Privacy Policy

Man with Van Ruislip Privacy Policy

This Privacy Policy explains how Man with Van Ruislip collects, uses, stores and protects personal data relating to our customers and prospective customers. It applies to all Man with Van Ruislip customers and service users in our operating area, including individuals and businesses who make enquiries, request quotations, or use our moving and transport services.

Who We Are

Man with Van Ruislip is a local man and van and removal service operating in and around the Ruislip area. For the purposes of applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018, we are the data controller for the personal data described in this Privacy Policy.

Personal Data We Collect

We collect and process personal data that is necessary to provide our services, manage our business, and comply with legal obligations. The types of personal data we may collect include:

Identification and contact details: name, address, service address, billing address, and other contact details such as town or postcode.

Service information: details of your enquiry, requested services, collection and delivery locations, access details, property type, inventory descriptions, dates and times of moves, and any special instructions you choose to provide.

Booking and transaction data: booking references, service history, amounts charged, payment status, and basic payment details necessary to confirm that payment has been made. We do not store full card details; where cards are processed, this is done through secure third-party payment processors.

Communication data: information contained in communications between you and Man with Van Ruislip, including enquiries, feedback, complaints, and any notes created to help us manage your booking.

Technical and usage data: limited technical information generated when you interact with our website or online booking tools, such as pages visited and time of visit. We do not seek to identify you from this data unless it is necessary for security or legal reasons.

How We Collect Your Data

We collect personal data directly from you when you contact us, request a quote, make a booking, communicate with us by phone, in person or through online forms, or when you provide information on the day of service.

We may also receive personal data about you from third parties where it is necessary for us to provide services, such as when a business books services on your behalf and provides your contact or delivery information.

Lawful Bases for Processing

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

Contractual necessity: to take steps at your request before entering into a contract and to perform our contract with you, for example to provide quotations, confirm bookings, carry out moves, and communicate about your service.

Legitimate interests: to pursue our legitimate business interests, provided that your interests and fundamental rights do not override those interests. This includes managing and improving our services, handling customer queries, maintaining records for business administration, and protecting our business against fraud or misuse.

Legal obligations: to comply with legal or regulatory requirements, such as maintaining certain accounting or tax records, or responding to lawful requests from authorities.

Consent: in limited situations where we ask for your explicit consent, for example for optional marketing communications. Where processing is based on consent, you can withdraw your consent at any time.

How We Use Your Personal Data

We use the personal data we collect for the following main purposes:

To provide and manage our services: including handling enquiries, giving quotes, managing bookings, planning routes, carrying out moves, and providing customer support before, during and after your move.

To manage our relationship with you: communicating about changes to bookings, responding to your messages, dealing with complaints, and requesting feedback that helps us improve our services.

To run and improve our business: internal administration, service quality monitoring, staff training, and planning and improving our operations in the Ruislip area.

To process payments and accounting: issuing invoices, confirming payment, maintaining financial records, and meeting accounting and tax obligations.

To ensure security and prevent misuse: protecting our staff, vehicles, and customers, detecting and preventing fraud or misuse of our services, and protecting our legal rights.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with trusted third parties who act as data processors and who provide services that support our operations. These may include:

Payment processors: to securely process card or electronic payments for bookings.

IT and hosting providers: to host our website, booking tools, and email services, and to store data securely.

Professional advisers: such as accountants or legal advisers, where necessary for legitimate business or legal reasons.

In all cases where we use data processors, they are only permitted to process your personal data on our documented instructions, must keep your data secure, and must not use it for their own purposes.

We may also share personal data where necessary to comply with legal or regulatory obligations, to respond to lawful requests from public authorities, or to establish, exercise, or defend legal claims.

International Transfers

Our primary operations are located in the UK. If we use service providers that transfer personal data outside the UK or European Economic Area, we will ensure that appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent legal protections required by data protection law.

Data Retention

We keep personal data only for as long as is reasonably necessary for the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements.

Enquiry data that does not result in a booking is generally retained for a limited period to respond to follow-up questions and to manage our business records.

Booking and service records are generally kept for several years to comply with tax and accounting obligations, to maintain accurate service histories, and to manage any potential disputes or claims that may arise after the service.

When personal data is no longer required for these purposes, we will securely delete or anonymise it so that you can no longer be identified.

Security of Your Personal Data

We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. Measures include limiting access to personal data to staff and service providers who need it for their role, using secure systems for storing data, and promoting awareness of data protection obligations among our personnel.

Your Data Protection Rights

As a data subject, you have a number of rights in relation to the personal data we hold about you, subject to certain conditions and exemptions in the law. These include:

Right of access: you can request confirmation that we process your personal data and obtain a copy of that data, along with information about how and why we use it.

Right to rectification: you can request that we correct or complete inaccurate or incomplete personal data.

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 original purpose and we have no legal reason to retain it.

Right to restriction: you can ask us to restrict the processing of your personal data in specific situations, such as while we are verifying its accuracy or considering 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 have compelling legitimate grounds or the processing is required for legal claims.

Right to data portability: where processing is based on consent or 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.

Where we rely on consent to process your personal data, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.

Exercising Your Rights and Contacting Us

If you wish to exercise any of your data protection rights or have questions about this Privacy Policy or how we handle your personal data, you can contact Man with Van Ruislip using the contact details provided on our website or other service materials.

You also have the right to lodge a complaint with the UK data protection supervisory authority if you are concerned about how we handle your personal data. We encourage you to contact us first so that we can try to resolve your concerns directly.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, the way we handle personal data, or changes in legal requirements. The updated version will be made available through our usual communication channels, and the effective date will be revised accordingly. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.