Privacy Policy - Man And A Van Uxbridge

Man And A Van Uxbridge is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, share, and protect information relating to our customers, prospective customers, and anyone who contacts us in connection with our services. It applies to all Man And A Van Uxbridge customers in the area and is designed to comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Man And A Van Uxbridge is the data controller for the personal information processed in connection with our moving, delivery, collection, and related transportation services. This means we decide how and why your personal data is used, and we are responsible for ensuring that it is handled lawfully, fairly, and securely.

This policy applies when you request a quote, make a booking, communicate with us, receive a service, or otherwise interact with us in relation to our business operations.

2. Information We Collect

We only collect personal data that is necessary for providing our services, managing customer relationships, meeting legal obligations, and operating our business. The information we may collect includes:

Identity details such as your name, title, and any business or company name.
Contact details such as address, email address, and telephone number.
Service information such as pick-up and delivery addresses, property access details, moving requirements, inventory lists, and scheduling preferences.
Payment and billing information such as payment status, invoice details, and transaction records. We do not store full card details unless necessary and securely handled through appropriate payment systems.
Communication records including emails, notes from phone calls, text messages, complaint details, and any feedback you choose to provide.
Technical information where applicable, such as basic website usage data, device information, and log data collected through our systems for security and performance purposes.
Special category data only where you voluntarily provide it and only when required to support the service, for example if accessibility needs or health-related access requirements must be considered. Such data is handled with extra care and only where a valid legal basis exists.

We do not intentionally collect more information than necessary, and we ask that you only share data relevant to your service request.

3. How We Use Your Data

Your personal data is used for the following purposes:

To provide quotes, manage bookings, and deliver moving or transport services.
To communicate with you before, during, and after the service.
To process payments, issue invoices, and maintain financial records.
To plan routes, arrange logistics, and ensure safe and efficient service delivery.
To manage customer service, handle queries, and respond to complaints.
To maintain records for legal, accounting, and insurance purposes.
To protect our business, staff, customers, and property from fraud, abuse, or other unlawful activity.
To improve our services, planning, and internal operations.

We will only use your information in ways that are compatible with the purposes described in this policy.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Depending on the situation, we rely on one or more of the following bases:

Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes preparing quotes at your request, arranging the service, delivering the service, and handling payments.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided your rights and freedoms do not override those interests. This includes managing business operations, improving services, preventing fraud, keeping records, and resolving disputes. We always assess legitimate interests carefully and apply safeguards where appropriate.

Legal Obligation

We may process and retain personal data when required to comply with legal obligations, such as tax, accounting, insurance, or regulatory requirements.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily provide certain optional information or agree to receive specific communications. Where consent is used, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

Vital Interests

In rare situations, we may process data to protect someone’s vital interests, such as an emergency involving health or safety during a service.

5. Sharing Your Information and Processors

We may share personal data with trusted third parties where necessary for service delivery, business administration, legal compliance, or security. These third parties act as either independent controllers or processors acting on our behalf.

Examples of processors and service providers may include:

Payment processors that securely handle transactions and payment verification.
Accounting and bookkeeping providers that support financial administration and compliance.
IT and cloud storage providers that help us securely store and manage data.
Communication platforms used to send messages, manage bookings, or store correspondence.
Insurance providers and claims handlers where needed for risk management or dispute resolution.
Professional advisers such as lawyers, auditors, or tax advisers where necessary.

We require all processors to process personal data only on our instructions, to keep it confidential, and to apply appropriate technical and organisational security measures. We do not sell your personal data.

In limited circumstances, we may also disclose information to public authorities, courts, or law enforcement where required by law or to protect our rights, our staff, or the public.

6. Retention of Personal Data

We keep your personal data only for as long as necessary for the purposes for which it was collected, unless a longer retention period is required or permitted by law. Retention periods depend on the type of data and the reasons for holding it.

Customer and booking records are typically retained for as long as needed to provide services and manage follow-up administration.
Financial and tax records are kept for the periods required by law and accounting rules.
Communication records may be retained for a reasonable period to handle queries, claims, or disputes.
Security or incident records may be kept for longer where necessary to investigate or defend legal claims.

When personal data is no longer required, we will securely delete, anonymise, or archive it in line with our retention procedures.

7. Data Security

We take appropriate technical and organisational measures to protect personal data from unauthorised access, loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our data handling practices.

While no system can be guaranteed completely secure, we aim to use suitable safeguards to reduce risk and protect the information entrusted to us.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may not apply in every case, but we will always consider your request carefully.

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

If you wish to exercise any of these rights, we may need to verify your identity to protect your privacy and prevent unauthorised access. We will respond within the time limits required by law.

9. International Transfers

Where any service provider stores or processes data outside the UK, we will take steps to ensure appropriate safeguards are in place so that your personal data remains protected in accordance with applicable law.

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 changes will take effect when the revised policy is issued. We encourage you to review this policy periodically so you remain informed about how your information is used.

11. Summary

Man And A Van Uxbridge processes personal data fairly and lawfully to provide moving and transport services, manage bookings, meet legal obligations, and protect our business. We only retain data for as long as needed, use trusted processors under contract, and respect your data protection rights. This policy applies to all Man And A Van Uxbridge customers in the area, and we are committed to handling your information with care and accountability.