Securing Your Personal & Private Data
|1.0||13/12/2017||Mr. M.Corr||Original draft|
|1.1||04/06/2018||Mr. M. Corr||Amendment regards data sharing to USA|
|1.2||16/02/2019||Mr. M.Corr||Update in line with Industry Guidance|
|1.3||17/08/2020||Mr. M.Corr||Updated to include Video Surveys|
Approved by: Steven Webber, 12/08/2020
Document Operational on: 13/12/2017
Next review date: 01/09/2021
Maidmans Moving and Storage Limited (‘Maidmans’) takes your privacy very seriously. This Data Privacy Statement describes how Maidmans collects and uses your personal data and sets forth your privacy rights.
We recognise that information privacy is an ongoing responsibility, and so we will from time to time update this Data Privacy Statement as we undertake new information security practices or use new technology to collect personal data, where it is appropriate.
We are a registered ‘data controller’ with the Information Commissioner’s Office (registration number ZA215899).
All our services require your personal data. Exactly what personal data we require varies on the service. However, most of our services require certain personal data. This typically includes:
Other personal information we may collect includes:
For private jobs, payment card information is provided directly by customers, either in person or via phone call, and entered into a PCI/DSS-compliant payment processing service. Maidmans does not, itself, process or store payment card information. We use an online virtual payment terminal where transactions take place with our payment provider.
We collect personal data submitted to us using our web enquiry form. Our website also collects certain information automatically and stores it in log files, for example internet protocol (IP) addresses. We use this information to help us design our site to better suit our users’ needs.
Our website is maintained by Futurenet Publishing. They only handle personal data collected from Maidmans’s website at our instruction and this is only ever for statistical analysis purposes to inform our marketing team.
Our website uses Google Analytics. Google Analytics uses “cookies”, which are text files placed on your computer, to help the website analyse how users use and navigate the site.
A cookie is a small file which asks permission to be placed on your computer’s hard drive. A cookie can’t read data off your hard drive or read cookie files created by other websites. Cookies do not damage your system; they allow us to respond to you as an individual.
A cookie in no way gives us access to your computer or any information about you, other than personal data you choose to share with us.
The information generated by cookies about your use of our website (including your IP address) will be transmitted to and stored by Google on servers located in the EU. Google will use this information for the purpose of evaluating your website activity and internet usage, compiling reports on website activity for website operators and providing other services relating to website activity usage.
We purchase information about properties on the housing market from a lead generation company. They collect address information both directly from individuals and publicly available sources, for example, information about a property in the public domain includes whether it is ‘for sale’ or ‘sold subject to contract’.
Where pre-move surveys in person are not possible, we conduct surveys via video call. These video calls are recorded so our surveyors can re-watch the call when calculating volumes accurately, as this informs your quotation for the service. A copy of recorded videos are stored on a server hosted by Amazon Web Services and are deleted after 30 days.
The services we provide can involve a national or transnational supply chain. In these cases we share only the personal data they require. If this involves transferring information to a country not recognised by the Information Commissioner’s Office as providing equivalent protection, we’ll use additional safeguards where required.
Where the service you book with, or is allocated to, Maidmans includes importing or exporting your possessions into or via the United States, U.S. Customs and Border Protection (CBP) will legally obtain the Vessel Manifest. This document includes some of the shipper’s personal information, for example, the name and address to which the shipment is consigned and their passport number.
You can mitigate this risk, and we recommend you do so, by completing the IAM’s Vessel Manifest Confidentiality Request Form. By completing this form you are requesting that your shipment, and you as the shipper, is not shared by the CBP.
Recordings of video surveys are stored on servers hosted by Amazon Web Services.
All other data is stored on our on-premise servers which are kept in a secure site and protected by threat detection software and a hardware firewalls, preventing unauthorised access.
All our employees and third parties who require access must use multi-factor authentication to gain access to our servers. Employees are granted different privileges to ensure access to personal data is limited to a need-to-know basis.
We will store your personal data for the duration of the service. We retain personal data longer, only when we are legally obliged to do so. When it is no longer necessary for to retain your personal data, we securely erase and shred hardcopies.
Here are your privacy choices:
Here are your rights:
If you are a customer and wish to exercise your rights, please contact the Branch and Department you have been speaking with. If you prefer, you can contact us at firstname.lastname@example.org or write to us at:
International House, Unit G
Bar End Ind. Est.
If you don’t feel we’ve dealt with your request appropriately you have the right to lodge an appeal with the Information Commissioner’s Office.
“An excellent service. We could not fault your brilliant workers.”
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“Sales contract sold the company – excellent. The 3 men were polite, helpful, friendly and very efficient. Highly recommend.”
The entire team were extremely helpful and careful. They deserve high praise for their work.”
“We opted for the total pack which proved wonderful. Not a thing damaged or scratched. Two items could not be moved upstairs, so Maidmans instantly arranged to have them craned on to the balcony. Wonderful service and organisation.”
“The two lads that moved us were first class. They were so helpful and so polite. Could not do enough for us. We wish them all the best for the future.”