Privacy Policy

Man With a Van Uxbridge Privacy Policy

This Privacy Policy explains how Man With a Van Uxbridge collects, uses, stores and protects personal data for all customers in the Uxbridge area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act. By using our services, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all Man With a Van Uxbridge customers in the Uxbridge area, including individuals, households and businesses who enquire about, book or use our man and van, removal or related transport services. It covers personal data collected online, by phone, in person or through any other communication channel we use to provide our services.

Data Controller

Man With a Van Uxbridge is the data controller for the personal data described in this Privacy Policy. As the data controller, we determine the purposes and means of processing your personal data and are responsible for ensuring that it is handled in accordance with applicable data protection laws.

Personal Data We Collect

We only collect personal data that is necessary for us to provide and manage our services. The categories of personal data we may collect include:

Identity and contact details, such as your name, address, collection and delivery addresses, and other contact details that you provide to us when you make an enquiry or booking.

Service and booking details, such as the date and time of your move, details about the items to be transported, access information for properties, parking requirements, and any special instructions related to the service.

Payment and billing information, including information necessary to process your payment and issue invoices or receipts. We do not store full card details; where payment processors are used, they process card details on our behalf.

Communication records, including emails, telephone call notes, text messages and any other correspondence with us regarding enquiries, quotations, bookings, complaints or feedback.

Technical and usage data, such as basic information about how you interact with our website or online booking tools, where applicable and where permitted by law.

How We Collect Your Data

We collect personal data directly from you when you contact us to request information, obtain a quotation, make a booking or communicate with us before, during or after a job. This may be by phone, through online forms, via messaging platforms or in person.

We may also receive personal data from third parties where necessary to carry out our services, for example where a business or landlord provides us with contact details or access information in order for us to complete a removal or delivery.

Lawful Basis for Processing

We rely on one or more of the following lawful bases under the UK GDPR to process your personal data:

Contract: We process personal data to take steps at your request before entering into a contract and to perform our contract with you, such as arranging and completing your man and van service, issuing quotes, invoices and confirmations.

Legitimate interests: We may process personal data where it is necessary for our legitimate business interests, and where your rights and freedoms are not overridden. This includes managing our operations, improving our services, managing disputes and maintaining appropriate records.

Legal obligation: We may process personal data to comply with legal obligations, such as record keeping for tax or accounting requirements and responding to requests from regulatory or law enforcement authorities where we are legally required to do so.

Consent: In limited situations, we may rely on your consent, for example for specific optional communications. Where we rely on consent, you have the right to withdraw it at any time.

How We Use Your Personal Data

We use the personal data we collect for the following purposes:

To provide quotes, respond to enquiries and confirm bookings.

To plan, schedule and carry out our man and van and removal services, including contacting you about access, timings and logistics.

To process payments, issue invoices and manage accounts.

To communicate with you about your booking, including reminders, updates and any changes or issues that arise.

To handle queries, complaints or disputes and to provide customer service and support.

To maintain internal records, including for accounting, audit and regulatory purposes.

To protect our business, for example by detecting and preventing fraud or misuse of our services.

Sharing Your Personal Data and Processors

We do not sell your personal data. We may share your personal data with trusted third parties where necessary to provide our services or meet our legal and contractual obligations. These third parties act as data processors or independent controllers, depending on their role.

Categories of recipients may include:

Payment service providers who process your payments securely on our behalf.

IT and software providers who support our booking systems, email and data storage.

Professional advisers such as accountants or legal advisers, where necessary for business operations or to manage disputes.

Regulatory bodies, law enforcement agencies or courts where we are required to share data by law or in order to protect our rights or the rights of others.

Where we use processors, we ensure that appropriate data processing agreements are in place and that they only process your personal data in accordance with our instructions and with suitable security measures.

Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including meeting any legal, accounting or reporting requirements.

In general, we retain booking and billing records for a period required by tax and accounting laws. Communications and service-related records may be stored for a reasonable period in case of queries, disputes or follow-up services.

When personal data is no longer needed, we will securely delete it or anonymise it so that it can no longer be linked to an individual.

Data Security

We take reasonable and appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include restricting access to personal data to personnel and service providers who need it for legitimate business purposes and who are subject to confidentiality obligations.

Your Data Protection Rights

Under the UK GDPR, you have a number of rights regarding your personal data. These rights may be subject to certain conditions and legal exceptions. Your rights include:

Right of access: You can request confirmation that we process your personal data and obtain a copy of that data, along with information about how we use it.

Right to rectification: You can request that we correct any inaccurate or incomplete personal data about you.

Right to erasure: You can request that we delete your personal data where there is no good reason for us to continue processing it, subject to legal or contractual obligations that may require us to retain certain data.

Right to restriction: You can request that we restrict the processing of your personal data in certain circumstances, such as where you contest the accuracy of the data or object to our use of it.

Right to object: You can object to processing that is based on our legitimate interests where you believe your rights override those interests.

Right to data portability: In some situations, you can request that we provide your personal data in a structured, commonly used and machine readable format, or that we transmit it to another controller where technically feasible.

Right to withdraw consent: Where we rely on your consent for processing, you may withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before consent was withdrawn.

Exercising Your Rights

If you wish to exercise any of your data protection rights or raise any concerns about how your data is handled, you can contact us using the usual communication channels you use for our services. We may need to verify your identity before responding to your request. We will respond within the timeframes set by data protection law.

You also have the right to lodge a complaint with the Information Commissioner if you believe your data protection rights have been infringed. We would, however, appreciate the opportunity to address your concerns first, so we encourage you to contact us directly in the first instance.

International Transfers

Our services are primarily provided within the Uxbridge area and the United Kingdom. If any transfer of your personal data outside the United Kingdom becomes necessary, we will ensure that appropriate safeguards are in place, such as using countries with adequate data protection laws or implementing standard contractual clauses approved by the relevant authorities.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or the services we offer. Any updated version will apply from the date it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.