Man With a Van Hillingdon Privacy Policy

This Privacy Policy explains how Man With a Van Hillingdon collects, uses, stores and protects personal data relating to our services. It applies to all existing and prospective Man With a Van Hillingdon customers and service users in the Hillingdon area, including individuals, households and businesses who contact us, request a quote, make a booking or otherwise interact with our services.

We are committed to protecting your privacy and handling your personal data in a lawful, fair and transparent manner in accordance with applicable data protection law, including the UK General Data Protection Regulation and the Data Protection Act 2018.

Data Controller

For the purposes of data protection law, Man With a Van Hillingdon is the data controller in respect of the personal data we collect and process about you in connection with our services in the Hillingdon area. This means we decide how and why your personal data is used and are responsible for ensuring it is processed in line with legal requirements.

Personal Data We Collect

We collect and process different types of personal data depending on how you interact with us. This may include:

Contact and identity details such as your name, address, pickup and delivery addresses, and basic contact information required to communicate with you and perform our services.

Booking and service information such as the date and time of your move or collection, details of the items to be moved, access and parking information, and any special instructions you provide.

Communication records such as notes of telephone conversations, and any messages you send to us, to help us manage your booking and respond to your queries.

Payment and billing information such as the amount charged, payment method and billing address, to the extent necessary to process payments and manage invoices. We do not store full payment card details when you pay using a third party payment processor.

Usage and technical information that may be collected when you visit our website, such as basic technical information about your device and how you use the site. Any such data is used to improve our services and is processed in a way that respects your rights and choices.

How We Collect Your Data

We collect personal data directly from you when you contact us by phone, through online forms, or in person to request information, obtain a quote or make a booking for our services in Hillingdon.

We may also receive limited personal data from third parties where necessary to provide our services, for example from comparison sites or referral partners you have engaged, or from business clients who provide contact details for coordination on a specific job.

Lawful Basis for Processing

We only process your personal data where we have a valid legal basis under data protection law. Depending on the circumstances, we rely on one or more of the following lawful bases:

Performance of a contract. We process your personal data to provide you with quotes, confirm bookings, carry out collections and deliveries, manage your move and provide customer service before, during and after your booking.

Compliance with legal obligations. We may process and retain certain data to meet accounting, tax, insurance or other regulatory obligations and to respond to lawful requests from public authorities.

Legitimate interests. We may process your data for our legitimate business interests, such as managing and improving our services, keeping appropriate records of our activities, preventing fraud, and handling queries, feedback or complaints. When we rely on legitimate interests, we balance our interests with your rights and expectations.

Consent. In limited circumstances, we may rely on your consent, for example where we send certain types of optional marketing communications. Where we rely on consent, you may withdraw it at any time, and this will not affect the lawfulness of processing carried out before your withdrawal.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide quotes, confirm availability and manage bookings for our services in the Hillingdon area.

To plan and carry out collections, moves and deliveries, including contacting you about access details and timings.

To communicate with you about your booking, respond to your enquiries and handle any requests or complaints.

To process payments, issue invoices and maintain accurate financial and service records.

To manage our relationship with you as a customer, including seeking feedback to help improve our services.

To comply with legal and regulatory requirements and to establish or defend legal claims where necessary.

To protect our business operations, prevent misuse of our services and investigate any suspected unlawful activity.

Use of Data Processors and Third Parties

We may share your personal data with trusted third party service providers who act as data processors on our behalf. These processors are only permitted to use your personal data in accordance with our instructions and for the specific purposes set out in this Privacy Policy. They are required to implement appropriate technical and organisational measures to protect your data.

Examples of such processors may include payment processing providers, accounting or bookkeeping support, providers of scheduling or booking systems, and external storage or IT service providers. We ensure any processors we use are subject to contractual obligations that safeguard your data.

We may also share limited personal data with professional advisers such as accountants or legal advisers where strictly necessary, and with public authorities or law enforcement where we are legally required to do so.

We do not sell your personal data to third parties.

Data Retention

We keep your personal data only for as long as necessary for the purposes for which it was collected, and in line with applicable legal, accounting and regulatory requirements.

In general, we retain booking and service records, including your contact details and key information relating to services provided in the Hillingdon area, for a period that allows us to manage our relationship with you, respond to any follow-up queries or disputes, and meet our legal obligations. Financial and invoicing records are typically retained for a period required by tax and accounting laws.

When personal data is no longer required for these purposes, we will securely delete, anonymise or otherwise dispose of it in a safe and irreversible manner.

Security of Your 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 may include restricted access to data, secure storage practices, and appropriate safeguards when working with external processors.

While we take reasonable steps to safeguard your data, no system can be guaranteed as completely secure. However, we continuously assess and update our security measures to reduce risks to your personal information.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to the personal data we hold about you. These rights apply to all Man With a Van Hillingdon customers and service users in the Hillingdon area, subject to certain legal limitations and exemptions. Your rights include:

Right of access. You have the right to request confirmation of whether we process your personal data and to obtain a copy of the personal data we hold about you, together with certain information about how we use it.

Right to rectification. You have the right to ask us to correct inaccurate personal data about you and to complete any incomplete information.

Right to erasure. In certain circumstances, you have the right to request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected or where you withdraw consent and there is no other lawful basis for processing.

Right to restriction. In some situations, you can ask us to restrict the processing of your personal data, for example while we verify its accuracy or where you have objected to our use of it.

Right to object. You may have the right to object to our processing of your personal data where we are relying on legitimate interests as our lawful basis, including profiling based on those interests. We will respect your objection unless we have compelling legitimate grounds to continue processing or where it is needed for legal claims.

Right to data portability. Where processing is based on your consent or on a contract and is carried out by automated means, you may have the right to receive your personal data in a structured, commonly used and machine readable format and to transmit it to another controller where technically feasible.

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

If you wish to exercise any of these rights, you can contact us using the details provided in our customer communications or on our website. We may need to verify your identity before responding to your request.

Complaints and Supervisory Authority

If you have concerns about how we handle your personal data, we encourage you to contact us in the first instance so that we can try to resolve the issue. You also have the right to lodge a complaint with the UK data protection supervisory authority if you believe your rights have been infringed.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or the services we provide in the Hillingdon area. Any updates will be made available through our usual communication channels. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.