Privacy Policy
Sutton Man and Van Privacy Policy
This Privacy Policy explains how Sutton Man and Van collects, uses, stores and protects personal data about its customers and prospective customers in the Sutton area and surrounding locations. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Sutton Man and Van customers and people who enquire about or use our services in the area.
Who We Are
Sutton Man and Van is a removals and transport service provider operating in Sutton and the surrounding area. For the purposes of data protection law, Sutton Man and Van is the controller of the personal data described in this Privacy Policy. This means we decide how and why your personal data is processed.
Personal Data We Collect
We only collect personal data that is necessary for providing our services and running our business. The types of personal data we may collect include:
Identification and contact details: name, address, service addresses, billing address, and other contact details such as your preferred method of communication.
Service details: information about the services you request, such as dates and times of moves, collection and delivery addresses, access information for properties, and any special instructions relating to your booking.
Transaction and billing information: records of quotations, bookings, invoices, payments, and related financial details such as the amount paid and payment method reference. We do not store full card details if you pay by card.
Communications data: information within emails, forms, messages, phone notes, and any feedback or complaints you provide about our services.
Technical and usage data: limited technical information related to how you interact with our online content or digital tools, such as the pages you view and the time and date of access, where applicable.
How We Collect Your Data
We collect personal data directly from you when you contact us, request a quotation, make a booking, or communicate with us by phone, in person, or using digital channels. We may also receive personal data about you from third parties when they are authorised to provide information on your behalf, such as a letting agent, employer, or family member arranging a move for you.
Lawful Basis for Processing
We will only process your personal data where we have a valid lawful basis under data protection law. The lawful bases we rely on are:
Contract: we process personal data to provide our services, prepare quotations, manage bookings, carry out removals and related services, and handle billing and payments.
Legal obligation: we may process personal data to comply with legal and regulatory requirements, including record keeping, accounting, tax, and responding to lawful requests from authorities.
Legitimate interests: we may process personal data where it is necessary for our legitimate business interests, provided your rights and freedoms are not overridden. This includes managing and improving our services, preventing fraud, maintaining security, and handling enquiries, complaints or disputes.
Consent: in some limited situations we may rely on your consent, for example for certain marketing communications. Where we rely on consent, you can withdraw it at any time.
How We Use Your Personal Data
We use your personal data to:
Provide quotations, respond to enquiries, and manage your bookings for man and van services in the Sutton area.
Plan and deliver our services, including arranging vehicles, staff, routes, and timing to carry out your move or transport services.
Issue invoices, process payments, manage refunds where applicable, and maintain accounting and financial records.
Communicate with you before, during, and after the provision of services, including confirming bookings, providing updates, and handling any questions or issues.
Improve our services, monitor performance, and maintain internal records for business administration.
Handle disputes, complaints, debt recovery, and defend legal claims.
Send you information about our services that may be of interest to you, where we are allowed to do so and you have not opted out.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with carefully selected third parties where this is necessary for the purposes set out in this Privacy Policy, including:
Service providers acting as data processors that supply IT, hosting, communications, or administrative support services, who process personal data on our instructions.
Payment and accounting service providers who help us process payments and maintain financial records.
Professional advisers such as accountants, insurers, and legal advisers where this is necessary for managing our business, complying with legal obligations, or handling claims.
Regulators, law enforcement, and other public authorities where required by law or where necessary to protect our rights or the rights of others.
When we use data processors, we put in place appropriate contracts and safeguards to ensure they only process your personal data on our instructions, keep it secure, and comply with data protection law.
International Transfers
Our services are primarily delivered in the United Kingdom. If your personal data is transferred or accessed outside the United Kingdom or the European Economic Area by our service providers, we will ensure that appropriate safeguards are in place, such as adequacy decisions or standard contractual clauses, to protect your personal data.
Data Retention
We will keep your personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements.
In general, we keep records of bookings, invoices, and related information for a period consistent with legal and tax requirements. Enquiry records and communications may be retained for a reasonable period to allow us to respond to follow-up queries, manage disputes, and improve our services.
When we no longer need personal data, we will securely delete it or anonymise it so that it can no longer be used to identify you.
How We Protect Your Data
We take appropriate technical and organisational measures to protect your personal data from loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures include limiting access to personal data to those staff and service providers who need it for legitimate business purposes and requiring them to keep it confidential. While we work to protect your personal data, no system can be guaranteed to be completely secure.
Your Rights Under Data Protection Law
As a customer or prospective customer of Sutton Man and Van in the Sutton area, you have a number of rights in relation to your personal data. These include:
Right of access: you can request confirmation of whether we process your personal data and obtain a copy of that data.
Right to rectification: you can ask us to correct inaccurate or incomplete personal data.
Right to erasure: in some circumstances, you can ask us to 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 lawful basis for processing.
Right to restrict processing: you can request that we restrict the processing of your personal data in certain situations, such as while we are investigating a concern about accuracy.
Right to object: you can object to our processing of your personal data where we rely on legitimate interests as our lawful basis, including for direct marketing. We will respect your objection unless we have compelling legitimate grounds to continue processing that override your interests, rights, and freedoms, or where processing is required for legal claims.
Right to data portability: where our processing is based on your consent or on a contract and is carried out by automated means, you may have the right to receive your personal data in a structured, commonly used, machine-readable format and to have it transmitted to another controller where technically feasible.
Right to withdraw consent: where we rely on consent for processing, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.
You also have the right to lodge a complaint with a supervisory authority if you are concerned about how your personal data is being handled. In the United Kingdom this is the Information Commissioner's Office.
Children's Data
Our services are not directed at children and we do not knowingly collect personal data relating to children. If we become aware that we have collected personal data from a child without appropriate consent, we will take steps to delete that information.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. Any updated version will apply to all Sutton Man and Van customers and prospective customers in the Sutton area from the date it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we collect and use your personal data.
