Privacy Policy - Man With Van South Ruislip

This Privacy Policy explains how Man With Van South Ruislip collects, uses, stores, shares, and protects personal data when providing moving, clearance, delivery, and related services. It applies to all Man With Van South Ruislip customers in the area, including prospective customers, existing customers, business clients, and anyone who contacts us about our services. We are committed to handling personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van South Ruislip provides man and van, removal, transport, and associated logistics services. In the course of delivering these services, we act as a data controller for the personal data we collect and decide how and why it is used. This policy applies where we determine the purposes and means of processing personal information.

2. Personal Data We Collect

We collect only the information that is necessary to manage enquiries, provide quotes, complete bookings, deliver services, handle payments, and meet legal or operational requirements. The categories of personal data may include:

Identity details such as name, title, and relevant business name.
Contact details such as phone number, email address, and correspondence address.
Service information including moving dates, property access details, item lists, delivery instructions, and special handling requirements.
Billing and payment data such as payment status, invoice details, and transaction records.
Communication records including messages, call notes, complaints, feedback, and booking confirmations.
Technical data such as IP address, device type, browser type, and limited usage information if collected through online channels.
Identification data where required for lawful service delivery, fraud prevention, or contractual verification.

We do not intentionally collect special category data unless it is provided voluntarily and is strictly necessary for a particular request. If such information is shared, we will only process it where permitted by law and with appropriate safeguards.

3. How We Collect Data

Personal data may be collected directly from you when you request a quote, make a booking, provide service instructions, complete a payment, or communicate with us. We may also receive data from third parties where necessary to deliver services, such as business clients, payment providers, booking platforms, or referral partners. In some cases, data may be generated during service delivery, for example through invoices, job records, or customer support logs.

4. Lawful Basis for Processing

We process personal data only where a lawful basis applies under the UK GDPR. Depending on the context, we may rely on one or more of the following lawful bases:

Contract: to take steps at your request before entering into a contract, to manage bookings, and to provide the services you have requested.
Legal obligation: to comply with accounting, tax, insurance, and regulatory requirements.
Legitimate interests: to manage our business, improve services, respond to enquiries, prevent fraud, maintain records, and protect our operations, provided these interests are not overridden by your rights and freedoms.
Consent: where required, for example for certain optional communications or specific uses of information that are not covered by another lawful basis.

We will only rely on consent where it is genuinely needed and where you may withdraw it at any time.

5. How We Use Personal Data

We use personal data for the following purposes:

To answer enquiries and provide quotations.
To arrange, confirm, and manage bookings.
To plan routes, allocate vehicles, and organise staff or contractors.
To perform moving, transport, and related services safely and efficiently.
To issue invoices, process payments, and maintain financial records.
To communicate updates, changes, service issues, or follow-up matters.
To handle complaints, disputes, and customer support matters.
To meet legal, tax, insurance, and regulatory obligations.
To protect against misuse, fraud, or unlawful activity.
To improve our operations, service quality, and customer experience.

We will always aim to keep processing relevant, adequate, and limited to what is necessary for the intended purpose.

6. Data Sharing and Processors

We may share personal data with trusted third parties who act as processors or, in some cases, independent controllers. Processors only act on our instructions and are required to protect personal data appropriately. These may include:

Payment service providers for handling card or electronic payments.
Accounting and bookkeeping providers for invoicing, tax, and financial administration.
IT and hosting providers for secure data storage, email, and system support.
Scheduling or booking software providers used to manage jobs and customer records.
Insurance providers where a claim or incident requires disclosure.
Professional advisers such as lawyers, accountants, or auditors where necessary.
Subcontractors or moving partners engaged to help perform a service you have requested.

We may also disclose information where required by law, court order, or lawful request from public authorities. If data is transferred outside the UK, we will use appropriate safeguards in line with applicable data protection law.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, insurance, and reporting requirements. Retention periods vary depending on the type of data and the context in which it was collected.

Typical retention approach

Enquiry data: retained for a limited period if no booking follows, to manage follow-up and service records.
Booking and service records: kept for the duration of the customer relationship and for a reasonable period afterwards.
Financial and invoice records: retained for the period required by tax and accounting law.
Complaint or incident records: retained as long as necessary to manage the matter and defend legal claims.
Technical logs: kept only as long as needed for security, troubleshooting, and operational monitoring.

When personal data is no longer required, we will delete it securely or anonymise it where appropriate.

8. Data Security

We take reasonable and proportionate technical and organisational measures to protect personal data from loss, unauthorised access, disclosure, alteration, or destruction. These measures may include restricted access controls, secure devices, password protection, staff awareness, data minimisation, and safe disposal practices. While no system is completely risk-free, we work to maintain a level of security appropriate to the nature of the information we hold.

9. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may apply depending on the circumstances and the legal basis for processing:

Right of access to obtain confirmation and a copy of your personal data.
Right to rectification to correct inaccurate or incomplete information.
Right to erasure, also known as the right to be forgotten, in certain situations.
Right to restrict processing where certain conditions apply.
Right to object to processing based on legitimate interests or direct marketing.
Right to data portability for information you provided to us in certain cases.
Right to withdraw consent where processing is based on consent.

These rights are not absolute. Some may be limited where we need to retain data for legal, contractual, or security reasons.

10. Children’s Data

Our services are intended for adults or organisations arranging moving and transport services. We do not knowingly collect personal data from children except where it is incidental to a booking or service arrangement and is necessary for the service requested. If we become aware that we have collected data improperly, we will take appropriate steps to delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any revised version will take effect when published or communicated through appropriate channels. We encourage customers to review the policy periodically so they remain informed about how their information is used.

12. Summary of Our Commitment

Man With Van South Ruislip respects your privacy and is committed to processing personal data fairly, lawfully, and transparently. We collect only what we need, use it for clear and lawful purposes, keep it only as long as necessary, and share it only with trusted parties when required to deliver our services or meet legal obligations. This policy applies to all Man With Van South Ruislip customers in the area, and it is designed to provide a clear explanation of how your information is handled in line with GDPR principles.