Privacy Policy - Man With Van Uxbridge

Man With Van Uxbridge is committed to protecting the privacy and personal data of all customers in the Uxbridge area and surrounding locations where our services are provided. This Privacy Policy explains how we collect, use, store, share, and protect personal information when you request, book, or receive our removal, transport, packing, loading, unloading, and related moving services. It also explains the legal basis on which we process personal data, how long we keep it, who may process it on our behalf, and the rights you have under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Scope of this Policy

This policy applies to all Man With Van Uxbridge customers in the area, including individuals, families, landlords, tenants, students, and businesses that use our moving services. It applies to personal data collected before, during, and after the provision of services. By contacting us, requesting a quote, making a booking, or using our services, you acknowledge that your information may be processed in accordance with this Privacy Policy.

Information We Collect

We collect only the information necessary to provide our services efficiently, safely, and lawfully. The types of personal data we may collect include:

Identity details such as your name, title, and any relevant account or booking reference.
Contact details such as address, email address, and telephone number.
Service details including pickup and delivery addresses, property access notes, moving dates, item descriptions, and special handling requirements.
Payment information such as billing details, payment status, and transaction records. We do not store card details unless required through a secure third-party payment provider.
Communication records including enquiries, complaints, feedback, and correspondence with our team.
Technical information where relevant, such as basic website usage data, device information, and IP-related logs if you interact with our online channels.
Special category data only if you voluntarily provide it and only where it is necessary, for example, information relating to access needs or mobility considerations for a move. We will only process such data with appropriate safeguards.

We do not intentionally collect unnecessary personal data. Please avoid sharing sensitive information unless it is required for the service we are providing.

How We Use Personal Data

We use your personal data to manage bookings, deliver services, communicate with you, and meet our legal obligations. In particular, we may use your information to:

provide quotations and confirm service availability;
plan and complete removals and transport services;
contact you about scheduling, delays, or service changes;
process payments and maintain accounting records;
respond to enquiries, complaints, and requests;
keep internal records for service quality and business administration;
prevent fraud, misuse, or unlawful activity;
comply with legal, tax, insurance, and regulatory requirements.

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

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 lawful bases:

1. Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, managing bookings, carrying out removals, and handling payment-related administration.

2. Legal Obligation

We may process and retain certain information to comply with legal obligations, such as tax laws, accounting duties, insurance requirements, and lawful requests from public authorities.

3. 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. This may include service improvement, internal record-keeping, operational planning, fraud prevention, and handling disputes.

4. Consent

In limited situations, we may rely on your consent, particularly where processing involves optional communications or certain types of sensitive information. If we rely on consent, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

Retention of Personal Data

We keep personal data only for as long as necessary for the purposes set out in this policy, including for legal, accounting, tax, and insurance purposes. Retention periods may vary depending on the type of information and the reason it was collected.

Booking and service records are typically retained for a reasonable period after the service ends so we can manage queries, complaints, or follow-up matters.
Financial and invoice records are kept for the period required by law and normal business practice.
Communication records may be retained for as long as needed to resolve issues or maintain service history.
Data collected for consent-based purposes is retained until consent is withdrawn or the information is no longer needed.

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

Processors and Sharing of Data

We may share personal data with trusted third parties who process data on our behalf, known as processors. These processors are only permitted to use your information in accordance with our instructions and applicable data protection law. Examples may include:

Payment service providers that process transactions securely;
Accounting and bookkeeping providers that help manage financial records;
IT and cloud service providers that store or support business systems;
Communication service providers that assist with email, messaging, or booking management;
Professional advisers such as insurers, auditors, or legal advisers where necessary;
Subcontracted service providers if needed to complete a move or related service.

We may also disclose personal data where required by law, court order, or regulatory authority, or where necessary to protect our rights, property, staff, customers, or the public. We do not sell your personal data.

International Transfers

If any processor or service provider stores or accesses data outside the UK, we will take appropriate measures to ensure your personal data remains protected. This may include using approved safeguards such as adequacy regulations, standard contractual clauses, or equivalent lawful transfer mechanisms.

Data Security

We use appropriate technical and organisational measures to safeguard personal data against loss, misuse, unauthorised access, alteration, or disclosure. 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 take data protection seriously and work to maintain a high standard of security.

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 the legal basis for processing:

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 restrict processing – 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.
Right to data portability – you may request that certain data be provided to you or another controller in a structured format.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

We may need to verify your identity before responding to a rights request. We will aim to respond within the time limits required by law.

Children’s Data

Our services are generally directed to adults. We do not knowingly collect personal data from children except where it is provided by an adult customer as part of a booking or service arrangement and only when necessary for the move. If we become aware that we have collected data improperly, we will take appropriate steps to delete it.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or how we process personal data. Any updated 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 we protect personal data.

Summary of Our Commitments

In summary, Man With Van Uxbridge processes personal data fairly, lawfully, and transparently. We collect only what is needed, use it for clear purposes, retain it only as long as necessary, and share it only with trusted processors or where required by law. We respect your rights and aim to handle all personal data with care, security, and accountability. This policy applies to all Man With Van Uxbridge customers in the area.