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 for all customers and prospective customers in the Colliers Wood area. It is designed to comply with the UK General Data Protection Regulation and the Data Protection Act 2018.

By using our services or contacting us to make an enquiry, you acknowledge that you have read and understood this Privacy Policy. We encourage you to review it carefully and contact us if you have any questions about how we handle your information.

Who this Privacy Policy applies to

This Privacy Policy applies to all Colliers Wood Man and Van customers, prospective customers, and any individuals acting on behalf of businesses or organisations who contact us or use our services in the Colliers Wood area and surrounding locations that we serve.

It covers personal data we collect through our website, over the phone, by text or messaging services, and in person when providing our man and van and related removal or delivery services.

Types of personal data we collect

We collect and process different types of personal data depending on how you interact with us and which services you request. The categories of data we may collect include the following.

Identity and contact details such as name, address, service addresses for collection and delivery, and other basic contact information you choose to provide.

Booking and service information such as dates and times of moves or deliveries, details about the locations involved, details of items to be moved where relevant, access information for properties, and your service preferences.

Communication records such as information you provide when you contact us with enquiries, feedback, complaints, or requests, as well as any notes we make to manage your booking.

Payment and transaction information such as payment method, amounts charged, payment status, and basic billing details. We do not store full card details when payments are processed through third party payment providers.

Technical and usage data where necessary to operate and improve our website, such as date and time of visits, pages viewed, and basic device or browser information. This is generally collected through cookies or similar technologies where legally permitted.

How we collect your personal data

We typically collect personal data directly from you when you contact us to request a quote, make a booking, or ask for information. This may be via our website enquiry forms, by telephone, or in person.

We may also receive personal data about you from third parties where they are arranging a service on your behalf, such as a business partner, estate agent, or another individual who books our services for you. In such cases, we will treat this data in accordance with this Privacy Policy.

In limited circumstances, we may collect or confirm data from publicly available sources where necessary for fraud prevention or to verify address details.

Lawful basis for processing your data

We only process your personal data when we have a lawful basis to do so under data protection law. The main lawful bases we rely on are the following.

Performance of a contract. We process your data when it is necessary to provide our man and van services, including taking bookings, arranging collection and delivery, and communicating with you about your service.

Legitimate interests. We process personal data where it is necessary for our legitimate business interests and where these are not overridden by your rights. This includes responding to enquiries, improving our services, managing our relationship with you, and ensuring the security of our operations.

Legal obligations. We process data where we are required to do so by law, such as for tax, accounting, or regulatory purposes.

Consent. In some situations, we may ask for your consent, for example where it is required for certain forms of marketing or for specific optional cookies or similar technologies. 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 provide our services, including giving quotes, confirming and managing bookings, carrying out removals, deliveries, and associated services.

To communicate with you about your enquiries or bookings, including sending confirmations, updates, and service related messages.

To manage payments and invoices, including recording transactions, dealing with payment queries, and maintaining appropriate financial records.

To improve our services and operations, including monitoring service quality, addressing issues, and enhancing customer experience.

To comply with legal and regulatory requirements, including record keeping, responding to lawful requests from authorities, and meeting tax and accounting obligations.

To handle complaints, disputes, or legal claims that may arise in connection with our services.

Data sharing and processors

We may share your personal data with carefully selected third parties where this is necessary to provide our services, operate our business, or meet legal obligations. These third parties act as independent controllers or as data processors on our behalf.

Service providers and processors. We use third party providers for services such as payment processing, website hosting, email or messaging systems, and business administration. Where these providers act as data processors, they only process your personal data on our instructions and are required to keep it secure and confidential.

Professional advisers. We may share data with accountants, legal advisers, and other professional service providers where necessary for advice, tax, legal, or regulatory purposes.

Authorities and law enforcement. We may disclose personal data when required to comply with applicable laws, court orders, or lawful requests from public authorities.

We do not sell your personal data to third parties.

International data transfers

In some cases, our service providers may be located outside the United Kingdom or may store data on servers located in other countries. Where your personal data is transferred outside the United Kingdom, we take steps to ensure that appropriate safeguards are in place, such as using contracts that include standard data protection clauses approved by relevant authorities or ensuring that the destination country provides an adequate level of data protection.

Data retention

We only keep your personal data for as long as necessary to fulfil the purposes we collected it for, including satisfying legal, accounting, or reporting requirements.

In general, booking and transaction records will be kept for a number of years after your last service with us, in line with applicable tax and accounting requirements. Enquiry data may be retained for a shorter period where no service is ultimately provided. Where we hold data based on your consent, we will retain it until you withdraw consent or until it is no longer needed for the purpose for which it was collected.

When personal data is no longer needed, we will delete it or anonymise it so that it can no longer be linked back to you.

How we protect your personal data

We take appropriate technical and organisational measures to safeguard the personal data we hold against unauthorised access, loss, misuse, or disclosure. These measures include limiting access to personal data to those employees and service providers who need it for business purposes and requiring them to treat it confidentially.

While we strive to protect your personal data, no method of transmission or storage can be guaranteed as completely secure. If you believe your data may have been compromised, please contact us using your usual communication channel with us.

Your data protection rights

Under data protection law, you have a number of rights regarding your personal data. These rights may be subject to certain conditions and legal limitations.

Right of access. You can request confirmation of whether we process your personal data and ask for a copy of the data we hold about you.

Right to rectification. You can ask us to correct inaccurate or incomplete personal data.

Right to erasure. In certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected.

Right to restriction of processing. You can ask us to restrict the processing of your data in certain situations, for example while we are verifying its accuracy or assessing an objection you have raised.

Right to object. You can object to our processing of your personal data where we rely on legitimate interests as our lawful basis, especially for direct marketing.

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 organisation.

Where we rely on consent, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing before consent was withdrawn.

If you wish to exercise any of these rights, please contact us using your usual communication channel with Colliers Wood Man and Van. We may need to verify your identity before responding to your request.

Complaints and contacting the regulator

If you have concerns about how we handle your personal data, we encourage you to contact us first so we can try to resolve the issue. You also have the right to lodge a complaint with the UK data protection regulator if you are not satisfied with our response.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or how we process personal data. Any updates will be effective from the date of publication. We recommend reviewing this Privacy Policy periodically to stay informed about how we protect your information.