Man with Van Ealing Privacy Policy

This Privacy Policy explains how Man with Van Ealing collects, uses, stores, and protects personal data relating to its customers and prospective customers. It applies to all Man with Van Ealing customers and service users in the Ealing area, including anyone who contacts us to request information, obtain a quote, or book our services.

Man with Van Ealing is committed to protecting your privacy and handling personal data in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.

Scope and data controller

This Privacy Policy applies to all personal data processed by Man with Van Ealing in connection with our moving, transport, and related services in the Ealing area. Man with Van Ealing acts as the data controller for the personal data described in this policy, meaning we determine how and why your data is processed.

Personal data we collect

We collect and process different categories of personal data, depending on how you interact with us and which services you use.

Types of data we may collect include:

Identification and contact details: name, postal address, service addresses for collection and delivery, and any other relevant location details; and other basic contact information that you choose to provide so we can communicate with you.

Service and booking information: date and time of your move or transport service, description of the items to be moved, access details for properties, special instructions, and any notes related to the service you request or receive.

Communication records: information you provide when contacting us by phone, in writing, or through other channels, including enquiries, quotes, complaints, and feedback about our services.

Payment-related information: limited payment-related details to the extent required for invoicing and confirming payment, such as the amount, date, and method of payment. We do not store or process full payment card details ourselves where these are handled securely by third-party payment providers.

Technical and usage data: where applicable, basic technical information arising from your use of our online presence, such as the date and time you visit our website and general usage data, collected using standard technologies to help us understand and improve our services.

How we collect personal data

We collect personal data directly from you when you contact us, request a quote, book a service, or communicate with us in any way. This may be done in person, over the phone, through written communication, or other communication tools you choose to use.

We may also receive personal data indirectly when a third party, such as an agent, family member, landlord, or business partner, acts on your behalf to arrange services with your knowledge and consent.

Lawful basis for processing

We only process your personal data where we have a lawful basis under the UK GDPR. The main lawful bases we rely on are:

Contractual necessity: to take steps at your request before entering into a contract, such as providing a quote, and to perform our contract with you, such as carrying out the agreed moving or transport services and administering your booking.

Legitimate interests: to pursue our legitimate business interests, such as managing our relationship with you, responding to enquiries, improving our services, ensuring the security of our operations, and maintaining appropriate records, where these interests are not overridden by your rights and freedoms.

Legal obligation: to comply with legal and regulatory requirements, including taxation, accounting, and responding to lawful requests from authorities.

Consent: where required by law, for example for certain types of optional marketing communications. Where we rely on consent, you can withdraw it at any time by contacting us using the details you have available from our standard communications.

How we use your personal data

We use your personal data for the following purposes:

To provide and manage our services: including processing enquiries, issuing quotes, arranging and delivering moving and transport services, coordinating schedules, and handling follow-up communications.

To manage customer relationships: including responding to questions or complaints, handling feedback, and communicating important information about your booking or our services.

To process payments and invoicing: including confirming payment, issuing invoices, and keeping appropriate financial records in accordance with legal requirements.

To maintain safety and security: to protect our staff, customers, property, and vehicles and to help prevent and detect fraud or misuse of our services.

To improve our services: including reviewing service performance, monitoring usage patterns where applicable, and updating our offerings and processes.

To comply with the law: including record-keeping, responding to lawful requests from public authorities, and fulfilling other regulatory obligations.

Data sharing and processors

We do not sell your personal data. We may share your personal data with trusted third parties where necessary for the purposes set out in this policy and where appropriate safeguards are in place.

Categories of recipients may include:

Service providers and processors: third parties that provide support services such as payment processing, accounting, information technology, data storage, communication tools, and customer administration. These providers act as data processors and only process your personal data on our instructions and for the purposes we specify.

Professional advisers: such as accountants, legal advisers, or insurance providers, where this is necessary for obtaining professional advice, managing claims, or complying with legal obligations.

Public authorities: law enforcement bodies, regulators, tax authorities, or other public bodies when we are legally required to share data or when doing so is necessary to protect our rights or the rights of others.

If we engage processors located outside the UK or the European Economic Area, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or other legally recognised mechanisms, to protect your personal data.

Data retention

We retain personal data only for as long as is necessary for the purposes for which it was collected, including any legal, accounting, or reporting requirements.

In general, this means:

Service and booking records: kept for as long as required to provide the service and for a reasonable period afterwards to handle any follow-up queries, complaints, or potential legal claims, and to comply with legal obligations.

Financial and invoicing records: retained for the period required by tax and accounting laws.

Enquiry and communication records: kept for a limited period so we can respond to your enquiry and maintain a clear record of our interactions, after which they are deleted or anonymised unless needed for ongoing purposes.

When personal data is no longer required, we will delete or anonymise it securely in accordance with applicable laws and our internal retention policies.

Your data protection rights

Under the UK GDPR, 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 information about how we use it.

Right to rectification: you can request that inaccurate or incomplete personal data be corrected or updated.

Right to erasure: in certain circumstances, you can request that we delete your personal data. This right may not apply where we must retain data for legal or legitimate business reasons.

Right to restriction: you can ask us to restrict the processing of your personal data in certain situations, for example while we consider a request for rectification.

Right to data portability: where processing is based on your consent or a contract and carried out by automated means, you can request that we provide your personal data in a structured, commonly used, machine-readable format, or transfer it to another controller where technically feasible.

Right to object: you can object to the processing of your personal data where we rely on legitimate interests as our lawful basis, including for certain forms of direct marketing. We will stop processing unless we have compelling legitimate grounds or we need to continue for legal reasons.

Rights related to consent: where we rely on your consent, you have the right to withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing before consent was withdrawn.

You also have the right to lodge a complaint with the Information Commissioner's Office if you believe your data protection rights have been infringed.

Data security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration, or disclosure. These measures include limiting access to personal data to those who have a genuine need to know it for their work, using suitable physical and digital safeguards, and reviewing our practices periodically.

While we take reasonable steps to protect your data, no system can be completely secure. You should also take care not to share sensitive information unnecessarily and to protect your own devices and communication channels.

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 Man with Van Ealing customers and service users in the Ealing area from the date it is made available. We encourage you to review this policy periodically to stay informed about how we protect your personal data.