Privacy Policy
Man and a Van Ruislip Privacy Policy
This Privacy Policy explains how Man and a Van Ruislip collects, uses, stores and protects personal data relating to its customers and prospective customers. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. This policy applies to all Man and a Van Ruislip customers and service users in the Ruislip area.
Who we are and scope of this policy
Man and a Van Ruislip is a local removals and transport service provider operating in and around the Ruislip area. In providing our services, we act as a data controller. This means we decide how and why your personal data is processed and are responsible for ensuring that your data is handled in accordance with applicable data protection laws.
This policy covers all personal data we collect about individuals who use or enquire about our services, including residential and business customers, as well as any other person who contacts us in relation to our services.
Personal data we collect
We collect and process different categories of personal data depending on how you interact with us. The types of personal data we may collect include:
Identification and contact details, such as your name, postal address, service address, billing address, and any alternative contact details you choose to provide.
Communication details, such as your preferred contact method and the contents of any messages, queries, or feedback you send us.
Service information, such as collection and delivery locations, access details, property type, parking information, inventory descriptions, approximate load size, preferred dates and times, and any special instructions you provide.
Booking and transaction details, such as quotes given, services booked, dates of service, duration of service, prices, discounts, payments made, refunds issued, and basic payment status information. We do not store full payment card details.
Technical and usage information, such as information about how you contacted us or accessed our online content, general device and browser information, and basic analytic information such as pages viewed and dates of access where such analytics are used.
Voluntary information, such as feedback, testimonials, or information you provide when you participate in surveys or respond to customer satisfaction requests.
How we collect your personal data
We may collect personal data directly from you when you contact us to request a quote, make a booking, or ask a question about our services. This may be done by phone, in writing, through any online form we provide, or in person.
We may also receive personal data about you from third parties where this is necessary to provide our services. For example, another person may book a service on your behalf and provide your contact and address details, or a business customer may provide the details of an employee or tenant for the purpose of a move.
We may collect limited technical and usage information when you visit our website or interact with any online service we provide. This may involve the use of basic analytics tools to understand how our content is used and to help us improve our services.
Lawful bases for processing your data
We process your personal data only where we have a lawful basis to do so under data protection laws. Depending on the circumstances, we may rely on the following lawful bases:
Contract: We process your personal data when it is necessary to enter into or perform a contract with you. This includes providing quotes, managing bookings, carrying out moves and transport services, and handling payments.
Legal obligation: We may process your personal data where it is necessary to comply with our legal obligations, such as record keeping, tax and accounting requirements, and responding to lawful requests from regulatory bodies or law enforcement.
Legitimate interests: We may process your personal data for our legitimate business interests, provided that your rights and freedoms are not overridden. Our legitimate interests include managing and improving our services, handling customer enquiries and complaints, preventing fraud and misuse, and maintaining accurate business records.
Consent: In limited circumstances, we may rely on your consent, for example where we wish to use specific information for marketing purposes beyond what is necessary for our existing relationship. Where we rely on consent, you are free to withdraw it at any time.
How we use your personal data
We may use your personal data for the following purposes:
To provide our services, including arranging and carrying out moves, collections and deliveries, and any associated services.
To provide quotes, respond to your enquiries, and communicate with you about your bookings and any changes to our services.
To manage our relationship with you, including handling feedback, complaints, and requests to exercise your data protection rights.
To manage our business operations, including record keeping, invoicing, payment processing, accounting, and auditing.
To improve and develop our services, including reviewing customer feedback, analysing service demand, and monitoring website usage where applicable.
To ensure the security and integrity of our services and to prevent or detect fraud or other misuse.
To comply with legal obligations and cooperate with authorised authorities where required by law.
Data sharing and processors
We may share your personal data with carefully selected third parties where necessary for the purposes described in this policy. These third parties may act as data processors, processing personal data on our behalf and only in accordance with our instructions.
Such third parties may include payment processing providers, accounting or bookkeeping services, information technology and hosting providers, and customer management or communication service providers.
Where we engage third party processors, we ensure that appropriate contracts are in place requiring them to protect your personal data, use it only for the agreed purposes, and comply with applicable data protection laws.
In certain circumstances, we may also need to share your personal data with professional advisers, such as accountants or legal advisers, or with regulatory authorities and law enforcement agencies where required by law or where necessary to protect our rights or the rights of others.
Data retention
We will keep your personal data only for as long as is reasonably necessary for the purposes for which it was collected, including to meet any legal, regulatory, accounting, or reporting requirements.
In general, we retain customer and booking records, including basic contact information, service details, and payment records, for a period that allows us to manage our relationship with you, respond to queries about past services, and comply with tax and accounting obligations.
Where personal data is no longer needed for the purposes for which it was collected, we will securely delete or anonymise it. Retention periods may vary depending on the type of data and the reason for its collection.
Data security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures may include secure storage, access controls, staff awareness, and regular review of our data handling practices.
While we take reasonable steps to protect your data, no method of transmission or storage can be guaranteed as completely secure. You are also responsible for taking reasonable steps to protect your own information when communicating with us.
International data transfers
Our core operations are based in the UK and we aim to store and process personal data within the UK or other locations that provide an equivalent level of data protection. If we ever need to transfer personal data to a country that does not provide the same level of protection, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or other legally recognised mechanisms.
Your data protection rights
Under data protection law, you have a number of rights in relation to your personal data. Subject to certain conditions and exemptions, you may have the right to:
Access your personal data and obtain a copy of the information we hold about you.
Request correction of any inaccurate or incomplete personal data we hold about you.
Request erasure of your personal data where there is no good reason for us to continue processing it, for example where the data is no longer needed for the purposes for which it was collected.
Object to the processing of your personal data where we are relying on legitimate interests and you believe that your rights and freedoms outweigh our interests.
Request restriction of processing of your personal data in certain circumstances, for example while we verify the accuracy of data you believe is incorrect.
Request the transfer of your personal data to you or to a third party in a commonly used, machine readable format, where technically feasible and where the processing is based on consent or contract and carried out by automated means.
Withdraw consent at any time where we rely on your consent to process your personal data. Withdrawal of consent 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 already hold for Man and a Van Ruislip. We may need to verify your identity before responding to your request and will respond within the timeframes required by law.
Complaints and contact
If you have concerns about how we handle your personal data, we encourage you to contact us in the first instance so we can try to resolve the issue. You also have the right to lodge a complaint with the UK data protection authority. Details of how to do this can be found on the authority's publicly available information.
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 guidance. Any updates will be made available through our usual communication channels, and the updated policy will apply from the date it is published. We encourage you to review this policy periodically to stay informed about how we protect your personal data.
