Privacy Policy - Man With Van Uxbridge

This Privacy Policy explains how Man With Van Uxbridge collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Uxbridge customers in the area, including individuals and businesses who use our removals, transport, delivery, and related moving 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, you acknowledge that your information may be processed as described in this Privacy Policy. We encourage you to read it carefully so that you understand what data we collect, why we collect it, and what rights you have over your personal data.

1. Data We Collect

We only collect personal data that is necessary for providing our services, managing our relationship with you, and meeting our legal obligations. The types of information we may collect include:

Identity information such as your name, title, and business name if applicable.
Contact details including phone number, email address, billing address, pick-up address, delivery address, and other service locations.
Service information related to your booking, moving requirements, property access details, inventory lists, and preferred dates or times.
Payment information such as transaction records, payment status, and invoicing details. We do not store card details unless required by our payment provider under secure processing arrangements.
Communication records including messages, quotes, complaints, feedback, and notes from calls or emails.
Technical information where relevant, such as device or browser data if you interact with digital systems used to manage bookings.
Special instructions that may be necessary for completing a move safely, efficiently, and in line with your requirements.

We may also receive personal data from third parties where this is necessary for arranging or completing a service, for example from a landlord, letting agent, estate agent, business partner, or another person acting on your behalf. Where we do so, we will only use the information for legitimate service-related purposes.

2. How We Use Personal Data

We use personal data for the following purposes:

To provide quotes, manage bookings, and deliver moving services.
To communicate with you about your service, scheduling, changes, or updates.
To process payments, issue invoices, and maintain financial records.
To respond to enquiries, complaints, or feedback.
To keep records of our work and ensure quality control.
To comply with legal, regulatory, tax, and accounting requirements.
To protect our business, staff, customers, and property against fraud, misuse, or disputes.
To improve our services and customer experience.

We will only use your personal data where we have a lawful basis to do so.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis before processing personal data. We rely on the following lawful bases:

Contract

We process personal data because it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes preparing quotations, confirming bookings, organising logistics, and carrying out the agreed moving service.

Legal Obligation

We may process data where it is necessary to comply with legal obligations, such as tax record keeping, accounting, insurance requirements, or responding to lawful requests from authorities.

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests, provided that those interests are not overridden by your rights and freedoms. This may include managing our business operations, maintaining service records, preventing fraud, improving services, and resolving disputes.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily agree to receive certain marketing communications or where consent is specifically required by law. You may withdraw consent at any time, although this will not affect processing carried out before withdrawal.

4. Retention of Personal Data

We retain 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 information and the reason it is held.

Customer and booking records are generally retained for as long as needed to complete the service and manage any follow-up queries or disputes.
Financial and tax records are retained for the period required by law, usually in line with accounting and tax obligations.
Communication records may be kept for a reasonable period to support customer service, quality control, and dispute handling.
Legal or claim-related records may be retained longer where necessary to establish, exercise, or defend legal claims.

When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you.

5. Processors and Third Parties

We may share personal data with trusted third-party service providers, known as processors, who help us operate our business and deliver services. These processors only act on our instructions and are required to protect your data.

Examples of processors may include:

Payment processors for handling secure transactions.
Accounting and invoicing providers for financial administration.
IT and data storage providers for secure record keeping, communications, and system support.
Operational partners who assist with logistics or service delivery where needed.
Professional advisers such as legal, insurance, or tax advisers.

We may also share data with third parties where required by law, to protect our legal rights, or to prevent fraud or security issues. We do not sell personal data.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, misuse, disclosure, or destruction. These measures are designed to reflect the nature of the data and the risks involved. While no system can be guaranteed to be completely secure, we work to maintain a high level of protection and review our practices regularly.

7. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and legal limitations.

Right of access - you can request a copy of the personal data we hold about you.
Right to rectification - you can ask us to correct inaccurate or incomplete information.
Right to erasure - in some cases, you can ask us to delete your personal data.
Right to restrict processing - you may ask us to limit how we use your data in certain circumstances.
Right to object - you can object to processing based on legitimate interests, and to direct marketing where applicable.
Right to data portability - where applicable, you may request transfer of data you provided to us in a structured, commonly used format.
Right to withdraw consent - where we rely on consent, you can withdraw it at any time.

If you wish to exercise any of these rights, we may need to verify your identity before responding. We aim to respond within the legal timeframe set by data protection law.

8. International Transfers

In some cases, personal data may be processed or stored using systems located outside the UK. Where this happens, we take steps to ensure that appropriate safeguards are in place so that your data remains protected to the required standard.

9. Complaints

If you have concerns about how we handle your personal data, we encourage you to raise them with us first so that we can try to resolve the issue. You also have the right to complain to the UK Information Commissioner’s Office if you believe your data protection rights have been infringed.

10. 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 handling practices. Any updates will take effect when published. We recommend reviewing this policy periodically to stay informed about how we protect your personal data.

Man With Van Uxbridge is committed to respecting your privacy and using personal data responsibly. We process only the information needed to provide reliable moving services, fulfil our legal duties, and maintain a secure and professional customer experience.