Privacy Policy - Man With A Van Uxbridge

This Privacy Policy explains how Man With A Van Uxbridge collects, uses, stores, shares, and protects personal data when providing removal, transport, and moving services. It applies to all Man With A Van Uxbridge customers in the area, including private individuals, landlords, tenants, homeowners, students, and business customers who request or receive services from us.

We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We aim to collect only the data that is necessary, use it fairly and lawfully, and keep it only for as long as needed for the purpose for which it was collected.

1. Information We Collect

We may collect and process different types of personal data depending on the service requested. This may include:

Identity details such as your name and title
Contact details such as your address, email address, and telephone number
Service details such as moving date, pickup and delivery locations, access information, property type, and item list
Payment information such as billing details and transaction records
Communication records such as enquiries, booking notes, complaints, and service-related messages
Operational data such as route planning information, job status, and service history
Special instructions that you choose to provide, for example handling requests for fragile, heavy, or high-value items

We generally do not collect sensitive personal data unless you provide it voluntarily and it is necessary for the service. If you share special category data, we will only process it where permitted by law and where appropriate safeguards are in place.

2. How We Collect Your Data

We may collect your personal data directly from you when you:

request a quote
make a booking
communicate with us about a job
submit feedback, a complaint, or a query
make a payment or discuss invoicing

We may also receive data from third parties where it is necessary for service delivery, such as:

estate agents, landlords, tenants, or letting agents
business clients arranging moves for staff or premises
payment providers and accounting systems
subcontractors or logistics partners involved in the move

Where we obtain data from a third party, we expect that party to have a lawful basis for sharing it with us.

3. Lawful Basis for Processing

We only process personal data when we have a lawful basis under UK GDPR. Depending on the circumstances, we rely on one or more of the following:

Contract

We process your data where it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes providing quotes, arranging bookings, completing moves, issuing invoices, and managing service communications.

Legal Obligation

We may process data to comply with legal obligations, including tax rules, accounting requirements, insurance obligations, and record-keeping duties.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your interests and rights do not override them. This may include service management, responding to customer enquiries, improving operations, preventing fraud, and maintaining business records. We ensure that such processing is proportionate and limited to what is necessary.

Consent

In limited situations, we may rely on your consent, for example where it is not otherwise appropriate to process certain optional information. Where we rely on consent, you may withdraw it at any time.

4. How We Use Personal Data

We use personal data to:

provide quotations and confirm bookings
plan and deliver moving and transport services
communicate about schedules, access, and job requirements
process payments and manage accounts
resolve disputes, complaints, or service issues
maintain business and legal records
improve the quality, reliability, and safety of our services

We will not use your personal data for purposes that are incompatible with the reason it was originally collected unless we have a valid legal basis to do so.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties who act as processors or, in some cases, independent controllers. These parties only process data on our instructions or where required for their own lawful purposes.

Examples of processors may include:

IT and cloud storage providers used for secure data hosting, email, or communication tools
Payment processors used to handle transactions
Accounting and invoicing providers used for bookkeeping and tax administration
Scheduling or customer management systems used to organise bookings and service records
Professional advisers such as insurers, lawyers, or accountants where required

We require processors to implement appropriate technical and organisational security measures and to use personal data only for the agreed purpose. We do not sell personal data.

We may also share data if required by law, court order, regulatory request, or to protect our rights, property, customers, or staff. If a business restructuring, merger, or transfer takes place, customer data may be transferred as part of that process, subject to the protections required by law.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, and reporting requirements.

Retention periods may vary depending on the type of data and the context in which it is used. In general:

quote and booking records may be kept for a reasonable period after the service ends
invoice and payment records may be kept for tax and accounting purposes
correspondence and complaint records may be kept while the matter is active and for a short period afterwards
records needed for legal claims, insurance matters, or dispute resolution may be kept longer where necessary

When data is no longer required, we will securely delete, anonymise, or archive it in line with our retention practices.

7. Data Security

We take appropriate steps to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These steps may include access controls, secure storage, limited staff access, and appropriate security measures with our processors.

Although we work hard to protect your information, no system can be guaranteed to be completely secure. If a personal data breach occurs that is likely to result in a risk to your rights and freedoms, we will respond in accordance with applicable law.

8. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

Right of access - to request a copy of the data we hold about you
Right to rectification - to ask us to correct inaccurate or incomplete information
Right to erasure - to request deletion of your data in certain circumstances
Right to restriction - to ask us to limit how we use your data in certain situations
Right to object - to object to processing based on legitimate interests or direct marketing
Right to data portability - to receive certain data in a structured, commonly used format where applicable
Right to withdraw consent - where processing is based on consent, you may withdraw it at any time

You also have the right to raise concerns with the relevant data protection authority if you believe your data has been handled unlawfully. We encourage you to contact us first so we can try to resolve any issue promptly and fairly.

9. Children’s Data

Our services are generally intended for adults. We do not knowingly collect personal data from children unless it is necessary for a booking made by a parent, guardian, or authorised adult. If we become aware that data has been collected inappropriately, we will take reasonable steps to delete it.

10. International Transfers

If personal data is transferred outside the UK, we will ensure appropriate safeguards are in place to protect it. This may include using approved contractual protections or transferring data only to countries with adequate legal protections.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data processing practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review it periodically.

12. Summary of Our Commitment

Man With A Van Uxbridge is committed to processing personal data fairly, lawfully, and transparently. We collect only the information needed to provide reliable moving services, use it for legitimate purposes, share it only with trusted processors or where legally required, and keep it only for as long as necessary. We respect your rights and will take appropriate action to safeguard your personal information at every stage of the service relationship.

Last updated: 2026