Roehampton Man and Van Privacy Policy
This Privacy Policy explains how Roehampton Man and Van collects, uses, stores and protects personal data relating to our customers and prospective customers in the Roehampton area. It also sets out your rights under applicable data protection laws, 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 and who this policy applies to
This Privacy Policy applies to all Roehampton Man and Van customers, as well as individuals making enquiries or bookings, within the Roehampton area and any surrounding locations that we serve. It covers personal data collected through our service bookings, quotations, customer communications, and any other interactions you may have with Roehampton Man and Van, whether in person, by phone, or through any other communication method we make available.
Who we are and data controller responsibility
Roehampton Man and Van is the organisation responsible for determining how and why your personal data is processed. For the purposes of data protection laws, Roehampton Man and Van acts as the data controller in relation to the personal data described in this Privacy Policy. As data controller, we are responsible for ensuring that our processing of your personal data complies with applicable laws and that your rights are respected.
Personal data we collect
We only collect personal data that is necessary for us to provide our man and van and related services, manage our relationship with you, and operate our business. The types of personal data we may collect include the following.
Identification and contact details: name, address, service address, billing address, and other contact details required to provide the service and communicate with you.
Booking and service information: details about the service you request, such as property locations, access instructions that you choose to provide, preferred service dates and times, inventory or item descriptions, and other logistical details relating to your move or transport.
Payment and billing information: limited payment-related details such as amounts payable, payment status, and billing history. If we use third-party payment processors, your full payment card details will be handled by them directly and not stored by Roehampton Man and Van.
Communication records: records of your communications with us, including enquiries, complaints, feedback, and any other correspondence that helps us manage your booking and maintain service quality.
Technical and usage information: if you interact with us using online tools, we may collect basic technical information that your browser or device shares with us, such as date and time of contact and pages or information requested. We only collect such information to the extent necessary to operate and improve our services.
How and why we use your personal data
We process your personal data for the following purposes.
To provide and manage our services, including handling enquiries, providing quotations, scheduling and performing moves and transport, issuing invoices, and managing payments.
To communicate with you regarding your booking, including confirming arrangements, handling changes or cancellations, and responding to your questions or complaints.
To manage our business operations, including record-keeping, responding to legal obligations, handling insurance or claims, and managing our relationship with suppliers and contractors.
To improve our services, including reviewing feedback, resolving issues, training staff, and enhancing our processes and customer experience.
To protect our rights, property, and safety, as well as the rights, property, and safety of our staff, contractors, and customers, including preventing and addressing fraud or misuse of our services.
Lawful basis for processing personal data
Data protection law requires us to identify a lawful basis for each use of your personal data. Roehampton Man and Van relies on the following lawful bases.
Contractual necessity: we process personal data to take steps at your request prior to entering into a contract and to perform our contract with you. This includes arranging and providing the man and van services you book with us, and managing payments.
Legal obligations: in some cases, we must process personal data to comply with legal requirements, such as accounting, tax, and reporting obligations, as well as responding to lawful requests from authorities.
Legitimate interests: we may process personal data where it is necessary for our legitimate business interests, provided that these interests are not overridden by your rights and freedoms. These interests include managing and improving our services, maintaining accurate records, addressing customer queries and complaints, and ensuring security and safety.
Consent: where required by law, we may rely on your consent, for example for certain types of optional communications or for holding information that is not strictly necessary for our contract or legal obligations. When we rely on consent, you have the right to withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.
Sharing your personal data and use of processors
We do not sell your personal data. However, we may share personal data with third parties where necessary for the purposes described in this Privacy Policy and where permitted by law.
Service providers and processors: we may engage third-party companies to act as data processors on our behalf. These may include providers of payment processing, accounting and bookkeeping services, customer relationship management tools, secure data storage, and vehicle or logistics support. Such processors are only allowed to process your personal data in accordance with our written instructions and must implement appropriate security measures.
Professional advisers: we may share data with professional advisers, such as accountants, legal advisers, or insurance providers, where necessary to obtain advice, manage risks, or handle claims and disputes.
Authorities and legal obligations: we may disclose personal data if required to do so by law, regulation, or court order, or if necessary to establish, exercise, or defend legal claims.
Other third parties: in the event of a business restructuring or similar transaction affecting Roehampton Man and Van, personal data may be transferred as part of that process, in accordance with data protection law and with appropriate safeguards.
Data retention and storage
We keep personal data only for as long as is necessary for the purposes for which it was collected, or as required by law. The specific retention period depends on the nature of the information and the context in which it was collected.
In general, booking and service records, together with associated contact and billing details, are retained for a period that allows us to meet our contractual obligations, handle any disputes or claims, and comply with legal and tax requirements. After these periods expire, your personal data will either be securely deleted or anonymised so that it can no longer be associated with you.
We take reasonable steps to ensure that personal data is stored securely and protected against unauthorised access, loss, or misuse, using appropriate organisational and technical measures.
Your data protection rights
Under data protection laws, you have a number of rights in relation to your personal data. These rights apply to all Roehampton Man and Van customers and individuals in the Roehampton area whose data we process, subject to legal conditions and exemptions.
Right of access: you have the right to request confirmation as to whether we process your personal data and, if we do, to obtain a copy of that data and certain related information.
Right to rectification: you have the right to request that we correct or complete any personal data that is inaccurate or incomplete.
Right to erasure: in certain circumstances, you may have the right to request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected and we have no legal obligation to retain it.
Right to restrict processing: you may request that we restrict the processing of your personal data in certain situations, such as where you contest the accuracy of the data or object to our legitimate interests.
Right to object: you have the right to object to processing based on our legitimate interests, 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 where processing is needed for legal claims.
Right to data portability: in certain cases, you may request that we provide your personal data in a structured, commonly used, and machine-readable format, or that we transmit it directly to another organisation where this is technically feasible.
Right to withdraw consent: where we rely on consent for processing, you have the right to withdraw that consent at any time. Withdrawal will not affect prior processing carried out on the basis of consent.
Updates to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or the way we process personal data. Any changes will be effective when we make the updated version available. You are encouraged to review this Privacy Policy periodically so that you remain informed about how Roehampton Man and Van protects your personal data.
