Privacy Policy
Man with Van Southall Privacy Policy
This Privacy Policy explains how Man with Van Southall collects, uses, stores, and shares personal data relating to its customers and prospective customers. It applies to all Man with Van Southall customers and service users in the Southall area, including individuals making enquiries, booking services, or otherwise interacting with us.
We are committed to protecting your privacy and handling your personal data lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation and related data protection laws.
Data Controller
Man with Van Southall is the data controller for the personal data described in this Privacy Policy. This means we decide how and why your personal data is processed in connection with our services.
Personal Data We Collect
We may collect and process the following categories of personal data when you contact us, request a quote, or use our services:
Identification and contact details, such as your name, address, collection and delivery addresses, and contact details.
Booking and service information, such as dates and times of moves, type and size of items to be moved, access information for properties, and any instructions or notes you provide.
Communication data, including information contained in enquiries, messages, and other communications you send to us.
Payment-related information, such as payment confirmations, partial card details where relevant, and transaction history. Full card details are not stored by us if you use third party payment processors.
Technical and usage data, such as basic information about how you access and use our website or online forms, including device type, approximate location, and pages visited, to the extent permitted by applicable law and configured cookies or similar technologies.
Any other information you choose to provide that is relevant to arranging and delivering our services.
How We Collect Your Data
We collect personal data directly from you when you contact us by phone, online forms, or other communication methods, when you request a quote, when you book a job, and when we deliver our services.
We may also receive personal data about you from third parties, for example if another person books a service on your behalf and provides your contact or address details, or from payment service providers confirming that a payment has been made.
Lawful Bases for Processing
We rely on the following lawful bases for processing your personal data under the UK GDPR:
Contract: We process personal data that is necessary to provide our services to you, to prepare a quote, to manage your booking, to communicate with you about the service, and to handle payments.
Legal obligation: We may process certain personal data to comply with legal and regulatory requirements, such as tax and accounting rules, or to respond to lawful requests from public authorities.
Legitimate interests: We process personal data for our legitimate business interests, provided that these interests are not overridden by your rights and freedoms. These interests include managing and improving our services, handling customer queries, protecting our business from fraud and misuse, and maintaining appropriate business records.
Consent: In limited cases, we may rely on your consent, for example for certain marketing communications or optional cookies, where required by law. Where processing is based on consent, you can withdraw your consent at any time.
Purposes of Processing
We use your personal data for the following purposes:
To provide our man and van services, including arranging and carrying out collections and deliveries, and ensuring that your instructions are followed.
To respond to enquiries, provide quotes, and communicate with you before, during, and after the provision of services.
To manage bookings, process payments, issue invoices and receipts, and maintain accounting and financial records.
To improve and develop our services, business operations, and customer experience.
To manage customer feedback, complaints, and disputes and to establish, exercise, or defend legal claims.
To comply with legal obligations, regulatory requirements, and law enforcement requests where applicable.
Data Retention
We keep your personal data only for as long as necessary for the purposes set out in this Privacy Policy, and to comply with legal, accounting, or reporting requirements.
In general, contact, booking, and service-related records are retained for a period that allows us to manage our relationship with you, handle any queries or disputes, and comply with tax and accounting obligations. After the relevant retention period expires, personal data will be securely deleted or anonymised so that it can no longer be used to identify you.
The specific retention period may vary depending on the type of data, the nature of our relationship with you, and applicable legal requirements.
Data Processors and Third Parties
We may share your personal data with trusted third party service providers that act as data processors on our behalf. These processors are only permitted to use your personal data in accordance with our instructions and for the purposes described in this Privacy Policy. They are required to implement appropriate technical and organisational measures to protect your personal data.
Examples of such processors and third parties include:
Payment and invoicing service providers that process payments and support our financial operations.
IT and hosting providers that host our systems and provide technical support.
Communication service providers that help us send service-related messages or confirmations.
Professional advisers, such as accountants or legal advisers, to the extent necessary to provide their services to us.
We may also share personal data where required by law, regulation, or legal process, or in connection with the sale or restructuring of our business, in which case appropriate safeguards will be applied.
International Data Transfers
Where we use service providers or systems 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 accordance with data protection laws. These safeguards may include adequacy decisions, standard contractual clauses, or other lawful transfer mechanisms.
Data Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. Measures may include access controls, secure storage, use of passwords or encryption where appropriate, and staff awareness regarding data protection obligations.
While we strive to protect your personal data, no system can be completely secure. You are responsible for taking reasonable steps to protect your own information when communicating with us or using our services.
Your Data Protection Rights
Under the UK GDPR, you have several rights in relation to your personal data, subject to certain conditions and exemptions:
Right of access: You have the right to request confirmation of whether we process your personal data and, if so, to receive a copy of that data and certain related information.
Right to rectification: You have the right to ask us to correct inaccurate personal data about you and to complete incomplete data.
Right to erasure: In some circumstances, you may request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected or where you have withdrawn consent.
Right to restriction of processing: You may request that we restrict how we use your personal data, for example while we verify its accuracy or consider an objection you have raised.
Right to data portability: In certain cases, you have the right to receive the personal data you provided to us in a structured, commonly used, and machine-readable format and to request that we transmit it to another controller where technically feasible.
Right to object: You may object to our processing of your personal data based on legitimate interests, including profiling, and we will stop processing unless we have compelling legitimate grounds or need the data for legal claims.
Right to withdraw consent: Where we rely on your consent as the lawful basis for processing, you may withdraw your consent at any time. This will not affect the lawfulness of processing before consent was withdrawn.
You also have the right to lodge a complaint with a supervisory authority if you believe that your personal data has been processed in a way that does not comply with data protection laws.
Children
Our services are primarily intended for adults. We do not knowingly collect personal data from children without appropriate authorisation. If you believe that a child has provided us with personal data without consent or appropriate authorisation, please contact us so that we can take appropriate action.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. The updated version will apply from the date it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we use your personal data.
