Privacy Policy - Man With Van Harmondsworth

Man With Van Harmondsworth is committed to protecting the privacy and personal data of all customers in the area. This Privacy Policy explains how we collect, use, store, share, and protect personal information when you use our moving, delivery, packing, storage coordination, and related services. It applies to all Man With Van Harmondsworth customers in the area, including individual customers, households, landlords, tenants, and business clients who engage our services.

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is designed to explain your rights clearly and to help you understand how your information is handled.

1. Information We Collect

We collect only the personal data that is necessary to provide our services effectively, manage bookings, communicate with customers, and meet our legal obligations. The types of information we may collect include:

Identity details: name, title, and basic identification information.
Contact details: email address, telephone number, and service address.
Booking details: move date, collection and delivery locations, property access notes, inventory information, and service preferences.
Payment information: payment status, billing records, and transaction references. We do not store full card details unless processed through a secure payment provider.
Communication records: messages, quotes, complaints, and service-related correspondence.
Operational data: photos or notes taken to assess items, access conditions, parking requirements, or damage claims where relevant.
Website and technical data: limited information such as device type, browser data, and usage statistics if you interact with our online services.

We do not intentionally collect special category data unless it is required for a specific service and you choose to provide it. If you share sensitive information with us, we will handle it with additional care and only where there is a lawful basis to do so.

2. How We Use Your Data

We use personal data for the following purposes:

to provide quotations and confirm bookings;
to deliver, move, store, or handle items as requested;
to communicate about schedules, access arrangements, and service updates;
to process payments and maintain financial records;
to manage customer support, complaints, and claims;
to improve our services, planning, and operational efficiency;
to comply with legal and regulatory obligations;
to prevent fraud, misuse, and security incidents;
to defend legal claims or enforce contractual rights where necessary.

We only use your data for the purposes for which it was collected, unless we reasonably determine that another compatible purpose applies and doing so is permitted by law.

3. Lawful Basis for Processing

We rely on one or more lawful bases under the UK GDPR when processing personal data. These may include:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes providing quotes, confirming bookings, carrying out the move, and handling related service communications.

Legal obligation

We may process personal data to comply with legal requirements, including tax, accounting, insurance, record-keeping, and regulatory obligations.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided those interests do not override your rights and freedoms. This includes service improvement, internal administration, fraud prevention, security, and responding to customer enquiries.

Consent

In limited situations, we may rely on your consent, for example if we ask to use optional information or certain marketing preferences. Where consent is used, you may withdraw it at any time.

4. Sharing and Processors

We may share personal data only where necessary and only with trusted third parties acting as data processors or independent controllers. These may include:

Payment processors that securely handle card or electronic payments;
IT and cloud service providers that store emails, booking records, and system data;
Accounting and bookkeeping providers that assist with financial administration;
Insurance providers where claims, incidents, or coverage matters arise;
Subcontractors or operational partners who help deliver services under our instructions;
Professional advisers such as lawyers or auditors when required;
Public authorities or regulators where disclosure is legally required.

Any processor we use is required to protect personal data, process it only on our instructions, and apply appropriate security measures. We do not sell personal data.

5. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including satisfying legal, accounting, insurance, and reporting requirements. Retention periods may vary depending on the type of data and the reason for processing. In general:

Booking and service records are retained for a reasonable period after completion of the service to handle queries, disputes, or claims.
Financial and tax records are kept for the period required by law.
Communication records may be retained for customer service, audit, or legal purposes.
Operational notes or photographs are deleted or anonymised when no longer needed.

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

6. Data Security

We use appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include restricted access controls, secure storage, password protection, encryption where appropriate, and internal procedures for handling sensitive information. While we take data protection seriously, no method of transmission or storage is completely risk-free.

7. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may apply depending on the circumstances and legal basis for processing. They include:

Right of access – you can 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 – in certain cases, you can ask us to delete your data.
Right to restriction – you may request limits on how we use your data in some situations.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – you may request transfer of certain data to you or another provider.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

We will respond to valid requests within the time limits required by law. We may need to verify your identity before responding to a request, especially where the request concerns sensitive information or access to records that could affect other individuals.

8. Marketing Preferences

We do not send marketing communications unless permitted by law and, where required, with your consent. If you receive optional promotional messages, you can opt out at any time. Service-related messages that are necessary to complete or manage your booking are not marketing messages.

9. Cookies and Similar Technologies

If we use an online platform, limited cookies or similar technologies may be used to support website functionality, measure performance, and improve user experience. Where required, we will provide appropriate notice and choice options. Any non-essential cookies should only be used in line with applicable consent rules.

10. International Transfers

If personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it, such as adequacy regulations, standard contractual clauses, or other legally recognised transfer mechanisms.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, services, or operational practices. The latest version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

12. Summary of Our Commitment

Man With Van Harmondsworth respects the privacy of every customer and only processes personal data where it is necessary, fair, and lawful. We aim to be transparent about what we collect, why we collect it, who may receive it, and how long we keep it. If you use our services in the area, your data will be handled with care, security, and accountability.

By using our services, you acknowledge that this Privacy Policy applies to all Man With Van Harmondsworth customers in the area.