Privacy Policy
Man and a Van Hounslow Privacy Policy
This Privacy Policy explains how Man and a Van Hounslow collects, uses, stores, and protects personal data relating to its customers and prospective customers. It applies to all Man and a Van Hounslow customers in the Hounslow area, including individuals and businesses who use or enquire about our services.
Who We Are and Scope of This Policy
Man and a Van Hounslow provides transport, moving, and related services to customers in and around the Hounslow area. In the context of data protection law, we act as the data controller for the personal data we process about our customers and prospective customers. This means we are responsible for deciding how and why your personal data is used and for ensuring that your data is handled in compliance with the UK General Data Protection Regulation and related data protection laws.
Personal Data We Collect
We collect and process personal data that you provide directly to us when you contact us, request a quote, book a service, or communicate with us in any way. This may include:
Identification and contact details: name, address, service addresses for collection and delivery, and other relevant location details you provide, and any other contact information you choose to share.
Service details: information about the services you request, booking times, dates, inventory descriptions for moves, special instructions, and any notes required to perform the service safely and effectively.
Payment and transaction information: details of payments made to us and internal records of invoices and receipts. We do not store complete payment card details if you pay by card; processing is handled by secure payment processors.
Communication records: information contained in emails, messages, forms, or calls with us, including any feedback or complaints.
Technical and usage information: limited technical information where relevant, such as basic logs or device and browser details if you use our online services, as well as dates and times of contact.
How We Collect Your Personal Data
We collect personal data in several ways:
Directly from you when you call us, send a message, request a quote, or make a booking.
Through forms you complete, whether online or offline, to enquire about or confirm services.
From communications relating to your booking, including follow-up messages and feedback.
Automatically through basic technical logs when you interact with any online tools or platforms we use.
Lawful Basis for Processing Your Data
We only process your personal data when we have a lawful basis under the UK GDPR. The main lawful bases we rely on are:
Performance of a contract: we process your personal data to provide our services, manage your booking, take payment, communicate with you about your move or transport, and fulfil our contractual obligations.
Legitimate interests: we may process your personal data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This can include managing our business operations, improving our services, handling enquiries, protecting our rights, and keeping records for business purposes.
Legal obligation: we may process certain data to comply with legal and regulatory requirements, such as tax and accounting rules and obligations relating to insurance and dispute resolution.
Consent: in limited cases, we may ask for your consent, for example, if we wish to send certain types of direct marketing communications that require consent. Where we rely on consent, you can withdraw it at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide and manage our services: including arranging quotes, confirming bookings, planning routes, performing moves and deliveries, and handling follow-up queries or issues.
To communicate with you: to respond to your enquiries, provide service updates, confirm arrangements, and manage any changes or cancellations.
To process payments and maintain records: including issuing invoices, assessing charges, processing refunds where necessary, and maintaining financial and service records.
To manage our business operations: including monitoring service quality, training staff, improving our processes, and ensuring the security and integrity of our operations.
To comply with legal and regulatory requirements: including maintaining records for tax, audit, insurance, and, if necessary, assisting with the resolution of potential disputes or legal claims.
Data Retention and Storage
We retain your personal data only for as long as is necessary for the purposes for which it was collected, and to meet any legal, accounting, or reporting requirements.
In general, we keep core customer and booking information for a period that allows us to respond to queries, handle potential claims, and comply with statutory retention periods, which may require us to retain some information for several years. After the relevant retention period expires, we will securely delete or anonymise your personal data so that it can no longer be associated with you.
The specific retention period may vary depending on the type of data and the context in which it was collected. Where possible, we will minimise the amount of data retained and regularly review our retention practices.
Data Processors and Third Parties
We may share your personal data with carefully selected third parties who act as data processors on our behalf. These processors only process your data in accordance with our instructions and for the purposes described in this Privacy Policy.
Typical data processors and third parties may include:
Payment service providers who securely process payments and refunds.
IT and hosting providers who support our systems, databases, and communications tools.
Professional advisers, such as accountants or legal advisers, where necessary to manage our business or deal with legal matters.
Where required by law or in connection with legal proceedings, we may also share information with regulatory authorities, law enforcement, courts, or insurance providers.
We do not sell your personal data to third parties. We take steps to ensure that any processors we use provide appropriate safeguards and security measures to protect your personal data.
International Data Transfers
Where any of our service providers or systems involve transfers of personal data outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place. This may include the use of standard contractual clauses or other lawful mechanisms to ensure that your data receives a level of protection essentially equivalent to that in the United Kingdom.
Data Security
We take data security seriously and implement technical and organisational measures designed to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures include limiting access to personal data to those who need it to perform their duties, using secure systems and storage methods, and regularly reviewing our security practices.
While we take reasonable steps to protect your information, no system can be guaranteed to be completely secure. If we become aware of a data breach that may pose a risk to your rights and freedoms, we will take appropriate steps to assess and, where required, notify you and relevant authorities.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These include:
Right of access: you can request confirmation that we process your personal data and obtain a copy of the data we hold about you, together with certain information about how we use it.
Right to rectification: you can ask us to correct or complete personal data that you believe is inaccurate or incomplete.
Right to erasure: in certain circumstances, you can request that we delete your personal data, for example, where it is no longer needed for the purpose for which it was collected, or where you withdraw consent and there is no other legal basis to continue processing.
Right to restriction of processing: you can ask us to restrict the use of your personal data in certain situations, for example, while we verify its accuracy or assess an objection you have raised.
Right to object: you can object to processing that is based on our legitimate interests, 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: where processing is based on consent or on a contract and carried out by automated means, you may request that we provide your personal data in a structured, commonly used, and machine-readable format or that we transmit it to another controller where technically feasible.
Right to withdraw consent: where we rely on your consent to process personal data, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing based on consent before its withdrawal.
You also have the right to lodge a complaint with the relevant data protection authority if you believe that your data protection rights have been infringed. We encourage you to contact us first so that we can address your concerns.
Privacy Policy Updates
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data processing practices. Any updated version will apply to all customers and prospective customers in the Hounslow area from the date it is published. We recommend that you review this Privacy Policy periodically to stay informed about how we process and protect your personal data.
Contact for Privacy Queries
If you have any questions about this Privacy Policy or how we handle your personal data, or if you wish to exercise any of your data protection rights, you can contact us using the details provided on our usual customer communication channels. Please provide enough information to allow us to identify you and respond to your request efficiently.
