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 moving, transport, packing, delivery, and related services. It applies to all Man With A Van Uxbridge customers in the area, including individuals, households, landlords, tenants, and business clients who use our services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, requesting a quote, booking a move, or communicating with us about a service, you acknowledge that your personal data may be processed as described in this policy.

1. Personal Data We Collect

We collect only the data necessary to provide and manage our services effectively. The types of personal data we may collect include:

Identity information: name, title, and any business or trading name provided.
Contact information: postal address, email address, and telephone number.
Service details: moving date, pickup and delivery addresses, inventory of items, special handling requirements, and access details.
Payment information: limited billing and transaction information required to process payments and issue receipts.
Communication records: emails, text messages, call notes, quotes, complaints, and service-related correspondence.
Operational information: vehicle access notes, property entry instructions, parking details, and scheduling preferences.
Technical information: if you interact with our digital systems, we may collect device and usage data, such as IP address, browser type, and log data.

We do not intentionally collect special category data unless you choose to provide it. Special category data includes information about health, religion, political opinions, or similar sensitive details. If such information is provided, it will only be processed where strictly necessary and with an appropriate lawful basis.

2. How We Use Your Data

We use personal data to operate our business and deliver services safely and efficiently. The main purposes include:

providing quotations and confirming bookings;
planning, coordinating, and carrying out removals and deliveries;
contacting customers about schedules, access, delays, or service updates;
processing payments and maintaining financial records;
responding to queries, complaints, and customer service requests;
meeting legal, tax, insurance, and regulatory obligations;
improving service quality, staff training, and operational planning;
protecting against fraud, misuse, and security incidents;
retaining evidence where needed for claims, disputes, or contract management.

We will only use your personal data for the purposes for which it was collected unless we reasonably consider that we need to use it for another compatible purpose.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing personal data. Depending on the type of data and the reason for processing, we rely on the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes preparing a quote, confirming a booking, arranging logistics, completing the move, and administering payment.

Legal obligation

We may process data where necessary to comply with legal duties, such as tax, accounting, insurance, and record-keeping requirements.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include service improvement, fraud prevention, security, internal administration, and handling claims or disputes.

Consent

In limited situations, we may rely on your consent, for example where specific optional marketing or non-essential processing is involved. Where consent is used, you may withdraw it at any time.

Vital interests

In exceptional circumstances, we may process data to protect someone’s vital interests, such as in an emergency involving safety or urgent welfare concerns.

4. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, or as required by law. Retention periods may vary depending on the type of data and the reason for processing.

Quotation and booking records are generally retained for a reasonable period to manage customer service, administration, and potential disputes.
Financial and accounting records are kept for the period required by tax and accounting law.
Customer correspondence may be retained while needed to resolve enquiries, complaints, or claims.
Operational records may be stored for a limited time to support scheduling, service improvement, and business continuity.

When personal data is no longer required, we will securely delete, anonymise, or archive it in line with our retention practices. We do not keep data indefinitely.

5. Data Sharing and Processors

We may share personal data with trusted third parties who support our business operations. These third parties act as processors or independent controllers depending on the service they provide. When acting as processors, they only process data on our instructions and must protect it appropriately.

Examples of processors may include:

IT and cloud service providers that store and secure business records;
Payment service providers that process transactions;
Accounting or bookkeeping providers that help manage financial records;
Customer communication tools used for emails, scheduling, or service updates;
Professional advisers such as insurers, lawyers, or auditors where necessary;
Subcontracted service providers assisting with moving, transport, or related work.

We may also disclose data where required by law, court order, or a regulatory authority, or where necessary to protect our rights, property, customers, or staff.

Where personal data is transferred outside the UK, we will ensure appropriate safeguards are in place to protect it in accordance with applicable data protection requirements.

6. Security of Personal Data

We take reasonable and appropriate technical and organisational measures to protect personal data from unauthorised access, alteration, loss, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and internal procedures for handling data securely.

While we do our best to protect personal data, no system is completely secure. If a data breach occurs that affects your rights and freedoms, we will respond in line with our legal obligations.

7. Your Rights

Depending on the circumstances, you may have the following rights under data protection law:

Right of access: to request a copy of the personal data we hold about you.
Right to rectification: to ask us to correct inaccurate or incomplete data.
Right to erasure: to request deletion of your data in certain cases.
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.
Right to data portability: to receive certain data in a structured, commonly used format.
Right to withdraw consent: where processing is based on consent, you can withdraw it at any time.

These rights are not absolute and may be subject to legal exceptions. If you wish to exercise any of these rights, we will review and respond to your request in accordance with applicable law.

8. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is necessary in the context of a household move or similar service and provided by a responsible adult. If we become aware that data has been collected inappropriately, we will take appropriate steps to delete it.

9. Changes to This Privacy Policy

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

10. Summary of Our Commitment

Man With A Van Uxbridge is committed to handling personal data responsibly, securely, and lawfully. We only collect what is needed, use it for clear business purposes, keep it only as long as necessary, and provide safeguards when sharing it with trusted processors. We also respect your rights and aim to respond to requests fairly and promptly.

This Privacy Policy applies to all Man With A Van Uxbridge customers in area.