Man with Van Hounslow Privacy Policy

This Privacy Policy explains how Man with Van Hounslow collects, uses, and protects personal data relating to customers and prospective customers in Hounslow and the surrounding area. It is intended to comply with the UK General Data Protection Regulation and the Data Protection Act 2018. This policy applies to all services provided by Man with Van Hounslow and to all individuals who contact us, request a quotation, make a booking, or otherwise interact with us as customers in our service area.

Who We Are

Man with Van Hounslow provides local and regional transport, moving, and related services. In the context of applicable data protection law, we act as the data controller for the personal data described in this Privacy Policy, because we determine the purposes and means of processing that information.

Personal Data We Collect

We collect and process only the personal data that we need in order to provide our services, manage our business, and comply with legal obligations. The types of data we may collect include:

Identity and contact details, such as full name, postal address, pickup and delivery addresses, and other contact details you provide to us when you request a quote or make a booking.

Booking and service information, such as the date and time of the move, description of items to be moved, access details for properties, special instructions you provide, and any associated notes required to carry out the service safely and efficiently.

Communication records, such as information you provide when you contact us by any communication channel, including enquiries, complaints, feedback, and any correspondence related to your booking.

Payment and transaction information, such as the amount charged, payment method, and basic billing details. We do not store complete payment card information if payments are handled through secure third party payment processors.

Technical and usage data, where applicable, such as basic information about how you interact with our website or online forms, including date and time of visits and the pages you view. This may be collected using cookies or similar technologies, where permitted by law.

How We Use Personal Data

We use your personal data for the following purposes:

To provide and manage our services, including creating and managing bookings, planning routes, completing moves, handling changes or cancellations, and providing customer support.

To communicate with you, including responding to enquiries, sending booking confirmations and updates, providing quotations, and following up where necessary to ensure the service is delivered as requested.

To manage payments and accounts, including issuing invoices, processing payments through our chosen payment service providers, and keeping appropriate records of transactions for accounting and tax purposes.

To improve our services, including monitoring service quality, gathering feedback, and using aggregated information to refine our operations and customer experience.

To comply with legal and regulatory obligations, including record keeping, responding to lawful requests from public authorities, and enforcing our contractual rights.

Lawful Bases for Processing

We process your personal data only when we have a lawful basis to do so. Depending on the context, one or more of the following bases may apply:

Contractual necessity. We process personal data that is necessary to enter into and perform our contract with you, for example to provide a quotation, confirm your booking, deliver the service, and manage any follow up arrangements.

Legitimate interests. We may process personal data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This may include improving and developing our services, managing and protecting our business, and handling customer enquiries and complaints.

Legal obligation. In some cases, we are required to process personal data to comply with legal obligations, such as tax and accounting requirements, or to respond to lawful requests from authorities.

Consent. Where required by law, and for specific optional activities such as certain marketing communications, we will rely on your consent. You can withdraw your consent at any time using the contact details provided in our standard correspondence.

Data Retention

We retain personal data only for as long as necessary for the purposes described in this Privacy Policy, or as required by law.

Service and booking information is normally retained for the duration of your relationship with us and for a reasonable period afterwards, to handle any queries, disputes, or claims, and to comply with tax and accounting requirements.

Financial and transaction records are kept for the period required by applicable law and regulations.

Correspondence related to enquiries, complaints, or feedback is kept for as long as necessary to manage the issue and demonstrate how it was resolved, subject to applicable limitation periods.

When personal data is no longer required for these purposes, we will take reasonable steps to delete it or anonymise it so that it can no longer be linked to you.

Data Processors and Third Parties

We may engage carefully selected third party service providers to process personal data on our behalf. These providers act as data processors and are required to process personal data only in accordance with our instructions and to provide suitable technical and organisational security measures.

Examples of such processors may include payment processing providers, providers of booking or scheduling systems, cloud storage and hosting providers, and professional advisers such as accountants where they handle limited personal data for regulatory or auditing purposes.

We do not sell your personal data. We share personal data with third parties only when it is necessary to provide our services, to comply with the law, or where we have another lawful basis for doing so.

Where any transfer of personal data might involve processing outside the United Kingdom, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or other mechanisms recognised under applicable data protection law, to protect your rights and freedoms.

Security of Your Personal Data

We take the security of your personal data seriously. We use appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing, accidental loss, destruction, or damage. These measures include restricting access to personal data to those who need it for legitimate business purposes, using secure storage solutions, and taking reasonable steps to ensure that our staff and contractors understand their data protection responsibilities.

Your Data Protection Rights

As a customer or prospective customer of Man with Van Hounslow in our service area, you have certain rights under data protection law in relation to your personal data. These may include:

The right of access. You can request confirmation of whether we process your personal data and obtain a copy of that data, along with information about how it is used.

The right to rectification. You can ask us to correct inaccurate or incomplete personal data we hold about you.

The right to erasure. In certain circumstances, you can request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected, or where you withdraw consent and we have no other lawful basis for processing.

The right to restrict processing. You can ask us to restrict the processing of your personal data in certain situations, such as when you contest its accuracy or object to our use of it.

The right to object. You may object to processing based on our legitimate interests, on grounds relating to your particular situation. In such cases, 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.

The right to data portability. Where processing is based on consent or contract and is carried out by automated means, you may request that we provide your personal data in a structured, commonly used, and machine readable format, or transmit it directly to another controller where technically feasible.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your rights have been infringed. We encourage you to contact us first so that we can address any concerns directly where possible.

Children

Our services are intended for adults and business customers. We do not knowingly collect personal data from children. If we become aware that we have collected personal data from a child, we will take appropriate steps to delete that information in accordance with applicable law.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. Any updated version will apply to all new interactions with Man with Van Hounslow from the date it is made available. We recommend that you review this Privacy Policy periodically so that you remain informed about how we handle personal data.