Privacy Policy
Man with Van Uxbridge Privacy Policy
This Privacy Policy explains how Man with Van Uxbridge collects, uses, stores, and protects personal data relating to customers and prospective customers in Uxbridge and the surrounding area. It also explains 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 users of our services in the area, whether you contact us online, by phone, or in person, and whether you are an individual consumer or acting on behalf of a business.
Who we are and scope of this policy
Man with Van Uxbridge is a local transport and moving service provider. In the context of data protection laws, we act as the data controller for the personal data we collect and use in connection with our services. This means we decide how and why your personal information is processed.
This policy covers personal data relating to customers, prospective customers, and individuals who make enquiries about our services in Uxbridge and the surrounding area.
What personal data we collect
We collect and process different types of personal data depending on how you interact with us and which services you use. The categories of data we may collect include:
Identification and contact details: name, address, collection and delivery addresses, contact details such as phone number and other communication details you choose to provide.
Booking and service information: details about the moving or transport service you request, date and time of booking, inventory or description of goods to be moved, access details relating to properties, and any special instructions you provide.
Payment and billing information: payment status, billing address, and records of invoices and transactions. We do not store full card details if electronic payments are made through third party providers.
Communication records: information contained in messages you send to us, such as quotations requests, feedback, complaints, or other correspondence, and records of our responses.
Technical and usage information: if you visit our website or use online tools, we may collect information such as IP address, browser type, and information about how you interact with our site, where this is necessary for security, analytics, or service improvement.
How we collect your data
We collect personal data directly from you when you contact us to request a quote, make a booking, or ask a question about our services. This may be done via telephone conversations, online forms on our website, or other communication methods you choose to use.
We may also receive personal data from third parties where it is necessary for the provision of our services. For example, a business client may provide your details where you are the on site contact for a move, or a comparison or referral service may pass us your enquiry if you have requested a quotation from us through them.
Lawful bases for processing your data
We process your personal data only when we have a legal basis to do so under data protection law. Depending on the context, we rely on the following lawful bases:
Contract: We process your data when it is necessary to enter into or perform a contract with you, for example to provide a quotation, confirm a booking, deliver moving services, handle payments, and manage customer service.
Legitimate interests: We may process your data where it is necessary for our legitimate business interests and these interests are not overridden by your rights and freedoms. This can include managing and improving our services, keeping records for operational purposes, ensuring security, and responding to general enquiries.
Legal obligations: We process personal data when this is required to comply with legal obligations, such as accounting, tax, and record keeping requirements or responding to requests from regulatory authorities.
Consent: In some limited circumstances, we may rely on your consent, for example if we send certain types of direct marketing communications that require consent under relevant laws. Where we rely on consent, you have the right to withdraw it at any time.
How we use your personal data
We use your personal data for the following purposes:
To provide and manage services: handling quotations, bookings, scheduling, planning moves, delivering transportation services, and communicating with you about your booking.
To process payments and manage accounts: issuing invoices, processing payments, and maintaining appropriate financial and transaction records.
To communicate with you: responding to your enquiries, providing updates or changes to your booking, handling complaints or feedback, and providing information you request.
To operate, maintain, and improve our business: analysing how customers use our services, improving our processes and customer experience, and maintaining internal records and administration.
To comply with legal and regulatory requirements: maintaining records for tax, audit, or other legal purposes, and responding to requests from authorities where we are required to do so.
Data retention
We keep your personal data only for as long as is necessary for the purposes for which it was collected and to meet any legal, accounting, or reporting obligations.
In general, we will retain booking and transaction records, including related personal data, for the period required by law for tax and accounting purposes. Operational and communication records may be kept for a reasonable period after the end of your relationship with us to respond to queries, handle potential complaints, or demonstrate that we have fulfilled our obligations.
When personal data is no longer needed, we will delete it or anonymise it so that it can no longer be associated with you.
Data processors and third parties
We may share your personal data with selected third parties who act as data processors on our behalf. These third parties are only permitted to process your personal data in accordance with our instructions and for the purposes described in this policy. They are required to implement appropriate security measures.
Examples of such processors and third parties include:
Payment and billing service providers, to process transactions and manage invoicing.
IT and hosting providers, who supply and maintain our systems, website hosting, and data storage solutions.
Professional advisers, such as accountants or legal advisers, where necessary for our legitimate interests and legal obligations.
Where required by law or to protect our rights, we may also share personal data with regulatory bodies, law enforcement agencies, or other authorities.
We do not sell your personal data to third parties.
International transfers
Where any of our service providers are located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place before transferring your personal data. These may include using standard contractual clauses approved by relevant authorities or ensuring that the destination country has been deemed to provide an adequate level of data protection.
How we protect your data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, misuse, or disclosure. These measures include secure storage, access controls, and limiting personal data access to staff and processors who need it to perform their duties.
While we strive to protect your personal data, no system can be completely secure. You should also take care in how you share your personal information and communicate with us.
Your data protection rights
Under data protection laws, you have a number of rights in relation to your personal data. These include:
Right of access: You have the right to request confirmation of whether we process your personal data and to obtain a copy of that data, along with information on how it is used.
Right to rectification: You have the right to request that inaccurate or incomplete personal data is corrected or updated.
Right to erasure: In certain circumstances, you may request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected or where you withdraw consent and there is no other legal basis for processing.
Right to restriction of processing: You may request that we restrict the processing of your personal data in certain circumstances, such as while we are verifying its accuracy or considering an objection you have raised.
Right to object: You have the right to object to our processing of your personal data where we rely on legitimate interests, including profiling based on those interests. We will stop processing your data unless we can demonstrate compelling legitimate grounds that override your interests or we need to continue processing for legal claims.
Right to data portability: Where processing is based on consent or on a contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used, machine readable format and to request that we transmit that data to another controller where technically feasible.
Right to withdraw consent: Where we rely on consent as the lawful basis for processing your data, you have the right to withdraw your consent at any time. This will not affect the lawfulness of any processing carried out before you withdraw your consent.
How to exercise your rights and complaints
If you wish to exercise any of your rights, or have any questions about this Privacy Policy or how we handle your personal data, you can contact us using the details provided on our website or by the usual contact methods you use to reach us.
You also have the right to lodge a complaint with the relevant data protection authority if you are unhappy with how we handle your personal data. In the United Kingdom, this is the Information Commissioner's Office. We encourage you to contact us first so that we have the opportunity to address your concerns.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or for other operational reasons. Any updated version will be made available through our usual communication channels, and the revised policy will apply from the date of publication.
By continuing to use Man with Van Uxbridge services after changes are made, you acknowledge the updated terms of this Privacy Policy.
