Man With a Van Poplar Privacy Policy

This Privacy Policy explains how Man With a Van Poplar collects, uses, stores and protects personal data. It is intended to comply with the UK General Data Protection Regulation and other applicable data protection laws. This Privacy Policy applies to all Man With a Van Poplar customers and prospective customers in our service area, as well as visitors who contact or interact with us in relation to our services.

By requesting a quote, making a booking, or otherwise engaging with Man With a Van Poplar, you acknowledge that you have read this Privacy Policy and understand how your personal data will be processed.

Who We Are

Man With a Van Poplar is a removals and transport service provider operating in the Poplar area and surrounding locations. For the purposes of data protection law, Man With a Van Poplar is the data controller in respect of the personal data described in this Privacy Policy. This means we determine the purposes and means of processing your personal data.

Personal Data We Collect

We collect and process only the personal data that is necessary for us to provide our services and run our business. The types of personal data we may collect include:

Identification and contact details, such as your name, postal address, service address, and general location details relevant to the move or transport.

Communication details, such as your preferred contact method and the content of communications you send to us when you request a quote, ask a question, or provide feedback.

Service information, such as details about the items to be moved, collection and delivery addresses, access information, dates and times of moves, and any special instructions you provide.

Transaction data, such as details of services you have purchased from us, quoted prices, invoices, and payment-related records. We do not store full payment card details, although we may record limited transaction references required for accounting and verification purposes.

Technical and usage data where applicable, such as information about how you interact with our online content or communications, including basic analytics information and log data, to help us understand interest in our services.

How We Collect Your Data

We collect personal data directly from you when you contact us to request information, obtain a quote, confirm a booking, or provide instructions regarding your move or transport job. This may be done in person, by phone, or through online contact forms or messages.

We may also receive personal data indirectly where another person arranges services on your behalf, such as a relative, landlord, employer, or letting agent providing your contact or address details for the purposes of a move. In these cases, we rely on them to confirm that they are entitled to share your information with us.

Lawful Bases for Processing

We process your personal data only where we have a lawful basis to do so under data protection law. The main lawful bases we rely upon are:

Contract. We process personal data because it is necessary in order to enter into and perform a contract for removals or transport services with you, including taking steps at your request before a contract is made, such as providing a quote.

Legitimate interests. We may process your personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights. This includes managing our operations, improving our services, handling enquiries, maintaining records, and protecting our property and legal rights.

Legal obligation. We may process certain personal data where we are required to do so by law, for example to comply with tax, accounting, or regulatory requirements.

Consent. In limited circumstances, we may rely on your consent, for example if we send you certain types of optional marketing communications. Where we rely on consent, you can withdraw it at any time.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide quotes, plan moves, and deliver our man and van services, including confirming details with you and arranging collection and delivery.

To manage bookings, process payments through our chosen payment providers, issue invoices, and maintain accounting records.

To communicate with you about your enquiry or booking, respond to your questions, and handle any complaints, claims, or disputes.

To manage our business operations, including scheduling staff, planning routes, monitoring service quality, and assessing customer demand in the Poplar area and surrounding locations.

To keep basic records of work undertaken, in order to meet financial and legal obligations and to help manage potential legal claims.

To send limited service-related messages or updates which are directly relevant to services you have used or requested, and where you have agreed, to send occasional marketing or update communications that you can opt out of at any time.

Data Sharing and Processors

We may share your personal data with trusted third parties who act as data processors on our behalf. These third parties only process your personal data in accordance with our instructions and for the purposes described in this Privacy Policy. They are required to keep your data secure and to comply with data protection law.

Categories of data processors may include:

Payment processing providers who handle payments and transaction confirmations.

Accounting or bookkeeping service providers who support us in keeping financial records.

Information technology and systems providers who host or support our digital tools, communication channels, and data storage solutions.

In certain circumstances, we may also share personal data with other third parties acting as independent controllers where required by law or where necessary to protect our rights, such as our professional advisers, insurers, regulators, law enforcement, or courts.

We do not sell your personal data to any third party. We also do not allow our processors to use your data for their own independent marketing purposes.

Data Retention

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

In general, we keep records related to bookings, invoices, and transactions for a period consistent with legal and tax requirements. Information linked to enquiries that do not result in a booking may be kept for a shorter period in order to manage follow up communications and understand demand for our services.

When personal data is no longer needed for the purposes described, we will take reasonable steps to delete it or anonymise it so that you can no longer be identified from it.

Data Security

We take appropriate technical and organisational measures to protect personal data from unauthorised access, alteration, disclosure, or loss. These measures include limiting access to personal data to those who have a business need to know it, using secure methods for storing and transmitting data where feasible, and working only with processors who demonstrate appropriate security standards.

Although we take care to protect your personal data, no method of transmission or storage can be guaranteed to be completely secure. If we become aware of a data breach that affects your personal data and presents a high risk to your rights and freedoms, we will inform you and any relevant authorities where we are legally required to do so.

International Transfers

Our core operations are based in the United Kingdom. Where we use service providers that store or access data from outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data in line with data protection law, such as using standard contractual clauses or working with providers in territories recognised as offering adequate protection.

Your Data Protection Rights

Under data protection law, you have several rights in relation to your personal data. These rights apply subject to certain conditions and exceptions. You have the right to:

Access. Request confirmation of whether we process your personal data and receive a copy of that data.

Rectification. Ask us to correct or update inaccurate or incomplete personal data.

Erasure. Request that we delete your personal data where there is no good reason for us to continue processing it, for example where it is no longer needed for the original purpose.

Restriction. Ask us to restrict the processing of your personal data in certain circumstances, for example while we verify its accuracy or assess an objection.

Objection. Object to processing that is based on our legitimate interests, including certain types of profiling, where you believe your rights override our interests.

Data portability. Request that we provide certain personal data in a structured, commonly used and machine readable format, or transfer it to another controller, where the processing is based on consent or contract and carried out by automated means.

Withdraw consent. Where we rely on your consent, you can withdraw it at any time. This will not affect the lawfulness of any processing that took place before you withdrew consent.

You also have the right to lodge a complaint with a supervisory authority if you are unhappy with how we have handled your personal data. In the United Kingdom, this is typically the Information Commissioner's Office. We would encourage you to contact us first so that we can seek to resolve any concerns.

Children's Data

Our services are aimed at adults arranging removals and transport. We do not knowingly offer services directly to children or knowingly collect personal data from children. If you believe that a child has provided us with personal data without appropriate consent, please contact us so that we can delete the information where appropriate.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or service offerings. Any changes will be effective when the updated policy is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.