Man and a Van Uxbridge Privacy Policy
This Privacy Policy explains how Man and a Van Uxbridge collects, uses, stores, and protects personal data of its customers and prospective customers. It applies to all Man and a Van Uxbridge customers and service users in the Uxbridge area, including anyone who contacts us to request information, quotations, or services.
We are committed to complying with the UK General Data Protection Regulation and the Data Protection Act 2018 and to handling your personal data lawfully, fairly, and transparently.
Personal Data We Collect
We only collect personal data that is relevant and necessary for providing our services and running our business. Depending on how you interact with us, we may collect the following categories of information:
Identity and contact details such as name, address, service address, billing address, and general location within the Uxbridge area.
Contact information such as email address if you choose to provide it, and any other contact details you choose to share.
Booking and service information such as dates and times of moves or deliveries, collection and delivery addresses, details of the property access, parking information, and any relevant instructions you provide.
Payment and transaction information such as records of services you have purchased, payment status, and amounts charged. Card details are not stored by us if payment is taken by a third-party processor, and we only retain necessary transaction records for accounting and tax purposes.
Communication records such as information contained in messages you send to us, notes from calls relating to quotes, bookings, complaints, or feedback, and any information you voluntarily provide when making an enquiry.
Technical and usage data where applicable such as basic technical data generated through your use of our website, including log information and general usage patterns. We do not seek to identify individuals from this data unless required to do so by law or for security reasons.
Lawful Basis for Processing
We process personal data only where we have a valid lawful basis under data protection laws. Depending on the context, we may rely on one or more of the following bases:
Contract. We process your personal data to take steps at your request before entering into a contract, and to perform our contract with you. This includes arranging quotes, confirming bookings, carrying out moves and deliveries, and handling payments.
Legal obligation. We process some data because we have legal obligations. This includes keeping records for tax, accounting, insurance, and regulatory requirements.
Legitimate interests. We may process your personal data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This can include improving our services, managing our business, preventing fraud, or handling queries and complaints.
Consent. In limited situations, we may rely on your consent, such as where you choose to receive optional marketing communications. You have the right to withdraw your consent at any time, without affecting the lawfulness of processing carried out before withdrawal.
How We Use Your Personal Data
We use personal data for the following purposes:
To provide quotes and bookings including responding to your enquiries, assessing your service requirements, and providing estimates.
To deliver our services including planning and carrying out moves, collections, and deliveries, managing schedules and staff, and communicating with you about your booking.
To manage payments including issuing invoices, processing payments via third-party providers, handling refunds where appropriate, and maintaining financial records.
To communicate with you including confirming bookings, updating you about timings or changes, answering questions, and handling feedback or complaints.
To improve our services including reviewing how our services are used, monitoring service quality, and training staff.
To comply with legal responsibilities including record keeping, insurance matters, and responding to lawful requests from authorities.
Data Sharing and Processors
We only share your personal data where it is necessary, lawful, and proportionate. Categories of recipients may include:
Service providers and data processors who act on our behalf to support our business operations, such as payment processing providers, accountants or bookkeeping services, IT or hosting providers, and providers of scheduling or invoicing tools. These processors are only permitted to use your data according to our instructions and are required to keep it secure.
Professional advisers including insurers, legal advisers, or other professional services when necessary to manage risk, obtain advice, or handle disputes and claims.
Authorities and law enforcement bodies where we are legally required to share information or where disclosure is necessary to protect our rights, the rights of others, or for the prevention or detection of crime.
We do not sell or rent your personal data to third parties.
International Transfers
Our core services are operated within the United Kingdom. If we ever need to transfer your personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place, such as adequacy regulations or standard contractual clauses, and that your data continues to be protected in line with applicable laws.
Data Retention
We keep personal data only for as long as is necessary for the purposes for which it was collected or to meet legal, accounting, or reporting requirements.
In general:
Customer and booking records are usually retained for a period that allows us to manage ongoing business, handle queries or complaints, and meet tax and accounting obligations.
Financial and transaction records may be retained for longer periods as required by law, for example to meet tax or statutory record-keeping requirements.
Enquiry information where no contract is formed may be retained for a limited period so that we can respond to follow-up questions, after which it will be securely deleted or anonymised.
When we no longer need your personal data, we will securely delete it or anonymise it so that it can no longer be associated with you.
Security of Your Data
We take appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing, accidental loss, destruction, or damage. These measures include limiting access to personal data to those who need to know it, using secure storage and systems where appropriate, and training staff on data protection responsibilities.
While we take reasonable steps to protect your information, no system can be completely secure. We therefore cannot guarantee the absolute security of your data, but we continually review and improve our safeguards.
Your Data Protection Rights
Under data protection laws, you have a number of rights in relation to your personal data. These may include:
The right of access. You can request a copy of the personal data we hold about you and information about how we process it.
The right to rectification. You can ask us to correct or complete any inaccurate or incomplete personal data.
The right to erasure. In certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected and we have no legal requirement to retain it.
The right to restrict processing. In certain situations, you can ask us to suspend the processing of your personal data, for example while we verify its accuracy or assess an objection you have raised.
The right to object. You can object to processing based on our legitimate interests, on grounds relating to your particular situation. We will stop processing unless we have compelling legitimate grounds or we need to continue for legal reasons.
The right to data portability. In some circumstances, you can request that we provide your personal data in a structured, commonly used, machine-readable format and transfer it to another controller where technically feasible.
The right to withdraw consent. Where we rely on consent, you can withdraw it at any time. This will not affect the lawfulness of processing before you withdraw consent.
You also have the right to raise concerns with the relevant data protection supervisory authority if you believe that your data protection rights have been infringed.
Updates to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or how we handle personal data. Any changes will take effect from the date the updated policy is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.
This Privacy Policy applies to all Man and a Van Uxbridge customers and service users in the Uxbridge area and governs our use of personal data in connection with the services we provide.
