Man with Van Uxbridge Privacy Policy

This Privacy Policy explains how Man with Van Uxbridge collects, uses, stores, and protects personal data of its customers and prospective customers in the Uxbridge area. It is intended to provide clear information about our data practices and to help you understand your rights under applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018.

This Privacy Policy applies to all Man with Van Uxbridge customers and service users in the Uxbridge area, including individuals and businesses who contact us, request a quote, make a booking, or otherwise interact with our services.

Data Controller

Man with Van Uxbridge is the data controller in respect of the personal information we collect and process. As data controller, we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing is carried out in compliance with applicable data protection laws.

Personal Data We Collect

We collect and process different categories of personal data in the course of running our services. The information we may collect includes:

Identification and contact details such as full name, postal address, collection and delivery addresses, and any other contact details you provide to us when booking or enquiring about our services.

Booking and service information such as the nature of the items to be moved, access details for properties, preferred dates and times, and other instructions or information relevant to the provision of our services.

Communication records including information contained in messages, enquiries, and correspondence that you send to us by phone, text, or other communication channels, as well as records of our responses.

Payment-related information such as payment status and basic transaction details. We do not store full card details if you pay by card; these are handled by our chosen payment processor.

Technical and usage information where applicable, such as basic information about how you interact with our website or online booking tools, including the date and time of access and general device information. This is used to maintain and improve our services.

How We Collect Personal Data

We collect personal data directly from you when you contact us, request a quotation, make a booking, or otherwise use our services. This can be through phone calls, messages, forms, or other communication methods you choose to use.

We may also receive personal data indirectly from third parties where this is necessary to provide our services, for example if a partner business provides us with booking details on your behalf. In such cases, we ensure that appropriate data protection arrangements are in place with those third parties.

Lawful Basis for Processing

We rely on the following lawful bases under data protection law for processing your personal data:

Performance of a contract. We process your personal data to enter into and fulfil our agreement with you, including handling enquiries, providing quotes, managing bookings, carrying out removals or transport services, and dealing with related administration.

Legitimate interests. We process personal data to pursue our legitimate business interests in providing and improving our services, managing our business operations, responding to queries or complaints, and keeping appropriate records. We do this only where our interests are not overridden by your rights and freedoms.

Legal obligations. In some cases we are required to process certain personal data to comply with legal obligations, such as record-keeping requirements for tax purposes or responding to lawful requests from authorities.

Consent. Where we rely on consent, for example for certain types of optional communications, we will obtain your clear permission. You can withdraw your consent at any time, although this will not affect the lawfulness of processing that took place before consent was withdrawn.

Purposes of Processing

We use your personal data for the following purposes:

To provide our services, including receiving and managing enquiries, issuing quotations, making and confirming bookings, planning routes, and carrying out transport or removal services.

To communicate with you, including confirming bookings, providing updates, responding to questions or complaints, and sending necessary information about your service.

To manage payments and accounts, process payments through our chosen payment providers, handle invoices, and maintain financial records.

To operate, maintain, and improve our services, including analysing how our services are used, enhancing customer experience, and training staff.

To comply with legal and regulatory obligations, including maintaining appropriate records for tax, accounting, and regulatory requirements, and cooperating with lawful requests from public authorities.

To protect our business and prevent misuse, including detecting and preventing fraud, misuse of services, or other unlawful activity, and enforcing our terms and conditions.

Data Retention

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

In general, we keep customer and booking records for a period that allows us to respond to any queries, deal with potential disputes, and comply with our legal obligations. After the relevant retention period has expired, personal data is securely deleted or anonymised, so that it can no longer be linked to any identifiable individual.

The exact retention period can vary depending on the type of data, the nature of our relationship with you, and the requirements of applicable law.

Data Processors and Third Parties

We may share personal data with trusted third parties who act as data processors on our behalf. These processors only process your data in accordance with our instructions and for the purposes set out in this policy. We require them to implement appropriate security measures and to comply with applicable data protection laws.

Categories of processors and third parties may include:

Payment service providers that process payments and manage transactions on our behalf.

IT and system support providers that host or maintain our systems, software, or communication tools.

Professional advisers such as accountants or legal advisers where this is necessary to manage our business or comply with legal obligations.

We may also share personal data with public authorities, regulators, or law enforcement agencies where required by law or where necessary to protect our rights or the rights of others.

We do not sell your personal data to third parties.

International Data Transfers

Where we use service providers or systems that are located outside the United Kingdom or the European Economic Area, we take steps to ensure that your personal data is given equivalent protection to that provided by UK data protection laws.

This may include using countries that have been formally recognised as providing an adequate level of protection, or entering into data transfer agreements incorporating appropriate safeguards for your personal data.

Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures are designed to provide a level of security appropriate to the risk involved in the processing of your data.

Although we take reasonable steps to protect your personal data, no method of transmission or storage is completely secure. We cannot guarantee absolute security but we are committed to continually reviewing and improving our security practices.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These include:

The right of access. You have the right to request confirmation that we process your personal data and to obtain a copy of the personal data we hold about you, together with certain additional information.

The right to rectification. You have the right to request that inaccurate or incomplete personal data we hold about you is corrected or updated.

The right to erasure. In certain circumstances, you may request that we delete or remove your personal data, for example where the data is no longer needed for the purposes for which it was collected, or where you withdraw consent and there is no other legal basis for processing.

The right to restrict processing. You may request that we restrict the processing of your personal data in certain circumstances, for example while we verify the accuracy of the data or assess an objection you have raised.

The right to object. You may object to certain types of processing, including processing based on our legitimate interests. We will consider such objections and stop processing unless we have compelling legitimate grounds to continue or the processing is needed for legal reasons.

The right to data portability. Where processing is based on consent or the performance of a contract and carried out by automated means, you may request that we provide your personal data in a structured, commonly used, and machine readable format, or transfer it to another controller where technically feasible.

You also have the right to lodge a complaint with a supervisory authority if you believe that your data protection rights have been infringed. In the United Kingdom, this is the Information Commissioners Office. We encourage you to contact us first so we can attempt to resolve any concerns directly.

Children

Our services are not directed at children and we do not knowingly collect personal data relating to individuals under the age of 18 except where necessary to provide services to a household or family. If you believe we have collected personal data about a child inappropriately, please contact us so that we can address the issue.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. 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.

Your continued use of our services after any changes to this Privacy Policy will signify your acceptance of those changes, to the extent permitted by law.