Man with Van Hillingdon Privacy Policy
This Privacy Policy explains how Man with Van Hillingdon collects, uses, stores, and shares personal data when you use our services. It also describes your rights under the UK General Data Protection Regulation and related data protection laws. This Privacy Policy applies to all Man with Van Hillingdon customers in our service area, including anyone who makes an enquiry, books a service, or otherwise interacts with us as a customer or prospective customer.
Who We Are
Man with Van Hillingdon is a local moving and transport service provider operating within the Hillingdon area and surrounding locations. We act as the data controller for the personal data we collect and process about you in connection with the provision of our services.
Personal Data We Collect
We may collect and process the following categories of personal data about you:
Identification and contact details: name, address, service address, billing address, and location details related to a move or collection and delivery.
Communication details: information you provide when you contact us by phone, online form, or other communication channels, including the content of your messages and any feedback or complaints.
Booking and service information: details of your bookings, move dates and times, pickup and drop-off locations, inventory or item descriptions related to the move, and any special instructions.
Payment and transaction data: information necessary to process payments for services, such as transaction amounts, dates, and payment method details. We do not store full payment card details if payments are processed through a third-party payment processor.
Technical and usage data: limited technical information that may be collected when you visit our website, such as IP address, device and browser type, and basic usage data, for example pages visited and time spent on the site. This may be collected through cookies or similar technologies subject to your consent where required.
Marketing preferences: your preferences for receiving marketing communications from us and records of your consents or opt-outs.
How We Collect Your Data
We collect personal data directly from you when you request a quote, make a booking, contact us with queries, provide feedback, or otherwise communicate with us. We may also receive personal data indirectly if another person books a service on your behalf or provides your details as a contact person or delivery address.
Lawful Basis for Processing
We process your personal data only where we have a lawful basis to do so. Depending on the specific processing activity, the lawful basis may be:
Contract: We process personal data to take steps at your request before entering into a contract and to perform a contract for moving or transport services, including managing bookings, providing quotes, carrying out moves, and handling payments.
Legitimate interests: We process data where it is necessary for our legitimate interests and where such interests are not overridden by your rights and freedoms. This can include managing and improving our services, responding to queries and complaints, keeping records of transactions, securing our systems, and preventing fraud or misuse.
Legal obligation: We process data where we are required to do so by law, such as for tax, accounting, and record-keeping obligations.
Consent: Where required by law for certain activities, such as some types of electronic marketing or optional cookies, we rely on your consent. You can withdraw your consent at any time, without affecting the lawfulness of processing based on consent before it was withdrawn.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide our services: processing enquiries and quotes, confirming bookings, planning and performing moves, managing schedules, and communicating with you about your service.
To process payments and manage accounts: sending invoices or payment confirmations, handling payments, refunds, and resolving payment-related queries.
To communicate with you: responding to your questions, providing customer support, notifying you of changes to bookings or terms, and handling feedback or complaints.
To improve our services and operations: analysing how our services are used, monitoring service quality, and making improvements to our processes and communications.
To comply with legal and regulatory obligations: maintaining accounting records and other legally required documentation.
To send marketing communications: where permitted by law or with your consent, informing you about relevant services, offers, or updates. You may opt out at any time.
Data Sharing and Processors
We may share your personal data with trusted third parties where necessary for the purposes described in this Privacy Policy:
Service providers and processors: third parties that provide services to us, such as payment processors, IT and website hosting providers, communication tools, and administrative support. These parties act as data processors and only process your personal data on our documented instructions and for the purposes we specify.
Professional advisers: such as accountants and insurers, who may need access to limited personal data to provide their services.
Authorities and regulators: where required by law, we may disclose personal data to law enforcement, courts, regulatory bodies, or other public authorities.
We do not sell your personal data. Where we use processors, we ensure appropriate contractual and security safeguards are in place in line with data protection law.
International Transfers
Where any of our service providers process personal data outside the United Kingdom or European Economic Area, we will take steps to ensure that appropriate safeguards are in place. These may include the use of standard contractual clauses or ensuring that the destination country has been recognised as providing an adequate level of data protection.
Data Retention
We keep your personal data only for as long as necessary to fulfil the purposes we collected it for, including for satisfying any legal, accounting, or reporting requirements.
In general, we retain:
Booking and transaction records: for the duration of your relationship with us and for a period afterwards as required by tax and accounting laws, typically up to several years.
Communications and enquiries: for a period that allows us to respond to your request and maintain records in case of follow-up, disputes, or queries.
Marketing data: for as long as you remain subscribed or until you object or withdraw your consent, subject to periodic review and applicable legal requirements.
When personal data is no longer required, we will securely delete or anonymise it.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all Man with Van Hillingdon customers in our service area, subject to certain legal limitations and conditions:
Right of access: you can request confirmation that we process your personal data and obtain a copy of the data we hold about you.
Right to rectification: you can ask us to correct inaccurate or incomplete personal data concerning you.
Right to erasure: in certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected and we have no legal obligation to retain it.
Right to restriction of processing: you can ask us to restrict processing of your personal data in specific situations, such as while we verify its accuracy or consider an objection you have raised.
Right to object: you can object to processing based on our legitimate interests, including profiling, and we will stop processing your personal data unless we demonstrate compelling legitimate grounds that override your interests or for the establishment, exercise, or defence of legal claims. You have an absolute right to object to direct marketing at any time.
Right to data portability: where processing is based on consent or on a contract and carried out by automated means, you can request that we provide your personal data in a structured, commonly used, and machine-readable format, or that we transmit it to another controller where technically feasible.
Right to withdraw consent: where we rely on your consent, you can withdraw it at any time. This will not affect the lawfulness of processing carried out before withdrawal.
You also have the right to lodge a complaint with a data protection supervisory authority if you believe your rights have been infringed.
Security of Your Personal Data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures include restricting access to personal data to those who need it for legitimate business purposes and using appropriate safeguards for electronic records. While we take reasonable steps to secure your data, no system can be guaranteed as completely secure.
Updates to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or service offerings. The 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 handle your personal data.
