5. Our Lawful Bases
UK data protection law requires us to have a lawful basis for using personal information.
Depending on the circumstances, we rely on the following lawful bases:
Steps Before Entering into a Contract
We use the information you provide to respond to a quote request, discuss your requirements and take steps you request before booking a service.
Performance of a Contract
When you book a service, we use your information to organise and complete the move, collection, delivery or other service you requested.
Legitimate Interests
We may use personal information where it is necessary for the legitimate operation of our business. This includes responding to general enquiries, managing customer relationships, improving our services, protecting our website, preventing misuse and handling legal claims.
When relying on legitimate interests, we consider whether our interests are balanced against your rights and reasonable expectations.
Legal Obligation
We may keep or use certain information where necessary to comply with legal, regulatory, accounting or tax obligations.
Consent
We rely on consent when required, including for certain marketing communications and non-essential cookies. You may withdraw your consent at any time.
Withdrawing consent does not affect the lawfulness of processing that took place before the withdrawal.
6. Contact and Quote Forms
When you submit a contact or quote form, we use the information provided to respond to your enquiry, understand your moving requirements and prepare the requested quotation.
Submitting a form does not automatically subscribe you to marketing communications.
The fields marked as required are necessary for us to understand and respond to your request. If you do not provide this information, we may be unable to prepare an accurate quote or arrange the service.
7. Photographs and Videos
You may choose to send photographs or videos to help us understand the number, size or type of items involved in your move.
We use this material only to assess, plan and provide the requested service, unless you give us separate permission for another use.
Please avoid including people, documents, screens, vehicle registrations or other unnecessary personal information in photographs and videos.
8. WhatsApp and Social Media
If you contact us through WhatsApp, Instagram or another third-party platform, that provider may collect and process information under its own privacy policy.
We use the information received through these platforms to respond to your enquiry, discuss your move or manage your booking.
Using these services may involve personal information being processed outside the United Kingdom. We recommend reviewing the privacy information provided by the relevant platform.
9. Who We Share Your Information With
We may share personal information with trusted service providers where necessary to operate our business or provide the requested service. These may include:
- Website hosting and maintenance providers
- Contact and quote form providers
- Email and communication services
- Payment and accounting providers
- IT and security providers
- Professional advisers, such as accountants or legal advisers
- Service partners involved in completing your move, when necessary
- Government bodies, regulators, courts or law enforcement authorities where legally required
We require service providers to protect personal information and use it only for the agreed purpose.
We do not sell or rent your personal information.
10. International Data Transfers
Some technology, communication or website service providers may process personal information outside the United Kingdom.
Where personal information is transferred internationally, we take reasonable steps to ensure an appropriate level of protection. This may include relying on UK adequacy regulations, approved contractual safeguards or another lawful transfer mechanism.
You can contact us if you would like more information about the safeguards used for international transfers.
11. How Long We Keep Your Information
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected.
As a general guide:
- General contact enquiries may be kept for up to 12 months after the last communication.
- Quote requests that do not become bookings may be kept for up to 12 months after the last communication.
- Booking, service, invoice and payment records may be kept for up to six years where required for accounting, tax, contractual or legal purposes.
- Photographs and videos provided for quotations or move planning will be removed when they are no longer required for those purposes.
- Marketing records may be kept until you withdraw consent or ask us to stop contacting you.
- Records of marketing opt-outs may be retained to ensure we continue to respect your preference.
- Technical and cookie information is retained according to the purpose and duration of the relevant cookie or service.
We may keep information for longer if it is required to resolve a dispute, comply with the law or establish, exercise or defend a legal claim.
12. How We Protect Your Information
We use reasonable organisational and technical measures to protect personal information against loss, misuse, unauthorised access, alteration or disclosure.
Access to personal information is limited to people and service providers who need it for legitimate business purposes.
Although we take reasonable precautions, no website, email or internet transmission can be guaranteed to be completely secure.
13. Marketing Communications
We may send marketing emails or messages only where we have an appropriate lawful basis.
Where we ask for your consent, the marketing option will be separate from the contact or quote request and will not be selected in advance.
You can withdraw your consent or ask us to stop sending marketing communications at any time by:
- Following the unsubscribe instructions in the message
- Emailing contact@vinnyvanman.com
- Contacting us by telephone or WhatsApp
Stopping marketing communications will not prevent us from contacting you about an active enquiry, quotation, booking or service.
