Man with Van Fortis Green Privacy Policy
This Privacy Policy explains how Man with Van Fortis Green collects, uses, stores, and protects personal data relating to customers and prospective customers in the Fortis Green area. It is intended to be compliant with the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all individuals who use, or enquire about, the services of Man with Van Fortis Green in the local area.
1. Data Controller
Man with Van Fortis Green is the data controller in respect of the personal data it processes about its customers and prospective customers. As data controller, Man with Van Fortis Green determines the purposes and means of processing your personal data and is responsible for ensuring that such processing is carried out in accordance with applicable data protection laws.
2. Personal Data We Collect
Man with Van Fortis Green collects and processes personal data that is necessary to provide removal and man and van services, communicate with you, and manage our relationship with you. The types of personal data we may collect include:
Identification details, such as your full name and, where relevant, company or trading name.
Contact information, such as your address, service locations, billing address, and any additional pick-up or delivery addresses you provide, as well as your preferred methods of contact.
Service-related information, such as details of your requested move, inventory notes, access information for properties, dates and times of bookings, and instructions you provide to us.
Transactional information, such as records of quotations provided, services booked, payments made, invoices issued, and any applicable refund or dispute records. We do not store your full payment card details; these are processed securely by third-party payment providers.
Communication records, such as emails, messages, or notes of telephone conversations relating to enquiries, bookings, feedback, or complaints.
Technical and usage data, where applicable, relating to your interactions with our website or online booking tools, such as IP address, browser type, and basic analytics data collected through cookies or similar technologies, where permitted by law.
3. How We Collect Your Data
We collect personal data directly from you when you contact us, request a quotation, make a booking, or communicate with us by telephone, messaging, or through online forms. We may also collect limited information from third parties, such as online platforms that you use to find our services, where you have provided information for the purpose of obtaining man and van services from us.
4. Purposes and Lawful Bases for Processing
We only process your personal data when we have a lawful basis under data protection law. The main purposes and lawful bases are:
To provide quotations and perform our contract with you. We process your identification, contact, and service-related information to assess your requirements, provide an accurate quotation, confirm bookings, and carry out the agreed services. The lawful basis is that processing is necessary for the performance of a contract with you, or to take steps at your request before entering into a contract.
To manage our business relationship. This includes scheduling services, handling payments, sending confirmations, and addressing questions or issues that arise. The lawful basis is performance of contract and, where necessary, our legitimate interests in managing our services efficiently.
To comply with legal obligations. We may process certain personal data to comply with our legal and regulatory obligations, such as taxation, accounting, record keeping, and responding to lawful requests from authorities.
To improve and protect our services. We may use limited technical and usage data to maintain the security and performance of our website and systems, and to improve how our services are delivered. The lawful basis is our legitimate interests in operating and improving our business.
To send service-related communications. We may contact you with information necessary for your booking, reminders, changes to terms, or important notices. The lawful bases are performance of contract and our legitimate interests in ensuring effective communication.
To send marketing communications, where permitted. If we send you marketing communications about our services, we will do so only in accordance with applicable marketing and consent rules. Where required, we rely on your consent. You can withdraw consent or opt out of marketing at any time.
5. Data Sharing and Processors
Man with Van Fortis Green does not sell your personal data. We may share your data with carefully selected third parties who act as data processors, meaning they process personal data on our behalf and under our instructions. These may include:
IT and hosting providers that support our website, booking tools, and data storage systems.
Payment service providers that process your payments securely on our behalf.
Accountants or professional advisers who assist us with financial, legal, and compliance matters.
Providers of communication tools or customer management systems used to manage enquiries and bookings.
We only share the minimum data necessary and require all processors to comply with data protection obligations, including confidentiality, security, and restrictions on further use of your data. Where we are legally required, we may also share data with regulatory authorities, law enforcement, or courts.
If any processing involves the transfer of personal data outside the UK or European Economic Area, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent measures, to protect your data.
6. Data Retention
We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, or reporting requirements.
In general, we keep basic customer and transaction records for a period that aligns with applicable legal limitation and tax rules. Enquiry records that do not lead to a booking may be kept for a shorter period, sufficient to manage follow-up questions and our internal business analysis.
When personal data is no longer required, we will either delete it securely or anonymise it so that it can no longer be associated with an identifiable individual.
7. Data Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, alteration, or disclosure. These measures may include access controls, secure storage methods, encryption where appropriate, and staff awareness regarding data handling.
While we strive to use commercially acceptable means to protect your personal data, no method of transmission or storage is completely secure. We continually review and improve our security measures in light of technological developments and risk assessments.
8. Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data processed by Man with Van Fortis Green. These include:
Right of access. You have the right to request confirmation that we process your personal data and to obtain a copy of that data, along with certain information about how it is processed.
Right to rectification. You have the right to request that inaccurate or incomplete personal data we hold about you is corrected or completed.
Right to erasure. In certain circumstances, you have the right to request that we delete your personal data, for example where the data is no longer needed for the purposes for which it was collected, or where you withdraw consent and there is no other legal basis for processing.
Right to restriction of processing. You may request that we limit the way we use your personal data in certain situations, such as while we are investigating a concern you have raised about its accuracy or our use of it.
Right to data portability. Where processing is based on consent or contract and carried out by automated means, you may have the right to receive your personal data in a commonly used, machine-readable format and to request that it is transmitted to another controller where technically feasible.
Right to object. You have the right to object at any time to processing of your personal data that is based on our legitimate interests, including any direct marketing. We will stop processing unless we can demonstrate compelling legitimate grounds or the processing is required for legal claims.
Right to withdraw consent. Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.
9. Complaints and Supervisory Authority
If you have any concerns about how Man with Van Fortis Green handles your personal data, you are encouraged to contact us in the first instance so we can address your concerns. You also have the right to lodge a complaint with the relevant data protection supervisory authority in the UK.
10. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or the services we offer. Any significant changes will be communicated where appropriate. The current version of this Privacy Policy applies to all Man with Van Fortis Green customers and prospective customers in the Fortis Green area from the date it is published.
