Catford Man and Van Privacy Policy
This Privacy Policy explains how Catford Man and Van collects, uses, stores and protects personal data relating to customers and prospective customers in our service area. It also explains the legal bases we rely on under the UK General Data Protection Regulation and how you can exercise your rights.
This Privacy Policy applies to all Catford Man and Van customers and prospective customers in our local area, whether you contact us online, by phone, or in person, and whether you book a service, request a quote, or otherwise interact with us in the course of our business.
Who we are and scope of this policy
Catford Man and Van is a man and van and related transport services provider operating in the Catford area and surrounding locations. We act as the data controller for the personal data we collect and use in connection with providing our services, managing bookings and running our business.
This Privacy Policy covers personal data we collect directly from you, as well as data we may receive from third parties relating to a service you have requested or that has been arranged on your behalf.
Personal data we collect
We only collect personal data that is relevant for arranging, delivering and managing our services or for running and improving our business. This can include:
Identity and contact details: name, address, pick-up and drop-off addresses, contact details such as telephone number and any other contact details you choose to provide when you contact us or make a booking.
Booking and service information: details about your requested move or transport, such as dates and times, type and quantity of items to be moved, access details for properties, parking instructions, and any special instructions you provide.
Communication records: information contained in enquiries, quotes, messages, feedback, or complaints you send to us, and notes of our communications with you.
Payment and billing details: information necessary to process your payment and manage invoices and receipts. We do not intentionally store full payment card details where payment is processed through a third party payment processor.
Technical or usage information: limited technical information that may be collected when you use our website or digital services, such as the date and time of your visit, pages accessed and basic device or browser information, to help us maintain and improve our website.
How we collect personal data
We collect personal data in a number of ways, including:
Directly from you when you contact us for a quote, make a booking, provide instructions, or communicate with us by phone, email, contact form or in person.
Through our website when you submit details, request a quote or interact with our online forms.
From third parties who arrange services on your behalf, such as an agent, landlord, employer or another individual who provides your details so that we can carry out a service for you.
Purposes and lawful bases for processing
We only process your personal data where we have a lawful basis to do so under UK data protection law. The main purposes and legal bases are:
To provide quotes and respond to enquiries: we process your contact details, service information and communication records to respond to your enquiry, provide quotations and discuss our services with you. The lawful basis for this is our legitimate interests in responding to prospective customers and taking steps at your request before entering into a contract.
To perform a contract with you: when you book a service, we process your identity details, contact information, booking details and payment information to confirm and provide the service, manage your booking, communicate with you about the service, and issue invoices and receipts. The lawful basis for this processing is the performance of a contract with you and taking steps at your request prior to entering into that contract.
To manage our business and records: we may process your details to maintain business and financial records, handle disputes, manage our accounts, and meet our reporting and auditing obligations. The lawful basis for this is our legitimate interests in operating and protecting our business and complying with our legal obligations.
To comply with legal obligations: we may need to process and retain certain data to comply with laws and regulations, tax and accounting requirements, or to respond to lawful requests from regulatory or law enforcement bodies. The lawful basis for this is compliance with legal obligations.
To improve our services: we may use non-identifying or aggregated information, and where appropriate limited customer data, to analyse service performance, improve our processes and plan future services. The lawful basis is our legitimate interests in improving and developing our services. Where we rely on legitimate interests, we balance our interests against your rights and freedoms and only process personal data where our interests are not overridden by your rights.
Data sharing and processors
We do not sell your personal data. We only share it where necessary for the purposes described in this Privacy Policy, or where we are legally required to do so.
We may share your personal data with:
Service providers and data processors: third party companies that provide services to us, such as payment processing, accounting, IT support, website hosting, and secure data storage. These providers act as data processors, process data only on our instructions, and are contractually required to protect your personal data.
Operational partners and subcontractors: trusted individuals or businesses who help us deliver our services, for example additional drivers or vehicles assisting with a large move. We only share the minimum personal data required for them to perform their role and we require them to handle your data securely and in line with data protection law.
Professional advisers: accountants, legal advisers or insurers where necessary for managing our business, resolving disputes or obtaining professional advice.
Authorities and regulators: where we are required by law or have a good faith belief that disclosure is necessary to comply with legal obligations, respond to lawful requests or protect our rights, property or safety, or those of our customers or others.
Data retention
We keep personal data only for as long as is reasonably necessary for the purposes for which it was collected, to meet any legal, accounting or reporting requirements, and to deal with any complaints or disputes.
In general, data relating to bookings and services, including basic contact details, booking information and invoices, is retained for up to seven years from the end of the relevant financial year to comply with tax and accounting requirements. Enquiry information that does not lead to a booking may be kept for a shorter period, typically up to two years, to help us respond to follow-up queries and manage our business records.
Where personal data is no longer needed, we will securely delete it or anonymise it so that it can no longer be linked to you.
International transfers
Our services are primarily provided within the local area and the United Kingdom. If any of our third party providers transfer or store personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place, such as using countries that provide an adequate level of data protection or using standard contractual clauses or equivalent safeguards approved under data protection law.
How we protect your data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures can include secure storage, access controls, use of passwords and, where appropriate, encryption. We limit access to your personal data to those people who have a business need to know it and are required to keep it confidential.
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 include:
Right of access: you can ask for confirmation that we process your personal data and request a copy of the personal data we hold about you.
Right to rectification: you can request that inaccurate or incomplete personal data is corrected or updated.
Right to erasure: in some circumstances, you can ask us to delete your personal data, for example where it is no longer needed for the purposes for which it was collected and we have no other legal basis to retain it.
Right to restrict processing: you can ask us to restrict the processing of your personal data in certain situations, for example while we are considering a request to rectify or erase your data.
Right to object: where we rely on legitimate interests as our lawful basis, you can object to our processing of your personal data on grounds relating to your particular situation. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or the processing is required for legal claims.
Right to data portability: in certain circumstances, you can request that we provide the personal data you have given us in a structured, commonly used and machine readable format, or that we transmit it directly to another controller where this is technically feasible.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are unhappy with how we handle your personal data. We would, however, appreciate the opportunity to address your concerns directly in the first instance.
Children
Our services are not directed at children. We do not knowingly collect personal data relating to children except where necessary to provide a service requested by an adult, such as moving a family household. If you believe we have collected personal data about a child without appropriate authority, you should contact us so that we can review and, if necessary, delete that information.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, how we process personal data, or to comply with legal or regulatory requirements. The updated version will apply from the date it is made available. You should review this Policy periodically to stay informed about how we protect your personal data.
Contacting us about privacy
If you have any questions about this Privacy Policy, our data protection practices, or wish to exercise your rights, you can contact us using the usual contact details you use to reach Catford Man and Van. Please provide enough information for us to identify you and respond to your request.
