Beckenham Man and Van Privacy Policy

This Privacy Policy explains how Beckenham Man and Van collects, uses, stores, and protects personal data relating to our customers and prospective customers in our service area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws, and how you can exercise those rights.

This Privacy Policy applies to all Beckenham Man and Van customers and individuals who contact us or use our services within our operating area, whether you book a service once or on a recurring basis.

Who we are and scope of this policy

Beckenham Man and Van provides transport, removal, and delivery services. In doing so, we act as a data controller for the personal data we collect and determine how and why that data is processed.

This policy covers personal data collected when you contact us, request a quotation, make a booking, pay for our services, or otherwise interact with us offline or online through our website or other communication channels.

Personal data we collect

We only collect data that is necessary for providing and managing our man and van services. The types of personal data we may collect include:

Identification and contact details: name, address, collection and delivery addresses, contact details such as email address and other contact preferences you choose to provide.

Service and booking information: details of the services you request, dates and times of bookings, access information for collection and delivery locations, inventory or job notes you provide, and any special instructions relevant to the job.

Payment and transaction details: limited payment-related details such as the amount paid, date, time, and method of payment. We do not store full card details when payment is processed through a secure third-party provider.

Communication records: information contained in enquiries, quotations, complaints, feedback, or other correspondence with us by phone, messaging services, or in writing.

Technical data: when you visit our website, we may collect technical information such as IP address, browser type and version, device information, and information about how you use our site, for security, performance and analytical purposes where permitted by law.

Lawful bases for processing your personal data

We process your personal data only when we have a lawful basis under the UK GDPR. Depending on the context, we may rely on the following legal bases:

Contract: to enter into and fulfil a contract with you, including providing quotations, confirming bookings, delivering our services, handling payments, and resolving queries relating to your booking.

Legal obligation: to comply with legal, regulatory, accounting, and tax obligations that require us to retain certain records or respond to lawful requests from authorities.

Legitimate interests: to operate, improve, and secure our business in ways that are necessary and proportionate, and that do not override your rights and freedoms. This may include managing our relationship with you, maintaining business records, responding to enquiries, improving our services, and preventing fraud or misuse.

Consent: in limited cases, we may rely on your consent, for example for certain types of optional marketing communications. Where consent is relied upon, you can withdraw it at any time.

How we use your personal data

We may use your personal data for the following purposes:

To provide and manage our services: processing enquiries and quotation requests, arranging and confirming bookings, planning routes and logistics, and delivering your requested man and van services.

To process payments and manage accounts: handling deposits and balances, issuing invoices or receipts, maintaining financial records, and dealing with failed or disputed payments.

To communicate with you: responding to your questions, keeping you updated about your booking, notifying you of any changes, and handling feedback, complaints, or service issues.

To manage and improve our business: analysing service performance, improving our operations and customer experience, training staff and contractors, and maintaining accurate internal records.

To maintain security and protect our rights: preventing and detecting fraud or misuse of our services, protecting our staff, contractors and customers, and establishing or defending legal claims.

To send marketing communications: where permitted by law and, where required, with your consent, we may send you information about services or offers we think may be of interest to you. You can opt out of such communications at any time.

Data sharing and third party processors

We do not sell your personal data. We may share your data with trusted third parties where necessary for the purposes described in this policy and where they provide sufficient guarantees to protect your information.

These third parties may include:

Service providers and subcontractors: such as drivers or removal teams involved in carrying out your booking, and providers of scheduling or job management tools used to deliver our services.

Payment processors: secure payment service providers that process card or online payments on our behalf. These providers will handle your payment information in accordance with applicable security standards.

IT and technical providers: companies that supply or support our website, communication tools, data storage, email services, or other IT systems needed to run our business.

Professional advisers: such as accountants or legal advisors, where necessary for business management, accounting, or legal compliance.

Authorities and regulators: where we are required to do so by law or where necessary to protect our rights, property, or safety or that of our customers or others.

Where we use third party processors, they only process your personal data on our instructions, must keep it secure, and are not allowed to use it for their own purposes.

International data transfers

Where possible, we aim to store and process your personal data within the United Kingdom or other locations within the United Kingdom or European Economic Area. If we use service providers that process data in other countries, we will take appropriate steps to ensure that your personal data receives an adequate level of protection, such as using standard contractual clauses or relying on any applicable adequacy regulations.

Data retention

We keep your personal data only for as long as is reasonably necessary to fulfil the purposes for which it was collected and to meet our legal, regulatory, and accounting obligations.

In practice, this generally means:

Booking and service records: kept for the duration of the service and for a reasonable period afterwards to handle any questions, complaints, or legal claims.

Financial and transaction records: retained for a period required by tax and accounting laws.

Marketing preferences and communication records: retained while you remain subscribed or until you ask us to stop contacting you, plus a short period afterwards to record your preference.

When data is no longer required, we will securely delete or anonymise it so that it can no longer be linked to you.

Your data protection rights

Under data protection law, you have rights in relation to your personal data. These rights are subject to certain conditions and exemptions and may not apply in all cases, but generally include:

Right of access: you can request a copy of the personal data we hold about you, along with information about how we use it.

Right to rectification: you can ask us to correct inaccurate or incomplete personal data.

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.

Right to restriction: you can request that we limit how we use your data in certain situations, such as while we are verifying its accuracy or considering an objection.

Right to object: you can object to our use of your personal data where we process it based on legitimate interests or for direct marketing purposes.

Right to data portability: in some cases, you can request that we provide your personal data in a structured, commonly used, and machine-readable format and, where technically feasible, transmit it to another controller.

Right to withdraw consent: where we rely on your consent, you can withdraw that consent at any time. This will not affect the lawfulness of processing before consent was withdrawn.

You also have the right to lodge a complaint with the relevant supervisory authority if you are concerned about how your personal data is being handled.

Security of your personal data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures include access controls, secure storage, and limiting personal data access to staff and contractors who need it to perform their duties.

While we take reasonable steps to secure your personal data, no system can be guaranteed to be completely secure. You are responsible for keeping any account or communication details you use to contact us secure.

Changes 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 updates will be made available through our usual communication channels. We encourage you to review this policy periodically to stay informed about how we protect your information.

Contact and further information

If you have any questions about this Privacy Policy or how we handle your personal data, or if you wish to exercise any of your data protection rights, you can contact us using the contact details provided on our usual communication channels. We will respond to your request in accordance with applicable data protection laws.