Privacy Policy
Colliers Wood Man and Van Privacy Policy
This Privacy Policy explains how Colliers Wood Man and Van collects, uses, stores and protects personal data relating to customers in the Colliers Wood area and surrounding locations. It also sets out your rights under 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 of this Privacy Policy
This Privacy Policy applies to all customers and prospective customers of Colliers Wood Man and Van within the Colliers Wood area and nearby locations where our services are offered. It covers personal data collected through enquiries, bookings and the provision of our man and van services, whether arranged by telephone, online contact forms, written correspondence or in person.
Personal Data We Collect
We collect only the personal data that is necessary to provide and manage our services. The types of information we may collect include:
Identification and contact details such as your full name, contact address, collection and delivery addresses, and preferred contact method.
Communication details such as the content of enquiries, booking details and any feedback or complaints you provide.
Service details such as dates and times of bookings, nature of items to be moved, access information, and any special instructions you give us.
Payment and transaction information such as payment confirmations, amounts paid, and relevant invoicing information. We do not store full payment card details; where card payments are used, these are processed securely by third party payment processors.
Technical and usage information where relevant, such as basic device or browser information and records of communications, for example call logs or message histories, where required for service or complaint handling.
How We Collect Your Data
We collect personal data directly from you when you contact us to request a quote, make an enquiry, confirm a booking, or communicate with us about an ongoing or completed job. Data may also be collected when you provide information in writing or over the phone, or when you respond to our requests for information needed to perform the service.
Lawful Bases for Processing
We rely on several lawful bases under the UK GDPR to process your personal data:
Contractual necessity: We process personal data to enter into and fulfil our contract with you. This includes taking bookings, confirming details, providing the man and van service, arranging access and destinations, communicating about the job and handling payments.
Legitimate interests: We may process personal data where it is necessary for our legitimate business interests, provided that your interests and fundamental rights do not override those interests. Examples include managing our operations, improving our services, responding to enquiries and complaints, maintaining appropriate records and preventing fraud or misuse of our services.
Legal obligation: We may process and retain certain information where required to comply with legal or regulatory obligations, such as tax, accounting and record-keeping requirements.
Consent: In limited circumstances, we may rely on your consent, for example for certain types of optional marketing communications. Where we rely on consent, you have the right to withdraw it at any time.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To provide and manage man and van services, including handling bookings, planning routes, managing logistics, and delivering your items to the agreed destination.
To communicate with you, including confirming bookings, providing updates on timings or access requirements, responding to enquiries, and addressing any issues that arise before, during or after the job.
To manage payments and invoicing, including confirming amounts due, processing payments through our payment partners, issuing invoices or receipts, and handling any payment queries.
To maintain business records, including service histories, transaction records, and communications, in order to manage our business efficiently and to demonstrate compliance with legal and regulatory obligations.
To improve our services, including reviewing feedback, analysing common queries or issues, and enhancing the customer experience.
To protect our rights and interests, including preventing fraud, resolving disputes, and enforcing our terms and conditions where necessary.
Data Sharing and Processors
We do not sell your personal data. We may share limited personal data with carefully selected third parties where necessary to provide our services or meet legal obligations. These third parties act as data processors or independent controllers depending on the circumstances.
Service providers and processors may include:
Payment processing providers, who handle card or electronic payments on our behalf using secure and compliant systems.
Information technology and communication providers, who supply systems and tools we use to store records, manage bookings and communicate with customers.
Professional advisers, such as accountants or legal advisers, where necessary for business management, legal compliance or in connection with disputes or claims.
Public authorities or law enforcement agencies, where we are required to disclose information by law or in response to valid requests.
Whenever we use processors to handle personal data on our behalf, we ensure that appropriate contracts and safeguards are in place so that your data is protected and only processed in accordance with our instructions and the requirements of data protection law.
Data Retention
We keep personal data only for as long as is reasonably necessary for the purposes described in this Privacy Policy and to meet our legal and regulatory obligations.
In general, we retain customer and booking records for a period that allows us to manage repeat jobs, address queries or complaints, and comply with tax and accounting requirements. After the relevant retention period has ended, personal data is securely deleted or anonymised so that it can no longer be linked to you.
The specific retention period may vary depending on the type of data, the nature of our relationship with you, and any legal or regulatory requirements. We review our retention practices regularly to ensure that data is not kept for longer than necessary.
International Transfers
Our operations are primarily based in the United Kingdom. If personal data is transferred outside the United Kingdom by any of our service providers, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent measures, to provide a level of protection for your personal data that is essentially equivalent to that offered within the United Kingdom.
Data Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures include limiting access to personal data to authorised personnel and processors who need it to perform their duties, using secure systems for storing and transmitting data, and implementing appropriate retention and deletion practices.
While we take security seriously and strive to protect your information, no system or transmission over the internet can be guaranteed to be completely secure. You are encouraged to take care when sharing personal data and to let us know promptly if you suspect any misuse of your information in connection with our services.
Your Data Protection Rights
Under the UK GDPR, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions. 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, together with information about how it is used.
Right to rectification: You have the right to request correction of 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.
Right to restriction of processing: You may request that we restrict the processing of your personal data in certain situations, for example while we verify its accuracy or consider an objection you have raised.
Right to object: You may 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 processing is required for legal claims.
Right to data portability: Where processing is based on consent or on a contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used and machine-readable format and to request that it is transferred to another controller where technically feasible.
Where we rely on consent, you also have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing that took place before consent was withdrawn.
Exercising Your Rights and Complaints
If you wish to exercise any of your data protection rights in connection with Colliers Wood Man and Van, or if you have any concerns about how your personal data is handled, you can contact us using the contact methods provided on our main service information. We will respond to your request in accordance with applicable data protection law.
You also have the right to lodge a complaint with the UK Information Commissioner's Office if you believe that your data protection rights have been infringed. Further information on your rights and how to contact the Information Commissioner's Office is available directly from that authority.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations or data protection practices. Any substantial changes will be communicated through our usual customer communication channels, and the updated policy will apply from the date it is issued. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.
