Man with Van Harmondsworth Privacy Policy
This Privacy Policy explains how Man with Van Harmondsworth collects, uses, stores and shares personal data when providing man and van and related services to customers in Harmondsworth and the surrounding area. It applies to all Man with Van Harmondsworth customers in this area, including individuals and businesses who contact us, request a quote, make a booking or otherwise use our services.
We are committed to protecting your privacy and processing your personal data in accordance with the UK General Data Protection Regulation, the Data Protection Act 2018 and other applicable data protection laws.
Personal data we collect
We only collect personal data that is necessary for us to provide and manage our services. The types of personal data we may collect include:
Name and contact details, such as your full name, address, service addresses for collection and delivery, and your preferred contact details such as telephone number or other contact channels you choose to use.
Booking and service information, such as details of the items to be moved, property access details, dates and times of your moves, special instructions you provide and any correspondence or notes relating to your booking.
Payment-related information, such as confirmation that payment has been made and basic transaction details. We do not store or process full card details ourselves where payment is handled by a secure payment processor.
Communications data, which includes information you provide when you contact us for quotes, customer service or feedback, as well as records of calls or messages where we need to keep them for our legitimate business purposes.
How we collect your data
We collect personal data directly from you when you contact us to request information, a quotation or a booking, whether this is by phone, online forms, or other communication methods you choose to use.
We may also generate information about you as part of providing our services, for example internal notes about your booking, service history and our communications with you.
Lawful basis for processing
We process your personal data only when we have a lawful basis under data protection law. The main lawful bases we rely on are:
Performance of a contract: We need to process your personal data to provide our services, respond to your enquiries, issue quotes, confirm and manage bookings, provide the move or transport service and handle any follow-up or support.
Legitimate interests: We may process your data for our legitimate business interests, provided that these interests are not overridden by your rights. This includes managing and improving our services, keeping records of completed jobs, handling complaints, training our staff and maintaining security.
Legal obligations: In some cases we are required by law to process and retain certain information, such as records needed for tax, accounting or legal purposes.
Consent: Where required, we will ask for your consent before processing your data for a specific purpose. You can withdraw your consent at any time, although this will not affect the lawfulness of any processing carried out before you withdrew it.
How we use your personal data
We use your personal data for the following purposes:
To provide our services, including assessing your needs, preparing and sending quotes, confirming bookings, planning routes, delivering your items and providing customer support.
To communicate with you about your enquiry or booking, including sending confirmations, updates, reminders and important information about your move or transport service.
To manage our business operations, including internal record keeping, service planning, staff scheduling, quality control and training.
To handle payments, invoices and refunds related to our services, working with secure payment processors where appropriate.
To comply with legal and regulatory requirements, such as maintaining accounting records and responding to lawful requests from authorities.
To protect our rights, property and safety, and those of our customers and others, including the prevention and detection of fraud or misuse of our services.
Data sharing and processors
We do not sell your personal data to third parties. However, we may share your data with trusted third parties where this is necessary for the purposes described in this Privacy Policy.
Service providers acting as data processors may process personal data on our behalf. These can include payment processing providers, providers of booking or scheduling tools, secure data storage or cloud service providers and professional advisers such as accountants where necessary.
We only share personal data that is necessary for the service being provided and we require our processors to keep your data secure and to process it only in accordance with our instructions and applicable data protection laws.
In limited circumstances, we may also share your data with other third parties, such as law enforcement or regulatory bodies, where we are required to do so by law or where it is necessary to protect our legal rights.
Data retention
We keep your personal data only for as long as necessary for the purposes for which it was collected, including satisfying any legal, accounting or reporting requirements.
In general, information relating to quotes and bookings will be retained for a period that allows us to respond to questions or disputes and to meet our legal obligations. This may include retaining basic booking and invoice information for several years as required by tax and accounting rules.
Where personal data is no longer required, we will securely delete or anonymise it so that it can no longer be linked back to you.
Data security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, misuse, alteration or disclosure. These measures include limiting access to personal data to staff and processors who need it for their work, using secure methods to store information and taking care when transferring data.
While we take reasonable steps to protect your data, no system can be guaranteed to be completely secure. You also play a role in keeping your information safe by providing accurate details and notifying us promptly if you believe your data has been misused in connection with our services.
International transfers
Our primary operations are based in the United Kingdom. If we use service providers that are located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data, in line with applicable data protection laws.
Your data protection rights
Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and exemptions, and we may need to verify your identity before responding to your request. Your rights include:
Right of access: You have the right to request a copy of the personal data we hold about you and information about how we process it.
Right to rectification: You can ask us to correct inaccurate or incomplete personal data we hold about you.
Right to erasure: In certain circumstances, you can ask us to delete your personal data, for example where it is no longer needed for the purpose 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 can request that we restrict our processing of your personal data in certain situations, such as while we are investigating a request for correction.
Right to data portability: In some cases, you can request that we provide your personal data in a structured, commonly used and machine-readable format or that we transmit it to another controller, where this is technically feasible.
Right to object: You may object to our processing of your personal data based on legitimate interests, including profiling related to those interests, if you believe your rights and freedoms outweigh our interests.
Right to withdraw consent: Where we rely on consent to process your data, you can withdraw that consent at any time. This will not affect processing that has already taken place, but it may affect our ability to continue providing some services.
You also have the right to lodge a complaint with a supervisory authority if you are concerned about how we handle your personal data. In the United Kingdom, this is the Information Commissioner.
Changes 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 process personal data. Any updated version will apply from the date it is published. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.
