Privacy Policy

Man with Van Ealing Privacy Policy

This Privacy Policy explains how Man with Van Ealing collects, uses, shares, and protects personal data relating to customers and prospective customers in the Ealing area. It is intended to comply with the UK General Data Protection Regulation and the Data Protection Act 2018. This policy applies to all Man with Van Ealing customers and individuals who enquire about or use our services in the Ealing area, whether contact is made by phone, online, or in person.

Who We Are and Scope of This Policy

Man with Van Ealing provides transport and moving services in and around the Ealing area. For the purposes of data protection laws, Man with Van Ealing acts as the data controller in relation to the personal data described in this policy. This Privacy Policy covers all personal data collected from customers, potential customers, and any individual who communicates with us in connection with our services in the Ealing area.

Types of Personal Data We Collect

We may collect and process the following categories of personal data, depending on how you interact with us and the services you request:

Identity and contact details such as full name and preferred method of contact. We may also record your address for collection and delivery, as well as any alternative contact person you provide for access purposes.

Service and booking information such as dates and times of moves, collection and delivery addresses, type and size of items to be transported, access information, parking information, and any special instructions necessary to carry out the service.

Payment and billing data such as details needed to process payments and issue invoices. Detailed card and bank information are generally handled by secure payment processors acting on our behalf.

Communication data including the content and records of communications you have with us, such as enquiries, quotes, confirmations, complaints, and feedback.

Technical and usage data where applicable, such as basic information provided automatically when you interact with any online forms or booking tools we may use, including time and date of contact and service preferences.

How We Collect Personal Data

We collect personal data directly from you when you contact us to request a quote, make a booking, confirm a job, or provide feedback. This can occur by phone, through electronic forms or messages, or in person when arranging or delivering services.

We may also receive personal data indirectly if another person books a service on your behalf and provides your contact or address details for the purposes of collection or delivery. In such cases, we rely on the person providing the information to have your permission to do so.

Lawful Basis for Processing Your Data

We process your personal data only where we have a lawful basis under data protection law. Depending on the activity, we rely on the following lawful bases:

Performance of a contract. We process personal data to provide quotations, manage bookings, deliver moving services, handle payments, and communicate about your service. Without this information, we could not fulfil our contractual obligations to you.

Legitimate interests. We may process data for our legitimate business interests, such as improving our services, managing our business operations, keeping appropriate records, preventing misuse of our services, and responding to general enquiries. We balance these interests against your rights and expectations.

Legal obligations. We may process and retain certain data to comply with legal and regulatory requirements, including accounting, tax, and record keeping obligations, and to cooperate with lawful requests from public authorities.

Consent. In limited cases, we may seek your consent, for example, where we wish to use your feedback as a testimonial or send you certain types of optional communications. Where we rely on consent, you may withdraw it at any time, and this will not affect the lawfulness of processing before consent was withdrawn.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide our services, including preparing and sending quotations, planning routes, scheduling jobs, and carrying out collections and deliveries at the agreed times and locations.

To manage our relationship with you, including confirming bookings, responding to questions, handling changes to your booking, and dealing with compliments, complaints, or disputes.

To process payments, issue invoices, and maintain internal records for accounting and auditing purposes.

To improve our operations by analysing aggregate information such as the types of jobs we carry out, typical locations, and service patterns in the Ealing area.

To protect our business and customers by ensuring the security of our systems, preventing fraud or misuse, and enforcing our terms of service.

To comply with legal and regulatory obligations, including providing information to authorities where we are legally required to do so.

Data Sharing and Use of Processors

We do not sell your personal data. We may share your data with carefully selected third parties who act as data processors on our behalf or as independent data controllers, where necessary to provide or support our services.

Data processors. We may use external service providers to assist us with functions such as payment processing, accounting support, secure data storage, route planning tools, and communication systems. These processors are only allowed to process your personal data in accordance with our instructions and are required to protect it and keep it confidential.

Independent controllers. In some cases, we may need to share information with insurers, legal advisers, or public authorities where necessary for insurance claims, legal advice, or to comply with legal obligations. These recipients will normally act as independent controllers and will have their own privacy responsibilities.

We take reasonable steps to ensure that any third party with whom we share data handles it lawfully and securely.

International Data Transfers

Where we use service providers located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place for any international transfer of personal data. These safeguards may include standard contractual clauses or other mechanisms permitted by data protection law to ensure an adequate level of protection for your information.

Data Retention

We will keep your personal data only for as long as is reasonably necessary for the purposes for which it was collected and to meet any legal, accounting, or reporting requirements.

Basic booking and billing information, such as your name, contact details, service details, and invoices, is generally retained for a period required by tax and accounting laws. Communication records relevant to a particular job, such as quotes and instructions, may also be retained for an appropriate period to deal with any questions, complaints, or legal claims after the service has been completed.

Where personal data is no longer needed, we will securely delete it or anonymise it so that it can no longer be linked to an identifiable individual.

Your Data Protection Rights

If you are a customer or individual in the Ealing area whose personal data we process, you have a number of rights under data protection law. These include:

Right of access. You have the right to request confirmation that we are processing your personal data and to receive a copy of that data, together with certain information about how and why it is processed.

Right to rectification. You can ask us to correct or complete personal data that is inaccurate or incomplete.

Right to erasure. In some circumstances, you may request that we delete your personal data, for example where it is no longer needed for the original purpose and we have no legal obligation to retain it.

Right to restriction. You have the right to request that we restrict the processing of your data in certain situations, such as while we check its accuracy or consider an objection you have raised.

Right to object. You may object to processing that is based on our legitimate interests, on grounds relating to your particular situation. We will stop the processing unless we have compelling legitimate grounds that override your interests or where processing is required for legal reasons.

Right to data portability. Where we process your data by automated means on the basis of a contract or your consent, you may have the right to receive that data in a structured, commonly used format and to have it transmitted to another controller where technically feasible.

Right to withdraw consent. Where we rely on your consent, you may withdraw it at any time. This will not affect the lawfulness of processing carried out before withdrawal.

Security of Your Personal Data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, misuse, or disclosure. These measures include limiting access to personal data to those who need it for their role, using secure tools and systems, and requiring our processors to implement suitable security measures. While we strive to protect your information, no method of transmission or storage can be guaranteed as completely secure.

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 best practices. The most recent version will always apply to the personal data we hold about you. We encourage you to review this policy periodically to stay informed about how we handle your personal information.

Contact and Complaints

If you have any questions about this Privacy Policy, how we handle your personal data, or wish to exercise any of your data protection rights, you can contact us using the usual contact methods you use for our services.

You also have the right to lodge a complaint with the relevant supervisory authority for data protection if you believe that your personal data has not been handled in accordance with the law. We would, however, appreciate the opportunity to address your concerns directly in the first instance.