Privacy Policy - Man With Van Southall

This Privacy Policy explains how Man With Van Southall collects, uses, stores, shares, and protects personal data in connection with our moving and transport services. It applies to all Man With Van Southall customers in the Southall area, including individuals, households, landlords, tenants, and businesses who use our services or communicate with us in relation to a booking, enquiry, quotation, or service request.

We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We aim to keep personal information secure, relevant, and limited to what is necessary for providing our services.

1. What personal data we collect

We may collect and process different types of personal data depending on how you interact with us. The information we collect may include:

Identity information such as your name, title, and any business name you provide.
Contact details such as your address, email address, and telephone number.
Booking and service information such as collection and delivery addresses, date and time of move, property access details, item lists, and service preferences.
Payment-related information such as billing details and records of payments made or received. We do not intentionally store full card details unless required through a secure payment provider.
Communication records such as emails, messages, notes from calls, and any correspondence relating to your booking or enquiry.
Operational information such as job notes, inventory records, route details, and evidence needed to complete a move safely and efficiently.
Usage and technical data if you contact us through digital channels, such as device information, IP address, or interaction logs where applicable.
Special category data only where strictly necessary and usually not as part of our ordinary services. If such data is ever provided by you, we will handle it with additional care and only where a lawful basis applies.

We generally collect this information directly from you when you request a quote, make a booking, communicate with us, or receive our services. In some cases, we may receive personal data from third parties, such as landlords, letting agents, property managers, or business representatives acting on your behalf.

2. How we use your personal data

We use personal data for the following purposes:

to provide moving, loading, transportation, and related services;
to respond to enquiries and provide quotations;
to manage bookings, scheduling, and route planning;
to verify instructions and carry out customer requests;
to process payments and maintain financial records;
to communicate with you about your service;
to manage complaints, queries, and disputes;
to maintain business records and meet legal obligations;
to improve our services, operations, and customer experience;
to protect against fraud, misuse, or unlawful activity.

We only use your data when there is a valid and lawful reason to do so. We do not sell personal data to third parties.

3. Lawful basis for processing

Under UK GDPR, we must identify a lawful basis before processing personal data. Depending on the situation, we rely on one or more of the following:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotations, confirming bookings, carrying out removals, and handling payment arrangements.

Legal obligation

We may process certain information to comply with legal requirements, such as tax, accounting, insurance, or record-keeping duties.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include service management, quality control, fraud prevention, operational planning, and responding to customer issues. Where we rely on this basis, we assess whether processing is necessary and proportionate.

Consent

In limited situations, we may rely on your consent, for example where you choose to receive certain forms of marketing or where specific optional information is requested. You can withdraw consent at any time where it has been given.

Vital interests

In rare cases, we may process personal data where it is necessary to protect someone’s vital interests, such as in an emergency.

4. Data retention

We keep personal data only for as long as necessary to fulfil the purpose for which it was collected, including any legal, accounting, or reporting requirements. The exact retention period depends on the type of data and the reason for processing.

For example, booking and service records may be retained for a reasonable period after completion of the job in order to manage queries, evidence service delivery, and address any disputes. Financial and tax records are typically retained for the period required by law. Communication records may be kept for as long as needed to resolve customer issues or maintain a business record of the transaction.

When data is no longer required, we will take appropriate steps to delete, anonymise, or securely destroy it. We apply the principle of storage limitation, meaning we do not keep personal data indefinitely without a valid reason.

5. Data sharing and processors

We may share personal data with trusted third parties where necessary to operate our business and provide services. These third parties act as processors or independent controllers depending on the circumstances.

Examples of processors may include:

IT and cloud service providers who host data, store files, or support communications systems;
payment service providers who process card or electronic payments securely;
accounting and bookkeeping providers who support financial administration;
customer management or scheduling tools that help us organise bookings;
professional advisers such as legal or insurance advisers where required.

We may also share data where necessary with:

subcontractors or team members involved in carrying out a move;
landlords, letting agents, or property managers where a customer has authorised communication;
regulatory, law enforcement, or public authorities where required by law.

When we use processors, we take steps to ensure that they only process personal data on our instructions, maintain appropriate security, and comply with data protection requirements. We do not allow processors to use your data for their own unrelated purposes.

6. Data security

We use 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, confidentiality practices, and limiting data access to personnel who need it for their work.

Although we take reasonable steps to protect data, no system can be guaranteed to be completely secure. If we become aware of a data breach that affects your personal data and is likely to result in a risk to your rights and freedoms, we will act in accordance with applicable law.

7. International transfers

Where personal data is transferred outside the UK, we will only do so where appropriate safeguards are in place and the transfer complies with data protection law. These safeguards may include adequacy regulations or standard contractual protections, depending on the recipient and location.

8. Your rights

As a data subject under UK GDPR, you have a number of rights in relation to your personal data. These rights may be subject to legal limitations in some circumstances.

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

You also have the right to make a complaint to the relevant supervisory authority if you believe your data protection rights have been infringed. We encourage you to raise any concerns with us first so we can try to resolve them fairly and promptly.

9. Marketing preferences

We may send service-related communications where necessary for bookings, updates, or administrative matters. If we ever send optional marketing communications, we will do so only where permitted by law and, where required, with your consent. You can opt out of marketing at any time.

10. Children’s data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is provided by an adult customer in connection with a move or service arrangement. If we learn that we have collected such data inappropriately, we will take reasonable steps to delete it.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in law, operations, or how we handle personal data. Any revised version will apply from the date it is published or otherwise communicated. We recommend reviewing this policy periodically to stay informed about how we protect your information.

Summary: Man With Van Southall’s GDPR-compliant policy explains data use, lawful bases, retention, processors, security, and user rights for all Southall customers.