Privacy Policy - Man With Van Hillingdon

Man With Van Hillingdon is committed to protecting the privacy of all customers in the Hillingdon area. This Privacy Policy explains how personal data is collected, used, stored, shared, and protected when you use our moving and transport services. It applies to all Man With Van Hillingdon customers in the area, including individuals and businesses who request quotations, book services, communicate with us, or otherwise engage with our operations.

1. Who We Are

For the purposes of applicable data protection laws, Man With Van Hillingdon acts as the data controller for the personal data we collect and process in connection with our services. This means we determine the purposes and means of processing your information. We are committed to handling personal data in a lawful, fair, and transparent manner, with appropriate technical and organisational safeguards.

2. Personal Data We Collect

We collect only the information necessary to provide our services effectively, manage our business, and comply with legal obligations. The types of data we may collect include:

Identity details such as your name, title, and any company or business name provided.
Contact details such as telephone number, email address, and address information.
Service information including move dates, collection and delivery addresses, property access details, item lists, and special handling requirements.
Payment and billing details where necessary to process invoices, payments, and account records.
Communication records including emails, messages, telephone notes, and booking correspondence.
Technical data such as basic device or usage information if collected through digital systems used for security, maintenance, or service administration.
Records of complaints or feedback that you provide about our services.

We do not intentionally collect special category data unless it is necessary and you choose to provide it. If such data is shared with us, we will only process it where a lawful basis exists and additional safeguards are in place.

3. How We Use Personal Data

We use personal data to operate our business and deliver a reliable moving service. This includes:

Providing quotations and confirming bookings;
Planning routes, scheduling jobs, and managing service delivery;
Contacting customers about appointments, changes, or service updates;
Processing invoices, payments, and bookkeeping records;
Handling customer queries, complaints, and after-service support;
Maintaining operational records and service history;
Meeting legal, tax, and regulatory obligations;
Protecting our staff, customers, property, and business interests;
Improving our services, administration, and customer experience.

We will only use your data for the purposes for which it was collected, unless we reasonably consider that another compatible purpose applies or we are legally required to do otherwise.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the activity, we rely on one or more of the following bases:

Performance of a Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes managing quotations, bookings, transport arrangements, and payment processing for services requested by customers.

Legitimate Interests

We may process data where it is necessary for our legitimate interests and where those interests are not overridden by your rights and freedoms. Examples include service administration, maintaining records, preventing fraud, improving operations, and handling basic customer communications. We always consider the impact of such processing and limit it to what is reasonably necessary.

Legal Obligation

We may need to process and retain certain information to comply with legal duties, including tax, accounting, insurance, and regulatory requirements.

Consent

In limited situations, we may rely on your consent, for example where optional marketing activity is carried out or where you voluntarily provide information that requires consent-based processing. Where consent is used, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties where necessary to operate our business and provide services. These third parties act as data processors or independent controllers depending on the relationship and purpose. Processors may include:

Payment service providers for handling card or electronic payments;
Accounting and bookkeeping providers for financial record management;
IT and cloud storage providers for secure data hosting, communication systems, and business software;
Customer management or booking platforms used for scheduling and service administration;
Professional advisers such as insurers, lawyers, or accountants where required;
Regulatory, tax, or law enforcement bodies when disclosure is required by law.

Where processors are used, we ensure that they are subject to appropriate data processing terms and only process personal data on our instructions, with suitable confidentiality and security obligations in place. We do not sell your personal data.

6. International Transfers

If any processor stores or accesses personal data outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are applied. These may include adequacy decisions, standard contractual clauses, or other lawful transfer mechanisms designed to protect your information to an equivalent standard.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, and operational requirements. Retention periods depend on the type of data and the purpose of processing.

Customer booking and service records are typically retained for the period needed to manage the service and resolve any disputes.
Financial and tax records are retained in line with legal and accounting requirements.
Complaints, claims, and correspondence may be retained for a reasonable period after the service to protect legal interests and support business records.

When personal data is no longer required, it is securely deleted, anonymised, or archived in line with our retention practices.

8. Data Security

We use appropriate safeguards to protect personal data against unauthorised access, alteration, disclosure, loss, or destruction. These measures may include access controls, secure storage, password protection, staff confidentiality obligations, and limited access to data on a need-to-know basis. While no system can be guaranteed completely secure, we take reasonable and proportionate steps to protect the information we hold.

9. Your Rights

Depending on your location and the applicable law, you may have the following rights in relation to your personal data:

Right of access – to request a copy of the personal data we hold about you;
Right to rectification – to ask us to correct inaccurate or incomplete information;
Right to erasure – to request deletion of your data in certain circumstances;
Right to restrict processing – to limit how we use your data in certain situations;
Right to object – to object to processing based on legitimate interests or direct marketing;
Right to data portability – to request a copy of certain data in a structured format;
Right to withdraw consent – where processing is based on consent;
Right to complain – to the relevant data protection authority if you believe your rights have been infringed.

We will respond to valid requests in accordance with applicable law. Before acting on a request, we may need to verify your identity to protect your information.

10. Marketing Preferences

If we ever send optional promotional communications, we will do so only where permitted by law. You can opt out of marketing at any time. Where you object to marketing, we will stop using your information for that purpose. Service-related messages, such as booking confirmations or changes to your move, are not marketing and may still be sent where necessary.

11. Children’s Data

Our services are intended for adults arranging moving or transport services. We do not knowingly collect personal data from children unless it is provided incidentally by an adult customer as part of a service arrangement. If we become aware that we have collected children’s data without a valid reason, we will take appropriate steps to delete it.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or service operations. Any revised version will apply from the date it is made available. We encourage customers to review this policy periodically to stay informed about how their data is handled.

13. Summary of Our Commitment

Man With Van Hillingdon respects your privacy and is committed to using personal data only where necessary, lawful, and proportionate. We collect limited information, rely on clear lawful bases, use trusted processors, retain data only for as long as needed, and uphold your rights under data protection law. This policy applies to all Man With Van Hillingdon customers in the area and is designed to ensure that your information is handled with care, transparency, and accountability.