Man With a Van Harlington Privacy Policy

This Privacy Policy explains how Man With a Van Harlington collects, uses, stores, and protects personal data relating to our customers and prospective customers in the Harlington area. It also explains your rights under applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018.

By using our services, requesting a quotation, or otherwise providing your personal data to Man With a Van Harlington, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all customers, prospective customers, and individuals contacting or engaging with Man With a Van Harlington in the Harlington area in connection with our man and van, removals, and related services. It also applies to individuals who act on behalf of business customers, such as employees, contractors, or other representatives.

Data Controller

Man With a Van Harlington is the data controller for the personal data described in this Privacy Policy. As data controller, we decide how and why your personal data is used and are responsible for ensuring that such use complies with applicable data protection laws.

Personal Data We Collect

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

Identification and contact details: This may include your full name, postal address, job or collection address, delivery or destination address, billing address, and contact details such as telephone number and any other contact information you provide when you communicate with us.

Service and booking information: This may include details of the services you request or purchase, dates and times of bookings, inventory or item descriptions provided for quotes, access information for properties, parking information, and any special instructions relating to the service.

Communication data: This includes information contained in emails, messages, and other communications you send to us or that we send to you, including enquiries, complaints, feedback, and correspondence relating to quotes, bookings, or invoices.

Payment-related data: We may process records of payments you make to us, such as the amount, date, and method of payment. We do not store or directly process your full bank card details where payments are handled through secure third-party payment processors.

Technical and usage data: Depending on how you contact us or use our online presence, we may collect limited technical information, such as the date and time of your enquiry, the communication channel used, and basic device or browser data to support security and service performance.

How We Collect Your Personal Data

We collect personal data from you in a number of ways, including:

Direct interactions: When you contact us to request information or a quote, make a booking, call us with questions, or provide feedback about our services.

During service delivery: When we provide our man and van or removals services, we may collect additional information needed to carry out the work safely and efficiently.

Third parties: On occasion, we may receive information from third parties where they are arranging services on your behalf, such as letting agents, landlords, employers, or comparison or referral services. In such cases, those third parties should ensure that they have permission to share your personal data with us.

Lawful Basis for Processing

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

Contract: We process personal data where it is necessary to enter into and perform a contract with you or to take steps at your request before entering into such a contract, for example to provide a quote, confirm a booking, or deliver removals services.

Legal obligation: We may process personal data where necessary to comply with legal and regulatory obligations, for example taxation, accounting, record keeping, or responding to lawful requests from authorities.

Legitimate interests: We may process personal data where it is necessary for our legitimate interests, provided that such interests are not overridden by your rights and freedoms. This may include managing our business operations, improving our services, handling customer enquiries and complaints, protecting our property and assets, and preventing or investigating potential fraud or misuse of our services.

Consent: In limited circumstances, we may rely on your consent to process your personal data, for example, where required for specific types of marketing. Where we rely on consent, you can withdraw it at any time by contacting us using the details provided in your correspondence with us.

How We Use Your Personal Data

We use your personal data for the following purposes:

To respond to enquiries and provide quotations for our services.

To enter into and perform contracts for removals and related services, including arranging collection and delivery, planning routes, and coordinating staff.

To manage payments, invoicing, and accounting activities related to the services we provide.

To communicate with you about your bookings, including confirmations, reminders, changes, and any issues that arise.

To handle queries, requests, feedback, and complaints, and to provide customer support.

To manage our business operations, including planning workloads, monitoring service quality, and improving the efficiency of our services.

To comply with legal and regulatory obligations and to establish, exercise, or defend legal claims.

To help prevent and detect fraud, misuse of our services, or other unlawful activity.

Data Sharing and Processors

We may share your personal data with selected third parties where necessary to provide our services or to support our business operations, including:

Service providers and contractors who act as data processors and who process personal data on our behalf and under our instructions, such as payment processors, accounting or bookkeeping providers, and information technology or communications support services.

Subcontractors involved in delivering the services you have requested, such as additional drivers or removal teams, where they need relevant information such as names, addresses, and contact details in order to fulfil the contract.

Professional advisers, such as accountants, legal advisers, and insurers, to the extent necessary for the provision of their services to us.

Public authorities, regulators, or law enforcement agencies where we are legally obliged to do so or where such disclosure is necessary for the prevention, detection, or prosecution of legal claims or offences.

Where we engage third-party processors, we ensure that appropriate data protection terms are in place, requiring them to process personal data only in accordance with our instructions and to implement suitable security measures.

International Transfers

Our services are primarily provided within the Harlington area, and we seek to keep personal data within the United Kingdom or other jurisdictions offering an equivalent level of data protection. If we ever need to transfer personal data outside the United Kingdom in a way that engages data protection law, we will ensure that an adequate level of protection is in place, for example by using standard contractual clauses or other legally recognised safeguards.

Data Retention

We retain personal data only for as long as is necessary for the purposes for which it was collected, and to meet our legal, accounting, and reporting obligations. The specific retention period will depend on the type of data and the context in which it was collected.

In general, we may retain records relating to customer bookings, invoices, and related communications for a number of years after the end of the relevant financial year, in line with tax and accounting requirements and limitation periods for legal claims.

Where personal data is no longer needed for the purposes for which it was collected, and we are not required to retain it for legal or regulatory reasons, we will securely delete or anonymise it.

Security of Your Personal Data

We take appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing and against accidental loss, destruction, or damage. These measures may include access controls, secure storage, limiting access to personal data to those who need it for their role, and appropriate data handling practices.

While we take reasonable steps to protect your personal data, no system can be completely secure. You are responsible for ensuring that any personal information you send to us is transmitted securely and that you keep your own devices and communication methods protected.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to conditions and legal exceptions, but generally include:

Right of access: You have the right to request confirmation of whether we process your personal data and to request a copy of that data.

Right to rectification: You have the right to ask us to correct or complete your personal data if it is inaccurate or incomplete.

Right to erasure: In certain circumstances, you may have the right to request that we delete your personal data.

Right to restriction: You may have the right to request that we restrict the processing of your personal data in certain situations.

Right to data portability: In some cases, you may have the right to receive personal data you have provided to us in a structured, commonly used format and to request that we transfer it to another controller where technically feasible.

Right to object: You have the right to object to our processing of your personal data where we rely on legitimate interests as our lawful basis, including any related profiling. We will stop processing your data unless we can demonstrate compelling legitimate grounds to continue.

Right to withdraw consent: Where we process personal data based on your consent, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.

If you wish to exercise any of these rights, you can contact us using the contact details you have already used to communicate with Man With a Van Harlington. We may need to verify your identity before responding to your request.

You also have the right to lodge a complaint with the supervisory authority if you believe that your data protection rights have been infringed.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or how we process personal data. Any updated version will apply from the date it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.