell your personal data. However, we may share your personal data with selected third parties when it is necessary to deliver our services or meet legal requirements.

Service providers and processors: we may share personal data with trusted third parties that provide services to us, such as IT and hosting providers, payment processors, accounting and administrative support, and, where applicable, subcontracted drivers or removal partners. These third parties act as data processors and are only permitted to process your data in accordance with our instructions and for the agreed purposes.

Professional advisers: we may share information with professional advisers such as accountants, auditors, or legal advisers where this is necessary for advice, compliance, or the handling of disputes.

Authorities and legal bodies: we may disclose personal data where required by law or in response to valid legal requests from public authorities, or to protect our rights and the rights of others.

Whenever we use data processors, we ensure appropriate contractual and technical safeguards are in place to protect your personal data and to ensure it is handled in accordance with this Privacy Policy and data protection law.

Data Retention

We retain personal data only for as long as is necessary for the purposes for which it was collected, or to meet legal, accounting, or reporting requirements.

Customer and booking information is generally retained for a period that allows us to manage ongoing services, respond to queries, handle complaints, and maintain accurate business records. This period may vary depending on the nature of the service and the applicable legal obligations.

Payment and invoice records are retained for the period required by tax and accounting laws. After the relevant retention periods have expired, we will securely delete or anonymise your personal data so that it can no longer be linked to you.

International Transfers

If we ever transfer your personal data outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place, such as the use of recognised standard contractual clauses or other approved mechanisms, so that your data receives a level of protection essentially equivalent to that in the United Kingdom.

Data Security

We take the security of your personal data seriously. We implement appropriate technical and organisational measures to protect your data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include restricting access to personal data to those staff and processors who need it to perform their duties and requiring that they treat the information confidentially.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all Man and Van Colliers Wood customers and prospective customers in the Colliers Wood area, subject to certain conditions and legal limitations.

Right of access: you have the right to request confirmation of whether we process your personal data and to request a copy of that data, together with information about how we use it.

Right to rectification: you have the right to request that any inaccurate or incomplete personal data we hold about you is corrected or updated.

Right to erasure: in certain circumstances, you may ask us to 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 lawful basis for processing.

Right to restriction: you may request that we restrict the processing of your personal data in certain situations, such as when you contest the accuracy of the data or object to its processing.

Right to object: you have the right to object to the processing of your personal data where we rely on legitimate interests as the lawful basis, including any direct marketing activities.

Right to data portability: in some cases, you may request that we provide your personal data in a structured, commonly used and machine readable format so that you can transmit it to another organisation, where the processing is based on consent or contract and carried out by automated means.

Right to withdraw consent: where we rely on your consent to process personal data, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing carried out before your withdrawal.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe your data protection rights have been infringed. We would encourage you to contact us first so that we have the opportunity to address your concerns directly.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or how we process personal data. Any updated version will apply from the date it is published and will cover all Man and Van Colliers Wood customers and prospective customers in the Colliers Wood area from that date onwards.