Privacy Policy - Man With A Van Hounslow

Man With A Van Hounslow is committed to protecting the privacy of all customers and users of our services in the Hounslow area. This Privacy Policy explains how we collect, use, store, share, and protect personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all Man With A Van Hounslow customers in the area, including individuals who request quotes, make bookings, receive removals or transport services, or communicate with us in any way related to our services.

We believe in transparent and fair processing of personal information. We only collect data that is necessary, use it for defined purposes, and keep it only for as long as needed. We also respect the rights of individuals whose data we hold and provide clear information about those rights below.

1. Information We Collect

We may collect and process a range of personal data depending on how you interact with us and which services you request. The categories of information may include:

Identity details such as your name and title.
Contact details including telephone number, email address, and service address.
Service information such as moving dates, property access details, item lists, and booking preferences.
Payment-related information necessary to process transactions and confirm records.
Communication records including enquiries, correspondence, complaints, feedback, and service-related notes.
Usage and technical data where you interact with our digital systems, such as IP address, device information, browser type, and basic analytics data.
Special category data only where you voluntarily provide it and where it is necessary, for example accessibility requirements or information needed to support a vulnerable customer.

We do not seek to collect excessive personal data. Where possible, we keep information to the minimum required to arrange and deliver our services properly.

2. How We Use Your Data

Your personal data may be used for the following purposes:

To provide quotes and confirm bookings.
To carry out removal, transport, loading, unloading, and related services.
To communicate with you about your enquiry or scheduled service.
To manage payments, invoices, and account records.
To respond to complaints, claims, or requests for support.
To maintain internal records, service quality, and operational planning.
To comply with legal, regulatory, tax, and insurance obligations.
To protect our business, staff, and customers from fraud, misuse, or unlawful activity.

We only process personal data for specified and legitimate purposes. We do not use your information in ways that are incompatible with those purposes unless required or permitted by law.

3. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis for each type of processing. Depending on the context, we rely on the following lawful bases:

Contract – processing is necessary to provide a quote, book a service, or complete a service you have requested.
Legal obligation – processing is necessary to meet our accounting, tax, insurance, and other legal duties.
Legitimate interests – processing is necessary for our legitimate business interests, such as managing operations, improving services, preventing fraud, and handling customer communications, provided your rights and interests do not override those interests.
Consent – where required by law, we rely on your consent, for example for optional marketing communications or where you choose to provide special category data and consent is the appropriate basis.

If we rely on consent, you can withdraw it at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.

4. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, insurance, and reporting requirements. Retention periods may vary depending on the type of data and the reason for holding it.

Booking and service records are generally retained for a period that allows us to manage customer support, disputes, and business records.
Financial and invoicing records are kept for the period required by tax and accounting laws.
Correspondence and complaints may be retained for as long as needed to resolve issues and document outcomes.
Technical and operational records are retained for a limited period unless required longer for security or legal reasons.

When personal data is no longer required, we will securely delete, anonymise, or otherwise dispose of it in a safe manner.

5. Sharing and Processors

We may share personal data with trusted third parties where necessary to operate our services, meet legal obligations, or protect our legitimate interests. These third parties may act as processors on our behalf or as independent controllers in limited circumstances.

Examples of processors may include:

IT and system providers that host, support, or secure our records and business systems.
Payment processors that handle card or electronic payment transactions.
Accounting and administrative service providers that support financial record-keeping and compliance.
Communication service providers that help us send messages or manage correspondence.
Insurance or claims support providers where necessary to handle incident-related matters.

Where we use processors, we require them to process personal data only on our instructions, to keep it secure, and to use it solely for the agreed purpose. We do not sell your personal data.

We may also disclose data if required by law, court order, regulatory request, or where necessary to establish, exercise, or defend legal claims.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limited access to information on a need-to-know basis.

While we work hard to protect your data, no system can be guaranteed completely secure. If a personal data breach occurs that is likely to result in a risk to your rights and freedoms, we will handle it in line with applicable legal requirements.

7. Your Rights

Under data protection law, you have important rights regarding your personal data. These rights may apply in different circumstances and may be subject to legal restrictions or exceptions.

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 information.
Right to erasure – in some cases, you can ask us to delete your personal data.
Right to restrict processing – you can ask us to limit how we use your data in certain circumstances.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – in some cases, you can request your data in a structured, commonly used format.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to raise concerns with the Information Commissioner’s Office if you believe your data has not been handled lawfully. We encourage you to contact us first so we can try to resolve any issue promptly.

8. Children’s Data

Our services are intended for adults arranging removals or transport services. We do not knowingly collect personal data from children unless it is provided incidentally and is necessary in the context of a service request. If we become aware that we have collected data from a child inappropriately, we will take appropriate steps to delete or safeguard it.

9. International Transfers

Where personal data is processed outside the UK, we will ensure that appropriate safeguards are in place to protect it in line with applicable data protection law. This may include standard contractual safeguards or equivalent legal mechanisms where required.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or the way we process personal data. Any updated version will apply from the date it is made available. We encourage customers in the Hounslow area to review this policy periodically so they remain informed about how their data is used.

11. Summary of Our Commitment

Man With A Van Hounslow is committed to lawful, fair, and transparent handling of personal information. We collect only what is necessary, use it for clear purposes, retain it responsibly, and protect it with appropriate security measures. We also respect your legal rights and will work to respond appropriately to any data protection request made by our customers in the area.

This Privacy Policy applies to all Man With A Van Hounslow customers in the area and explains how we process personal data in connection with our services.