Privacy Policy - Man And A Van Uxbridge

This Privacy Policy explains how Man And A Van Uxbridge collects, uses, stores, shares, and protects personal data in connection with removals, man and van transport, loading, unloading, and related services. It applies to all Man And A Van Uxbridge customers in the area, including individuals and businesses using our services within and around Uxbridge. We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK GDPR and the Data Protection Act 2018.

By using our services, making an enquiry, requesting a quote, or communicating with us, you acknowledge that your personal information may be processed as described in this policy. We aim to collect only the information that is necessary for legitimate business and service purposes, and we take reasonable steps to keep that information secure.

1. Information We Collect

We may collect and process different types of personal data depending on how you interact with us. This may include information provided directly by you, information created during service delivery, and limited technical information when you contact us electronically.

Information you provide to us

Identity details such as your name and title.
Contact details such as telephone number and email address.
Service details such as pickup address, delivery address, property access information, moving date, items to be moved, and any special handling needs.
Payment-related details where needed to process transactions, issue invoices, or confirm payment status.
Communication records including messages, quotes, complaints, service instructions, and notes relating to your booking.
Additional information you choose to give us, for example parking restrictions, fragile items, or other access requirements.

Information we collect automatically or generate

Service logs including booking history, job completion details, and customer support records.
Technical data such as basic device or browser information if you contact us through electronic channels.
Operational records including route planning notes, arrival times, and work allocation details.

We do not seek to collect special category data unless it is absolutely necessary and you have chosen to provide it, or where we are required to do so by law. If you share sensitive information with us, we will only process it where a lawful basis exists and appropriate safeguards are in place.

2. How We Use Your Personal Data

We use personal data for a range of legitimate business and operational purposes connected with providing removals and transport services. These uses include:

Managing enquiries and providing quotes.
Arranging, confirming, and delivering bookings.
Communicating with you about service changes, timing, access, and instructions.
Handling payments, invoicing, refunds, and account administration.
Improving our operations, customer service, and service planning.
Maintaining internal records and resolving disputes or complaints.
Meeting legal, regulatory, tax, and insurance obligations.
Preventing fraud, misuse, or unlawful activity.

We will only use your data for the purpose for which it was collected, unless we reasonably need to use it for a compatible purpose. If we need to use it for a new purpose, we will ensure there is a lawful basis before doing so.

3. Lawful Basis for Processing

Under data protection law, we must have a valid lawful basis for processing your personal data. Depending on the situation, we may rely on one or more of the following:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes taking bookings, organising services, contacting you about the job, and completing the agreed work.

Legal obligation

We may process data where required to comply with legal or regulatory duties, including tax, accounting, record-keeping, and responding to lawful requests from authorities.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include managing our business efficiently, improving services, preventing fraud, and retaining a record of previous jobs for service continuity.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily provide optional information or agree to receive certain types of communication. When consent is used, you may withdraw it at any time.

4. Sharing Your Information and Processors

We may share personal data with trusted third parties who act as processors or independent controllers, only where necessary and subject to appropriate data protection safeguards. These may include:

Payment service providers that handle transaction processing securely.
Accounting and bookkeeping providers who help with financial records and compliance.
IT and software providers that support scheduling, email, data storage, and system maintenance.
Professional advisers such as insurers, legal advisers, or auditors where needed for business administration or dispute resolution.
Subcontracted service partners where required to complete a booking, provided they follow data protection requirements.

We require processors to act only on our instructions, to keep data secure, and to use it only for the services they provide to us. We do not sell personal data.

We may also disclose information if required by law, to protect our legal rights, to prevent fraud, or to protect the safety of our staff, customers, or property.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, and to meet legal, accounting, insurance, or operational requirements. Retention periods may vary depending on the type of data and the reason it is held.

Booking and service records are typically retained for a period that allows us to manage follow-up queries, complaints, or service disputes.
Financial and tax records are retained for the period required by law.
Customer communication records may be retained for a reasonable period to support service quality and issue resolution.

When personal data is no longer needed, we will delete it or anonymise it securely. In some cases, we may retain limited information if it is necessary for legal claims, safeguarding, or regulatory compliance.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and restricted handling of customer records.

Although we work to protect your data, no system can be guaranteed completely secure. We therefore encourage customers to share only information that is necessary for the service and to contact us promptly if they believe any information has been misused.

7. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply depending on the circumstances and lawful basis used for processing.

Your rights may include:

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

You also have the right to lodge a complaint with the UK Information Commissioner's Office if you believe your data protection rights have been infringed. We encourage you to raise any concerns with us first so that we can try to resolve them promptly.

8. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is necessary in connection with a booking and provided by an adult customer with responsibility for the arrangement.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically.

10. Summary of Our Commitment

Man And A Van Uxbridge respects your privacy and is committed to protecting your personal data. We collect only what is needed to provide our services, process it under a lawful basis, retain it for no longer than necessary, and share it only with trusted processors or when required by law. We aim to ensure that all customers in the Uxbridge area receive a service that is not only reliable and efficient, but also responsible and compliant with data protection requirements.

This policy is designed to support transparency, accountability, and lawful handling of personal data throughout our customer relationships. Your trust matters to us, and we work to safeguard that trust at every stage of service.