Privacy Policy
Man with Van Ruislip Privacy Policy
This Privacy Policy explains how Man with Van Ruislip collects, uses, discloses and protects personal data relating to customers and prospective customers in the Ruislip area. It is designed to meet the requirements of the UK General Data Protection Regulation and the Data Protection Act 2018. By using our services or providing your personal data, you acknowledge that you have read and understood this Privacy Policy.
Scope of this Privacy Policy
This Privacy Policy applies to all Man with Van Ruislip customers, prospective customers and individual contacts in the Ruislip area who use or enquire about our man and van, removal, or related transport services. It covers information collected in person, over the phone, via messaging services, and through any online forms you may complete to request a quote or make a booking.
Types of Personal Data We Collect
We collect and process only the personal data that is necessary for us to provide our services, manage our relationship with you and comply with our legal obligations. The personal data we may collect includes the following categories.
Identity and contact details. This can include your name, address, service addresses for collection and delivery, and any other contact details you choose to provide such as town or postcode details.
Service and booking information. This includes details about the services you have requested or received, such as dates and times of moves, locations of collection and delivery, information about the items to be transported, access details for properties, and any special instructions you provide.
Payment and transaction data. This may include records of payments made to us and from us in connection with the services we provide. We do not retain full card details if you pay by card through a secure third party payment processor.
Communications data. This includes enquiries, quotations, booking confirmations, feedback and complaints, and any other communications you have with us, whether by phone or messaging services.
How We Collect Your Data
We collect personal data directly from you when you contact us to request information, ask for a quote, make a booking, amend an existing booking, or provide feedback. We may also receive personal data from third parties where it is necessary for us to provide our services, for example if another person books a service on your behalf and provides your details as a contact or delivery address.
Lawful Basis for Processing
We process your personal data only where we have a lawful basis under data protection law. Depending on the context, we rely on the following lawful bases.
Contract. We process personal data where it is necessary to enter into a contract with you or to perform a contract with you. This includes taking steps before entering into a contract, such as providing quotations, and carrying out our services in accordance with your booking.
Legitimate interests. We may process your personal data where it is necessary for our legitimate business interests, and these interests are not overridden by your rights. Examples include maintaining records for business planning, improving our services, managing our operations, handling enquiries and complaints, and protecting our business from fraud or misuse.
Legal obligation. We process certain personal data to comply with legal and regulatory obligations. This may include record keeping for tax, accounting and insurance purposes, and responding to lawful requests from public authorities.
Consent. In limited circumstances, we may rely on your consent, for example if you specifically agree to receive certain types of optional marketing. Where we rely on consent, you can withdraw it at any time by contacting us using the contact details you already hold for us.
How We Use Your Personal Data
We use your personal data for the following purposes.
To provide our services. This includes processing enquiries and bookings, planning and carrying out collections and deliveries, coordinating with you about arrival times and access, and ensuring that your move or transport service is completed as requested.
To manage our relationship with you. We use your information to communicate with you about your booking, handle changes or cancellations, respond to questions or complaints, and seek feedback to help us improve our services.
To manage our business. We may use data for internal record keeping, financial management, accounting, audits, insurance, and business planning.
To meet legal and regulatory obligations. We retain information and may disclose it where required in connection with tax, accounting, insurance, or where we are required to respond to lawful requests from authorities.
Data Sharing and Processors
We do not sell your personal data. We share personal data only where necessary and in accordance with data protection law. Categories of recipients may include the following.
Service partners and subcontractors. In some cases we may work with trusted drivers or subcontractors to fulfil your booking. Where this is necessary, we share only the information they need to perform the service, such as your contact details, collection and delivery addresses, and relevant service notes.
Payment service providers. When you make a payment using card or other electronic methods, your payment data is processed by secure third party payment processors. These providers act as independent controllers or processors and handle your payment details in line with their own security and privacy practices.
Professional advisers and insurers. We may share data with accountants, legal advisers, or insurers where required for compliance, claims handling or professional advice.
Public authorities. We may disclose information where we are required to do so by law, or in order to protect our rights, property or safety, or the rights, property or safety of others.
Where we use third party processors, we ensure that appropriate contractual and technical safeguards are in place to protect your data and that they only process your data on our instructions and for the purposes described in this policy.
Data Retention
We retain personal data only for as long as necessary for the purposes for which it was collected, and to meet any legal, accounting or reporting requirements. In general, we apply the following retention guidelines.
Booking and service records. Information relating to bookings, moves and services provided is typically retained for a period that enables us to respond to any queries, issues or claims and to comply with tax and accounting rules.
Communications. Messages, enquiries and complaint records may be kept for a period that allows us to manage our relationship with you, improve our services and demonstrate how we handled any concerns.
Where personal data is no longer needed, we will securely delete it or anonymise it so that it can no longer be linked to you.
International Data Transfers
Our services are focused on customers in the Ruislip area and within the United Kingdom. If personal data is ever transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place, such as using standard contractual clauses or transferring to jurisdictions recognised as providing an adequate level of data protection.
Data Security
We take reasonable and appropriate steps to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. Measures may include limiting access to personal data to those who need to know it, using appropriate technical safeguards, and training those who handle personal data on their data protection responsibilities. While we take these precautions, no system can be completely secure and you should take care when sharing information with us.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These rights are subject to certain conditions and exemptions, and may not be absolute in every case. Your rights include the following.
Right of access. You can request confirmation of whether we process your personal data and ask for a copy of the personal data we hold about you.
Right to rectification. You can ask us to correct inaccurate or incomplete personal data that we hold about you.
Right to erasure. In certain circumstances, you can request that we delete your personal data. This right may be limited where we have a legal obligation or a strong legitimate interest to retain some information.
Right to restriction. You can ask us to restrict the processing of your personal data in certain situations, for example while we are verifying the accuracy of the data or considering an objection you have raised.
Right to object. Where we rely on legitimate interests as the lawful basis for processing, you can object to that processing on grounds relating to your particular situation. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or where processing is necessary for legal claims.
Right to data portability. In some cases, you may request to receive the personal data you have provided to us in a structured, commonly used and machine readable format, and to have that data transmitted to another controller where technically feasible.
You also have the right to complain to the data protection supervisory authority if you are unhappy with how we have handled your personal data. We encourage you to contact us first so that we can try to resolve any concerns directly.
Children
Our services are intended for adults and are not directed at children. We do not knowingly collect personal data relating to children. If we become aware that personal data relating to a child has been collected inadvertently, we will take steps to delete it as soon as reasonably possible.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, our internal practices or applicable laws. Any changes will take effect when the updated policy is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.
