Man and Van Crystal Palace Privacy Policy

This Privacy Policy explains how Man and Van Crystal Palace collects, uses, stores, and protects personal data relating to our customers and prospective customers within the Crystal Palace area and surrounding locations. We are committed to complying with the UK General Data Protection Regulation and the Data Protection Act 2018.

This Privacy Policy applies to all services provided by Man and Van Crystal Palace, including enquiries, quotations, bookings, and the performance of man and van, removals, and related services for customers in our service area.

Data Controller

For the purposes of data protection law, Man and Van Crystal Palace is the data controller responsible for determining how and why your personal data is processed when you engage with our services.

Personal Data We Collect

We collect and process personal data that is necessary to provide our services, operate our business, and comply with legal obligations. The types of personal data we may collect include the following.

Identity and contact details, such as name, address, collection and delivery addresses, and any other contact information you choose to provide when you communicate with us.

Booking and service information, such as dates and times of your move or transport, type and size of job, access details for premises, and any special instructions relevant to the service.

Communication records, including information you provide via telephone, online enquiry forms, or other channels, as well as notes from our conversations about quotations and bookings.

Payment and transaction details, such as records of payments made and amounts due. We do not store full payment card details if payment is made via external payment processors.

Technical and usage information, which may include basic information about how you interact with our website or digital services, such as pages visited and enquiry submissions, where this is necessary for security, service delivery, or analytics.

How We Collect Your Data

We collect your personal data directly from you when you contact us to request a quotation, make a booking, or communicate with us about our services.

We may also collect information during the performance of our services, for example when our team attends your premises and records access details needed to complete the job safely and efficiently.

Limited technical and usage information may be collected automatically when you visit our website, such as standard log data or device information, to help us maintain and improve our services.

Lawful Basis for Processing

We process your personal data only where we have a lawful basis under data protection law. Depending on the context, the lawful bases we rely on include the following.

Performance of a contract. We process personal data to provide quotations, confirm bookings, arrange logistics, deliver our man and van services, take payment, and communicate with you about your booking.

Legitimate interests. We may process personal data to manage and improve our services, handle enquiries and complaints, maintain business records, protect our business and customers against fraud or misuse, and pursue or defend legal claims. When relying on this basis we balance our interests against your rights and freedoms.

Legal obligation. We may process personal data where necessary to comply with legal and regulatory requirements, such as tax, accounting, and record-keeping obligations.

Consent. In limited cases we may rely on your consent, for example for certain types of marketing communications where consent is required. Where we rely on consent, you can withdraw it at any time.

How We Use Your Personal Data

We use the personal data we collect for the following purposes.

To respond to enquiries, provide quotations, and advise you about our services.

To set up, manage, and fulfil your booking, including planning routes, allocating vehicles and staff, and carrying out the move or transport service.

To communicate with you about your booking, including confirmations, reminders, changes, and follow-up communications regarding our services.

To process payments and maintain accurate financial and business records.

To manage our relationship with you, including handling feedback, queries, or complaints.

To maintain the security and integrity of our systems, vehicles, and staff, including where necessary investigating misuse, non-payment, or incidents.

To comply with applicable legal and regulatory requirements.

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 set out in this Privacy Policy.

Service providers and processors. We may engage third party providers to help us deliver our services and operate our business, for example providers of payment processing, booking management tools, cloud data storage, or professional services such as accountants. These providers act as data processors and may only process your personal data on our instructions and in accordance with data protection law.

Operational partners. Where necessary, we may share limited data with subcontractors or partner drivers to complete your booking. They receive only the information required to perform the service, such as collection and delivery addresses, contact details, and job requirements.

Legal and regulatory bodies. We may share personal data where required to comply with the law, to respond to legal requests, to enforce our terms and conditions, or to protect our rights, property, or safety.

International Data Transfers

Where any of our service providers or their systems are located outside the United Kingdom, we take steps to ensure that your personal data is protected in accordance with UK data protection law. This may include using standard contractual clauses or relying on other approved safeguards where applicable.

Data Retention

We retain personal data for as long as necessary to fulfil the purposes for which it was collected, including to provide services to you, comply with legal obligations, resolve disputes, and enforce our agreements.

Booking and transaction records are typically retained for a period required by tax and accounting regulations. Communication records, service details, and related data may be kept for a reasonable period after your booking to handle queries and potential legal claims.

When personal data is no longer needed for these purposes, we will securely delete or anonymise it.

Security of Your Data

We take appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. While no system can be completely secure, we use reasonable safeguards to reduce the risk of unauthorised use or disclosure of your information.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and exemptions.

Right of access. You have the right to request confirmation that we process your personal data and to receive a copy of the personal data we hold about you.

Right to rectification. You have the right to request that inaccurate or incomplete personal data is corrected or completed.

Right to erasure. In certain circumstances, you may have the right to request that we delete your personal data. This right is not absolute and may not apply where we must retain your data for legal or legitimate business reasons.

Right to restriction of processing. You may have the right to request that we restrict the processing of your personal data in specific situations, for example while we consider a challenge to the accuracy of the data.

Right to data portability. In some cases, you have the right to receive personal data you have provided to us in a structured, commonly used and machine readable format and to request that we transfer it to another controller, where technically feasible.

Right to object. You may have the right to object to certain types of processing, including processing based on our legitimate interests or for direct marketing purposes.

Rights relating to automated decision making. Man and Van Crystal Palace does not carry out solely automated decision making that produces legal or similarly significant effects for customers.

If you wish to exercise any of these rights, we may need to verify your identity before responding to your request.

Marketing Communications

We may contact you with information about our services where we are permitted to do so by law, for example on the basis of our legitimate interests or with your consent. You can opt out of marketing communications at any time by following the instructions provided in the communication or by contacting us using your usual contact channel.

Privacy Policy Scope and Updates

This Privacy Policy applies to all Man and Van Crystal Palace customers and prospective customers in our service area, including Crystal Palace and the surrounding locations we cover.

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. The updated version will apply from the date it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.