Swiss Cottage Man and Van Privacy Policy

This Privacy Policy explains how Swiss Cottage Man and Van collects, uses, stores and protects your personal data. It applies to all customers and prospective customers of Swiss Cottage Man and Van within our service area, including individuals and businesses who request quotes, make bookings or otherwise interact with our services.

We are committed to complying with the General Data Protection Regulation and applicable United Kingdom data protection laws. This Privacy Policy is intended to provide clear and transparent information about our data practices and your rights.

Personal Data We Collect

We only collect personal data that is relevant and necessary for the provision of our man and van services and for the management of our business relationship with you. The types of personal data we may collect include the following categories.

Identification and contact details such as your name, title, postal address, service address, billing address, and communication preferences. Booking and service information such as requested dates and times for collection and delivery, pick up and drop off locations, access details, descriptions of items to be moved, and any instructions you provide in relation to the service.

Communication records such as information you provide when you contact us by any communication channel, including the content of enquiries, complaints, feedback or reviews. Transaction and payment related details such as the amount charged, payment method, invoice references and payment status. We do not store full payment card details and rely on secure payment processors where card details are used.

Technical and usage data where applicable, such as information generated when you visit our online pages, including basic device information, approximate location based on IP address, and pages viewed. This is used to improve our services and understand customer interest.

How We Collect Your Data

We may collect personal data directly from you when you request a quote, make a booking, speak with us by telephone, send us a message, complete an online form, or provide feedback. We may also receive data about you from third parties where this is necessary to deliver a service that you have requested, for example from online platforms or comparison services that you use to find man and van services.

Purposes and Lawful Basis for Processing

We process your personal data only where we have a lawful basis under data protection law. The main lawful bases we rely on are the performance of a contract, compliance with legal obligations, our legitimate interests, and your consent where required.

To provide quotes, accept bookings and deliver man and van services we process your identification, contact, and booking information as necessary for the performance of a contract or to take steps at your request prior to entering into a contract.

To manage customer accounts, handle billing, and process payments we process your transaction and service information as necessary for contract performance and to comply with legal and tax obligations.

To respond to enquiries, complaints and feedback we process your contact and communication data on the basis of our legitimate interest in providing good customer service and resolving issues effectively.

To improve our services, manage our business, and protect our operations we may use booking patterns, service feedback, and limited technical data on the basis of our legitimate interests in developing and operating a safe and efficient business.

To send you marketing communications about similar services we may rely on our legitimate interests where the law permits, or on your consent where required. You can withdraw consent or object to marketing at any time.

Data Retention

We retain personal data only for as long as is necessary for the purposes for which it was collected, and in line with legal and regulatory requirements. The retention period will vary depending on the type of data and our obligations.

Booking and service records, including invoices and essential communication records, are typically retained for a period required by tax, accounting and regulatory rules. After this period, such data is securely deleted or anonymised.

Enquiry information that does not lead to a booking may be kept for a limited period to help us respond to follow up questions and improve our services, after which it will be removed or anonymised.

Marketing preferences and contact details used for direct marketing are retained until you opt out or object, or until we determine that they are no longer accurate or necessary for marketing purposes.

When personal data is no longer required, we will take reasonable steps to securely delete or anonymise it so that it can no longer be associated with you.

Data Sharing and Processors

We do not sell your personal data. However, we may share your personal data with carefully selected third parties where this is necessary for the operation of our services, for legal reasons, or where you have requested or consented to it.

Service providers and data processors may assist us with functions such as payment processing, booking or job management systems, communication tools, secure data storage, and accounting or administrative support. These providers act on our instructions, are bound by data protection obligations, and may not use your personal data for their own purposes.

Professional advisers such as accountants, auditors, or legal advisers may have access to relevant data where this is necessary for the provision of their services and the protection of our legal rights.

Regulatory and law enforcement bodies may receive information where we are required to disclose personal data to comply with a legal obligation, court order, or lawful request from a public authority.

If we are involved in a business restructuring, merger, or transfer of services, your personal data may be shared as part of that process, subject to appropriate confidentiality and data protection safeguards.

International Transfers

Where our service providers or systems are located outside the United Kingdom or European Economic Area, or where data is otherwise transferred internationally, we will ensure that appropriate safeguards are in place to protect your personal data in accordance with applicable data protection laws. This may include using providers in territories deemed to provide an adequate level of protection or entering into standard contractual clauses or equivalent safeguards.

Security of Your Data

We take reasonable and appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing, accidental loss, destruction, or damage. Measures may include controlled access to systems, data minimisation, secure disposal procedures, and training for personnel who handle personal data.

While we take steps to protect your information, no transmission of data over communication networks or storage systems can be guaranteed as completely secure. You should take care when sharing information and keep any reference numbers or account details secure.

Your Data Protection Rights

As an individual in the United Kingdom and under the GDPR framework, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and exemptions under the law.

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

You have the right to request correction of any incomplete or inaccurate personal data we hold about you, so that our records are accurate and up to date.

You have the right to request the deletion of your personal data in certain circumstances, 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 lawful basis for processing.

You have the right to request the restriction of processing of your personal data in certain situations, such as where you contest the accuracy of the data or object to our use of it, while we consider your request.

You have the right to object to the processing of your personal data where we rely on legitimate interests as our lawful basis, and you believe that your rights and interests outweigh our reasons for processing. You also have an absolute right to object to direct marketing at any time.

You have the right to request the transfer of certain personal data to you or to another organisation in a structured, commonly used, and machine readable format where technically feasible and where the lawful basis is consent or contract.

Where we rely on your consent to process your personal data, you have the right to withdraw that consent at any time. Withdrawing consent will not affect the lawfulness of processing carried out before withdrawal, but may affect our ability to provide certain services.

Exercising Your Rights and Complaints

If you wish to exercise any of your rights or have questions about this Privacy Policy or how Swiss Cottage Man and Van handles your personal data, you can contact us using the usual communication channels shown on our website or in our service communications. We may need to verify your identity before responding to certain requests.

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. However, we encourage you to contact us first so that we can try to resolve your concerns directly.

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 significant changes will be indicated by updating the date and, where appropriate, by providing additional notice. Your continued use of our services after any update will constitute acceptance of the revised policy.