Privacy Policy
Man with Van Ratcliff Privacy Policy
This Privacy Policy explains how Man with Van Ratcliff collects, uses, stores and shares personal data about its customers and prospective customers. It applies to all Man with Van Ratcliff customers and enquirers in the area who contact us, request a quote or use our services.
Man with Van Ratcliff is committed to protecting your privacy and handling your personal data in a lawful, fair and transparent manner, in accordance with the UK General Data Protection Regulation and applicable data protection laws.
Data Controller
For the purposes of data protection law, Man with Van Ratcliff is the data controller for the personal data described in this Privacy Policy. This means we determine the purposes and means of processing your personal data.
Personal Data We Collect
We collect and process different types of personal data depending on how you interact with us. The categories of data we may collect include:
Identification and contact details such as your name, address, collection and delivery addresses, and any other location details you provide to facilitate the move or transport service.
Communication details such as your preferred contact method and the content of your messages or communications with us, including enquiries, quotes, bookings, feedback or complaints.
Service and booking information such as dates and times of requested services, details of items to be moved, access information for properties, special instructions, notes about the job and records of services provided.
Payment-related information such as the amount charged, payment status, and basic transaction details. We do not store full payment card numbers where card payments are processed by third party payment providers, but we may receive confirmation of payment, partial card details or transaction references from those providers.
Technical and usage data such as basic information about how you interact with our website or online content, including standard log information, device information and approximate location derived from your IP address. This data is generally collected through cookies or similar technologies, where applicable.
Voluntary information you choose to provide such as additional contact persons, access notes, or other personal information you share in the course of using our services.
How We Collect Your Data
We collect personal data directly from you when you contact us by phone, online forms, messaging services or other communication channels to request information, ask for a quote or make a booking.
We also collect data when you confirm a service, provide access details, send us instructions, or communicate with us about an existing or past booking.
Technical information, such as basic website usage data, may be collected automatically when you visit our website, subject to applicable cookie and consent requirements.
Lawful Basis for Processing
We process your personal data only where we have a valid lawful basis under data protection law. Depending on the specific processing activity, we rely on one or more of the following lawful bases:
Contract: We process your data when it is necessary to enter into a contract with you or to perform a contract, such as arranging, managing and delivering moving or transport services you request.
Legitimate interests: We process certain data when it is necessary for our legitimate business interests and when these interests are not overridden by your rights and freedoms. This may include managing our business operations, improving our services, responding to enquiries, maintaining records, and preventing fraud or misuse.
Legal obligation: We may process and retain some data where necessary to comply with legal or regulatory obligations, such as tax or accounting requirements, and to respond to lawful requests from public authorities.
Consent: In limited cases, we may rely on your consent, for example for certain types of marketing communications or optional cookies, where required. Where processing is based on consent, you may withdraw your consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.
How We Use Your Personal Data
We use your personal data for the following purposes:
To respond to enquiries, provide quotes and discuss your requirements for moving or transport services.
To create, manage and fulfil bookings, including planning routes, scheduling jobs, coordinating collections and deliveries and communicating with you about the service.
To process payments, manage invoices and keep appropriate financial and transaction records.
To communicate with you about changes to our services, terms or policies and to send important service messages related to existing or past bookings.
To manage our day-to-day business operations, including record keeping, quality control, staff training and handling of feedback or complaints.
To protect the security of our operations, prevent fraud and misuse of our services and to exercise or defend legal claims where necessary.
To comply with legal or regulatory obligations that apply to our business.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with trusted third parties where necessary for the purposes described in this Privacy Policy.
Where third parties process personal data on our behalf, they act as data processors and are required to handle your data securely and only in accordance with our instructions and applicable data protection laws.
Categories of recipients may include:
IT and system providers who supply or support our business software, website hosting, data storage, email or communication systems.
Payment service providers who process card or online payments and handle payment transactions securely.
Professional advisers such as accountants, legal advisers or insurance providers where necessary for business, legal or financial reasons.
Public authorities, regulators or law enforcement agencies where we are required to share data to comply with legal obligations or to protect our rights or the rights of others.
Where we use contractors or drivers to help deliver our services, we may share limited data necessary for them to perform the job, such as your name, address and contact details, and details of the items to be moved.
International Transfers
Our primary operations are based in the area we serve. If personal data is transferred outside the United Kingdom or the European Economic Area by one of our service providers, we will take appropriate steps to ensure that your data is protected in line with applicable legal requirements, such as using standard contractual clauses or ensuring that an adequacy decision is in place.
Data Retention
We keep personal data only for as long as necessary for the purposes for which it was collected, including to provide services, maintain records, resolve disputes and meet legal or regulatory requirements.
In general, booking and transaction data is kept for a period consistent with tax and accounting obligations. Enquiry information may be retained for a reasonable period to manage follow up and potential future services.
When personal data is no longer needed, we will securely delete it or anonymise it so that it can no longer be associated with you.
Data Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, disclosure or destruction. These measures include limiting access to personal data to those who have a business need to know it and using appropriate safeguards for electronic and physical records.
Your Data Protection Rights
Under data protection law, you have several rights in relation to your personal data. These rights may be subject to certain conditions and legal limitations. Your rights include:
Right of access: You can request confirmation that we process your personal data and obtain a copy of the data along with certain information about how it is processed.
Right to rectification: You can request that inaccurate or incomplete personal data about you is corrected or updated.
Right to erasure: In some circumstances, you can 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: 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 its processing and we are considering your request.
Right to object: You can object to processing that is based on our legitimate interests, including profiling based on those interests. We will stop processing unless we have compelling legitimate grounds that override your interests, rights and freedoms or where processing is required for legal claims.
Right to data portability: In certain cases, you can request to receive personal data that you have provided to us in a structured, commonly used and machine-readable format and have it transmitted to another controller where technically feasible.
Right to withdraw consent: Where we rely on consent as the lawful basis for processing, you can withdraw your consent at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.
Exercising Your Rights and Contact
If you wish to exercise any of your rights or have questions about how we handle your personal data, you can contact us using the usual communication methods you use to reach Man with Van Ratcliff. We may need to verify your identity before responding to your request.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are concerned about how your personal data is being handled.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or for other operational reasons. Any changes will apply from the date we publish the revised policy. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
