Privacy Policy
Man with Van West Harrow Privacy Policy
This Privacy Policy explains how Man with Van West Harrow collects, uses, stores, shares and protects personal data relating to customers and potential customers in West Harrow and the surrounding area. It also sets out 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 Harrow customers and enquirers within our service area.
Who we are and scope of this policy
Man with Van West Harrow is a moving and transport service operating in the West Harrow area. In relation to the personal data we collect from or about you, we act as a data controller. This means we decide how and why your personal data is processed and are responsible for ensuring that such processing complies with applicable data protection laws.
Personal data we collect
We may collect and process the following categories of personal data when you contact us, request a quote, make a booking or use our services:
Identification and contact details such as your full name, postal address, move-out and move-in addresses, and other relevant location information you provide.
Communication details such as your preferred contact method and the content of any messages or correspondence you send to us, including enquiry details and feedback.
Service and booking information such as dates and times of moves, type and size of property, details of items or loads to be moved, access details, and any special instructions you provide.
Financial and transaction information such as records of services provided, amounts charged, payment status, and basic billing details. We do not store full payment card details if you pay using a card; such data is typically handled by secure payment processors.
Technical and usage information such as basic device or browser information and interaction data where you engage with us online, to the extent that such data is collected through standard technologies used for operating and securing our website or online forms.
How we collect your data
We collect personal data directly from you when you request a quote, book our services, communicate with us by phone, in writing or online, or provide information on the day of the move. We may also receive limited information indirectly if another person books on your behalf and provides your details for contact or service delivery, in which case we rely on them having your authorisation to share this information.
Lawful bases for processing
We process your personal data only where we have a lawful basis under data protection law. Depending on the context, we may rely on the following lawful bases:
Contract: We process your data where it is necessary to provide a quote, enter into a contract with you, or perform a contract for moving and related services. This includes arranging and carrying out your move, communicating with you about timings and logistics, and managing payments.
Legal obligation: We may process and retain certain data as required to comply with legal and regulatory obligations, such as tax and accounting rules or responding to lawful requests from public authorities.
Legitimate interests: We may process your data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. Examples include managing our business operations, improving our services, handling customer queries or complaints, and maintaining appropriate records of our work.
Consent: In limited cases, we may rely on your consent, for example for certain types of direct marketing or optional communications. Where we rely on consent, you can withdraw it at any time, and we will explain how to do so at the point it is collected.
How we use your personal data
We use the personal data we collect for the following purposes:
To provide quotes and estimates based on the details of your proposed move or transport requirements.
To manage bookings, schedule services, plan routes, and deliver removal or transport services as requested.
To communicate with you before, during and after the provision of services, including confirming details, dealing with changes or issues, and responding to questions or complaints.
To process payments and maintain accurate financial and accounting records.
To manage our business operations, including monitoring service quality, improving efficiency, and training staff or contractors where appropriate.
To meet our legal and regulatory obligations, including record-keeping, tax and insurance requirements.
To send relevant service information or marketing communications, where permitted by law and, where necessary, with your consent.
Sharing your data and use of processors
We may share your personal data with trusted third parties where this is necessary for the purposes described in this Privacy Policy and where appropriate safeguards are in place.
Service providers and processors. We may use external providers to support our business operations, such as payment processors, accounting or invoicing services, vehicle tracking or scheduling tools, and information technology or communications providers. These third parties act as data processors and process personal data only on our documented instructions, subject to confidentiality and security obligations.
Professional advisers. We may share relevant information with professional advisers such as accountants, insurers or legal advisers, where such sharing is necessary for the provision of their services to us.
Authorities and legal requirements. We may disclose personal data where required to do so by law or in response to lawful requests, or to establish, exercise or defend legal claims.
We do not sell your personal data to third parties.
Data retention
We keep personal data only for as long as is necessary for the purposes for which it was collected, including for the purposes of satisfying any legal, accounting or reporting requirements.
In general, records related to quotes, bookings and service delivery are retained for a period that allows us to respond to queries, address any potential issues following a move, and comply with applicable tax and financial record-keeping requirements. After the relevant retention period has expired, data will be securely deleted or anonymised so that it can no longer be linked to an identifiable person.
International transfers
If we use service providers located outside the United Kingdom or the European Economic Area, we will ensure that any transfer of personal data is carried out in accordance with data protection laws. This may include relying on adequacy regulations for certain countries or using appropriate safeguards such as standard contractual clauses to protect your data.
Data security
We take reasonable and appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include access controls, secure storage, and limiting personal data access to those personnel and processors who have a business need to know it and are subject to confidentiality obligations. While no system can be completely secure, we work to keep your data protected in line with industry practices and legal requirements.
Your data protection rights
Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions:
Right of access. You have the right to request a copy of the personal data we hold about you and information about how we use it.
Right to rectification. You have the right to ask us to correct inaccurate or incomplete personal data we hold about you.
Right to erasure. In certain circumstances, you have the right to 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 withdraw consent and there is no other lawful basis for processing.
Right to restriction of processing. You may ask us to restrict how we use your personal data in certain situations, such as while we review a request for correction.
Right to data portability. Where processing is based on consent or contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used and machine-readable format and to transmit it to another controller.
Right to object. You have the right to object to certain types of processing based on our legitimate interests, including direct marketing. If you object to direct marketing, we will stop this activity.
Right to withdraw consent. Where we rely on your consent, you may withdraw that consent at any time. This will not affect the lawfulness of processing based on consent before its withdrawal.
Exercising your rights and complaints
If you wish to exercise any of your data protection rights or have questions about how we handle your personal data, you can contact us using the contact details available on our website or through the usual communication channels you have used to engage our services.
You also have the right to lodge a complaint with the UK supervisory authority for data protection if you are concerned about how your personal data is being used.
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. Any significant changes will be indicated by updating the effective date or by other appropriate means. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.
