Privacy Policy
Wimbledon Man and Van Privacy Policy
This Privacy Policy explains how Wimbledon Man and Van collects, uses, stores, and protects personal data relating to customers and prospective customers in our Wimbledon service area. It also explains your rights under applicable data protection law, including the UK General Data Protection Regulation and the Data Protection Act 2018. By using our services, you acknowledge that you have read and understood this Privacy Policy.
Scope of this Privacy Policy
This Privacy Policy applies to all Wimbledon Man and Van customers, and individuals who make enquiries about our services, within our service area in and around Wimbledon. It covers personal data collected through our website, by telephone, in person, in writing, and through any other method of communication we use to provide our man and van services.
Personal Data We Collect
We may collect and process the following categories of personal data about you:
Identification and contact details, such as your name, postal address, service address, billing address, and general location information for collections and deliveries.
Contact channels, such as your communication preferences and the method you use to contact us.
Service-related information, including details of the items to be moved, property access information, floor level, parking details, dates and times of bookings, and any special instructions you provide.
Transaction information, such as quotes provided, bookings made, prices agreed, services carried out, payment status, and invoices issued. Payment card details are handled securely by third-party payment processors where applicable and are not retained by us beyond what is necessary to confirm payment.
Communication records, including enquiries, emails, messages, and notes of telephone conversations or in-person discussions relating to your booking, quotations, or feedback.
Technical and usage data, which may include your IP address, device and browser information, and basic usage data, where this is collected through our website for security and performance purposes.
How We Collect Your Data
We collect personal data directly from you when you contact us for a quote, request a booking, use our services, communicate with us, or provide feedback. We may also collect limited information from publicly available sources where necessary to verify addresses, check access constraints, or confirm business details when we work with commercial customers.
Purposes and Lawful Basis for Processing
We process your personal data only where we have a lawful basis to do so under data protection law. The main purposes and lawful bases are as follows:
To provide quotations and respond to enquiries. We use your contact and service information to prepare and send quotations, answer questions, and discuss your requirements. The lawful basis is taking steps at your request prior to entering into a contract and our legitimate interests in responding to potential customers.
To perform our contract with you. We process your data to arrange, manage, and carry out man and van services, including planning routes, allocating staff, issuing confirmations, and organising collections and deliveries. The lawful basis is performance of a contract with you.
To issue invoices and process payments. We use your contact and transaction data to send invoices, record payments, and maintain accurate accounts. The lawful bases are performance of a contract and legal obligations related to accounting and taxation.
To manage our business operations. We use personal data to schedule jobs, manage workloads, handle customer service issues, improve our services, and maintain records. The lawful basis is our legitimate interests in running and improving our business, provided these interests do not override your rights and freedoms.
To comply with legal and regulatory obligations. We may process and retain certain personal data for tax, accounting, insurance, and regulatory compliance. The lawful basis is compliance with legal obligations.
To handle complaints and disputes. We may use personal data to manage and resolve complaints, disputes, or legal claims. The lawful bases are our legitimate interests in protecting our business and, where relevant, the establishment, exercise, or defence of legal claims.
We will only use your personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for a similar compatible purpose, or we are required or permitted by law to use it for a different purpose.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with carefully selected third parties where necessary to deliver our services or operate our business. These may include:
Service providers and data processors who support our operations, such as booking and scheduling tools, secure cloud storage providers, customer management systems, and payment processors. These parties only process your personal data on our instructions and are contractually required to protect it.
Professional advisers, such as accountants, auditors, insurance providers, and legal advisers, where this is necessary for the management and protection of our business.
Courts, regulators, law enforcement, or other authorities where we are legally required or permitted to share information, or where this is necessary to protect our rights, property, or safety or those of others.
Whenever we use data processors, we ensure that appropriate contractual safeguards and technical measures are in place to protect your personal data in accordance with data protection laws.
Data Retention
We retain your personal data only for as long as is reasonably necessary for the purposes set out in this Privacy Policy and to meet any legal, accounting, or reporting requirements.
Enquiry and quote information may be retained for a limited period to follow up on your request and understand demand for our services.
Booking and transaction records, including invoices and key communications, are generally retained for a number of years after the end of our relationship with you, in line with statutory limitation periods and tax and accounting obligations.
Where personal data is no longer needed for any permitted purpose, we will either delete it securely, anonymise it so that it can no longer be linked to you, or, where deletion is not technically feasible, restrict its processing and store it securely until deletion is possible.
Data Security
We take appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing, accidental loss, destruction, or damage. These measures include limiting access to personal data to those staff and processors who need it, using secure storage solutions, and maintaining reasonable physical and electronic safeguards. While no system is completely secure, we regularly review our security arrangements and aim to keep them proportionate to the risks involved.
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 the personal data we hold about you, together with certain additional information.
Right to rectification. You can ask us to correct any inaccurate or incomplete personal data we hold about you.
Right to erasure. In certain 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 lawful basis for processing.
Right to restriction of processing. You can ask us to restrict the processing of your personal data in certain situations, such as where you contest its accuracy or object to our use of it.
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 can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms, or the processing is for the establishment, exercise, or defence of legal claims.
Right to data portability. Where our processing is based on your consent or on a contract and carried out by automated means, you may request that we provide your personal data in a structured, commonly used, and machine-readable format, or that we transmit it to another controller where technically feasible.
Right to withdraw consent. Where we rely on your consent to process your personal data, you can withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before you withdraw consent.
You also have the right to lodge a complaint with the Information Commissioner's Office or another competent supervisory authority if you believe that your data protection rights have been infringed.
International Transfers
Where we use service providers or systems that involve the transfer of personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place, such as the use of standard contractual clauses or other mechanisms approved by data protection authorities, to provide an equivalent level of protection for your personal data.
Updates to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or how we process personal data. Any changes will take effect when the updated Privacy Policy is made available. We encourage you to review this Policy periodically to stay informed about how we protect your personal data.
