Privacy Policy

Pinner Man and Van Privacy Policy

This Privacy Policy explains how Pinner Man and Van collects, uses, stores, shares, and protects personal data in connection with our man and van and related moving and transport services. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Pinner Man and Van customers and prospective customers within our service area, including individuals and businesses who make enquiries, request quotes, or use our services.

Who We Are and Scope of This Policy

Pinner Man and Van acts as the data controller for the personal data that we collect and process in connection with providing our services. This means we decide how and why your personal data is used. This Privacy Policy covers all interactions with us, whether you contact us by phone, online, or in person, and whether you are a one-off customer or a repeat customer.

Types of Personal Data We Collect

We may collect, store, and use the following categories of personal data, where relevant to the services we provide:

Identification and contact details, such as name, postal address, pick-up and drop-off addresses, billing address, and any additional contact person details provided by you.

Communication details, such as information you provide when you contact us for an enquiry or quote, feedback or complaints, and details of our correspondence with you.

Service and booking information, such as requested dates and times, service type, inventory or description of items to be moved, access details relating to the property, and instructions you provide.

Payment and transaction information, such as details of services purchased, payment status, and basic billing information. We do not store full payment card details where payments are processed by a third-party payment provider.

Technical and usage data, where applicable, such as basic information about how you access our online content, including device and browser details and general usage patterns. This may be collected using cookies or similar technologies where permitted.

How and Why We Use Your Personal Data

We use your personal data only when we have a specific lawful basis to do so. The main purposes and legal grounds are set out below.

To provide quotes and respond to enquiries: We use your identification and contact details, together with information about your move or transport needs, to prepare and send quotes, answer questions, and manage bookings. The lawful basis is that processing is necessary to take steps at your request prior to entering into a contract, or for our legitimate interests in responding to potential customers.

To perform our contract with you: When you book our services, we use your data to arrange and deliver those services, including planning routes, managing schedules, coordinating staff, and processing payments. The lawful basis is that processing is necessary for the performance of a contract with you.

To manage our business and improve services: We may use service and booking information, and feedback that you provide, to manage internal records, improve our logistics, train staff, and develop our services. The lawful basis is our legitimate interests in running and improving our business in a way that does not unfairly impact your rights.

For accounting, tax, and legal obligations: We keep certain records of transactions and communications to comply with applicable legal, tax, and regulatory requirements. The lawful basis is compliance with legal obligations.

To communicate with you about our services: We may contact you with important information about an existing booking, changes to our terms or policies, or essential updates, on the basis of contract or legal obligation. With your consent, or where permitted by law, we may also send occasional marketing communications about our services, which you can opt out of at any time.

Data Retention and Storage

We keep your personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy, including to meet any legal, accounting, or reporting requirements.

In general, we retain customer booking records, invoices, and essential correspondence for a minimum period required by law for tax and accounting purposes, typically several years after the end of the tax year in which the transaction occurred. Enquiries that do not result in a booking may be kept for a shorter period, sufficient for us to respond and manage potential follow-up.

When personal data is no longer required, we either delete it securely or anonymise it so it can no longer be linked to an identifiable individual. The specific retention period may vary depending on the type of data, the nature of our relationship with you, and legal requirements.

Data Processors and Third-Party Recipients

We may share your personal data with trusted third parties who act as data processors on our behalf. These service providers are only allowed to process your personal data according to our instructions and must implement appropriate security measures.

Examples of processors and third-party recipients may include payment processing providers, accounting or bookkeeping services, information technology and system support providers, communication platforms used to manage enquiries and bookings, and professional advisers such as legal or tax advisers where necessary.

We may also share data where required by law, for example with government authorities, regulators, or law enforcement, or to protect our rights, property, or safety, or the rights, property, or safety of others.

We do not sell your personal data. We do not share your personal data with third parties for their own independent marketing purposes.

International Data Transfers

Where we use third-party providers or systems that store or process data outside the United Kingdom, we take steps to ensure that your personal data is given an equivalent level of protection. This may include using countries recognised as providing an adequate level of protection, or using contracts approved for use under data protection law that include appropriate safeguards.

Security of Your Personal Data

We take reasonable and appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures may include access controls, secure storage, staff training, and regular review of our data handling practices.

While we strive to protect your personal data, no system can be completely secure. You are responsible for taking reasonable steps to keep any communication channels with us secure, such as protecting your own devices and not sharing sensitive information unnecessarily.

Your Data Protection Rights

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

The right of access: You have the right to request confirmation of whether we hold personal data about you, and to request a copy of that data, together with certain information about how and why it is processed.

The right to rectification: You have the right to ask us to correct or complete any inaccurate or incomplete personal data we hold about you.

The right to erasure: In some circumstances, you have the right to request that we delete your personal data, for example where it 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.

The right to restrict processing: You can ask us to restrict the use of your data in certain situations, for example while we verify the accuracy of the data or consider an objection you have raised.

The right to object: You have the right to object to our processing of your personal data where we rely on legitimate interests as the legal basis, including any profiling, and we will stop unless we have compelling legitimate grounds that override your interests, rights, and freedoms. You also have the absolute right to object to direct marketing at any time.

The right to data portability: In certain cases, you may ask us to provide your personal data in a structured, commonly used, and machine-readable format, or to transmit it directly to another controller where technically feasible.

Where we rely on consent as the lawful basis for processing, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before withdrawal.

How to Exercise Your Rights

If you wish to exercise any of your data protection rights, or if you have questions about this Privacy Policy or how we handle your personal data, you can contact us using your usual communication channels with Pinner Man and Van. We may need to verify your identity before responding to certain requests in order to protect your data.

You also have the right to raise a concern with the relevant data protection authority if you are unhappy with how we use your data. We encourage you to contact us first so we can address any issues 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 how we process personal data. Any updated version will apply from the date it is made available. You should review this Privacy Policy periodically to stay informed about how we protect your personal data.

By continuing to use Pinner Man and Van services or by continuing to communicate with us after any changes come into effect, you acknowledge that you have read and understood the updated Privacy Policy.