Man with Van West Ealing Privacy Policy
This Privacy Policy explains how Man with Van West Ealing collects, uses, stores, and protects personal data relating to customers and potential customers in West Ealing and the surrounding area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Man with Van West Ealing customers and service users within our service area.
Who we are and scope of this policy
Man with Van West Ealing provides man and van, moving, and related transport services to individuals and businesses. In the context of the UK GDPR, Man with Van West Ealing acts as a data controller when it determines how and why your personal data is processed in connection with our services.
This Privacy Policy applies to all personal data we process when you contact us, request a quotation, book a service, communicate with us, or otherwise interact with Man with Van West Ealing offline or via any online channels we use.
Personal data we collect
We may collect and process the following categories of personal data about you:
Identity and contact details such as your name, address, service address, billing address, and any other address relevant to the move, together with details you provide to contact you, such as your preferred contact method.
Service and booking information such as details of your move or transport requirements, inventory notes you share, access information for properties, preferred dates and times, and any instructions relating to the service.
Communication records such as information you provide when you contact us by phone, messaging services, forms, or any other communication method, including enquiries, feedback, and complaints.
Payment related information such as basic payment details needed to process or confirm payment, for example payment confirmation or the last few digits of a card number. We do not store full card details when payment is made through secure third-party payment processors.
Technical information when you interact with us online such as basic log or device data, where collected, that helps us operate, secure, and improve any online presence we use.
You may choose to provide additional information which is relevant to the service, such as details of fragile items or particular access needs. We only ask for information that is necessary to provide our services or to respond to your enquiry.
How we collect your data
We collect personal data directly from you when you contact us to request information, ask for a quotation, make a booking, or update us about your service requirements. We may also collect information when you interact with us through any online forms or messaging services we use. In limited cases, we may receive your details from third parties, for example if someone books our services on your behalf, such as a landlord, letting agent, or family member. When this happens, we take reasonable steps to ensure you are informed about this Privacy Policy as soon as practicable.
Lawful basis for processing
Man with Van West Ealing relies on the following lawful bases under the UK GDPR to process your personal data:
Contractual necessity where processing is required to prepare a quotation, respond to your enquiries, take steps at your request before entering into a contract, and to provide and manage our moving and transport services once booked.
Legitimate interests where processing is necessary for our legitimate business purposes, provided that these are not overridden by your rights and interests. This may include managing our business operations, improving our services, maintaining records, protecting our property, and defending legal claims.
Legal obligation where we are required to process certain information to comply with legal or regulatory requirements, including accounting, tax, or law enforcement requests.
Consent where we rely on your explicit agreement for specific activities that are not covered by the bases above. Where we rely on consent, you can withdraw it at any time by contacting us using the details provided when you communicate with us.
How we use your personal data
We use your personal data to:
Provide quotations, respond to enquiries, and confirm bookings for our man and van services.
Plan, organise, and deliver the requested services, including scheduling drivers and vehicles, and ensuring we can access the pick-up and drop-off locations.
Communicate with you about your booking, including confirming details, sending updates, and addressing any changes or issues.
Process payments, issue invoices or receipts, and maintain accurate financial records.
Improve our services, manage customer relationships, and handle feedback, queries, or complaints.
Meet our legal and regulatory obligations and cooperate with lawful requests from authorities where required.
Data retention and storage
We retain your personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy and to meet our legal, accounting, or reporting requirements. In most cases, this means:
Enquiry and quotation data is kept for a limited period after we respond, to follow up on your request and maintain our records.
Booking and service records, including related personal data, are generally retained for a number of years after the end of the contract. This period reflects applicable limitation periods for legal claims and statutory record-keeping obligations.
Payment records and basic transaction information are retained in accordance with tax and accounting requirements.
When personal data is no longer needed for these purposes, we will securely delete or anonymise it.
Data sharing and processors
We may share your personal data with carefully selected third parties where necessary for the purposes set out in this Privacy Policy.
Service providers and processors such as payment processors, IT and hosting providers, communication platforms, and administrative support services. These third parties act as data processors and are only permitted to process your data on our instructions and in accordance with data protection law.
Drivers, movers, and subcontractors who need limited access to relevant information in order to carry out your booking safely and efficiently, for example addresses, contact information, and service instructions.
Professional advisers such as accountants, legal advisers, or insurers where necessary for our business operations or to protect our legal rights.
Public authorities or law enforcement where we are legally required to disclose information or where disclosure is necessary to protect our rights, property, or safety, or the rights, property, or safety of others.
We do not sell your personal data to third parties for marketing purposes.
International transfers
Where any of our service providers or systems are located outside the United Kingdom, or where data is accessed from another country, we will ensure that appropriate safeguards are in place to protect your personal data. These may include the use of contractual terms approved for international data transfers or other mechanisms recognised under the UK GDPR.
Security of your data
We take reasonable and appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include limiting access to personal data to those who need it to perform their duties, using secure storage solutions, and reviewing our practices periodically. However, no method of transmission or storage can be guaranteed to be completely secure.
Your data protection rights
Under the UK GDPR, you have a number of rights in relation to the personal data we hold about you. These include:
The right of access to obtain confirmation of whether we process your personal data and to receive a copy of that data, together with certain other information.
The right to rectification to have inaccurate or incomplete personal data corrected.
The right to erasure in certain circumstances, for example where the data is no longer needed for the purposes for which it was collected, or where you withdraw consent and there is no other lawful basis for processing.
The right to restriction of processing in certain situations, such as where you contest the accuracy of the data or object to our processing, while we consider your request.
The right to data portability in some cases, allowing you to receive personal data you provided to us in a structured, commonly used, and machine-readable format and to transmit it to another controller where technically feasible.
The right to object to processing where we rely on legitimate interests as our lawful basis, including profiling on that basis. Unless we have compelling legitimate grounds to continue processing, we will stop processing your data for that purpose.
Where we rely on consent, the right to withdraw that consent at any time, without affecting the lawfulness of processing carried out before withdrawal.
You also have the right to lodge a complaint with the UK data protection authority if you are concerned about our handling of your personal data. We encourage you to contact us first so we can try to resolve any concerns directly.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or how we process personal data. We will make the updated version available through our usual communication channels and indicate the date of the most recent revision. Your continued use of our services after any changes take effect will signify your acceptance of the updated Privacy Policy.
