Privacy Policy

Man With a Van Shepherds Bush Privacy Policy

This Privacy Policy explains how Man With a Van Shepherds Bush collects, uses, stores, and protects personal data relating to its customers and prospective customers in the Shepherds Bush area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act, and how you can exercise those rights.

This Privacy Policy applies to all services provided by Man With a Van Shepherds Bush and to all customers and prospective customers located in or booking services within the Shepherds Bush area.

Who we are and scope of this policy

Man With a Van Shepherds Bush is a local removals and transport service business providing man and van, moving, and related services in the Shepherds Bush area. For the purposes of data protection law, Man With a Van Shepherds Bush acts as the controller of the personal data described in this policy. This means we determine why and how your personal data is processed.

By contacting us, requesting a quote, or using our services, you acknowledge that you have read this Privacy Policy. We may update this policy from time to time to reflect changes in our practices or legal obligations, and the latest version will apply to your personal data.

Personal data we collect

We collect and process different types of personal data in order to provide our services, manage our business, and comply with legal requirements. The categories of personal data we may collect include:

Identification and contact details, such as your full name, home or business address, collection and delivery addresses, and other address details you provide; and any contact preferences you communicate to us.

Booking and service information, such as requested service dates and times, type of move, inventory details or descriptions of items to be moved, access information for properties, parking details, special instructions, and any correspondence relating to your booking.

Payment and transaction data, such as details necessary to process your payment, records of payments made for services, invoices, and information required for accounting and tax purposes. We do not store full payment card details if a third party payment processor is used.

Communications data, such as records of your enquiries, emails, messages, and any feedback or complaints you provide to us, along with our responses.

Technical and usage data, where applicable, such as information about how you access our online content or platforms, including basic device and browser information or log information, to the extent that it is personal data and is necessary for security or service improvement.

How we collect your personal data

We may collect personal data about you through the following methods:

Direct interactions when you contact us by phone, online forms, messaging services, or in person to request information, ask for a quote, or book a service. We also collect personal data when you provide instructions, feedback, or other communications.

During the provision of services when we attend your property or collection and delivery locations and you give us further details needed to complete the job, such as access instructions, contact persons, or additional addresses.

From third parties where you have authorised another person to act on your behalf, for example an agent, landlord, office manager, or family member who books a service for you or provides your details to arrange a move.

Lawful bases for processing your data

We only process your personal data where we have a lawful basis to do so under data protection law. Depending on the specific processing activity, we rely on the following lawful bases:

Contract: We process your personal data where it is necessary to enter into a contract with you or to perform a contract for services, including providing quotes, managing bookings, carrying out removals and transport services, issuing invoices, and handling payments.

Legal obligation: We process personal data where necessary to comply with legal and regulatory obligations, such as accounting, tax, and record keeping requirements, as well as obligations related to insurance or the handling of complaints and disputes.

Legitimate interests: We may process your personal data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This may include managing and improving our services, protecting the security of our systems and property, preventing fraud or misuse, and maintaining appropriate records of our customer relationships.

Consent: In limited circumstances, we may rely on your consent, for example where we wish to send certain types of optional marketing communications. Where we rely on consent, you have the right to withdraw your consent at any time.

How we use your personal data

We use the personal data we collect for the following purposes:

To provide and manage our services including responding to enquiries, providing quotes, confirming and managing bookings, planning routes and resources for each job, carrying out moves and deliveries, and handling follow-up communications.

To manage payments and accounts including issuing invoices, collecting and processing payments, managing deposits or balances due, and maintaining accounting and financial records.

To communicate with you including sending booking confirmations, updates about your service, reminders, and responding to questions, feedback, or complaints.

To improve and manage our business including reviewing service performance, staff training, reviewing customer feedback, and improving our processes, safety, and efficiency.

To comply with legal and regulatory requirements including tax, accounting, insurance, and any obligations relating to disputes, claims, or law enforcement requests where applicable and lawful.

Data sharing and processors

We may share your personal data with trusted third parties where necessary for the purposes set out in this Privacy Policy and where we have an appropriate legal basis and safeguards in place. These third parties may include:

Service providers acting as processors who provide operational, technical, or administrative services to us, such as payment processing, accounting, IT support, communication platforms, or secure data storage. These providers are only permitted to process your personal data on our instructions and are required to protect it.

Professional advisers such as accountants, insurers, or legal advisers, to the extent necessary for them to provide services to us in connection with our business operations or in relation to claims, audits, or legal proceedings.

Authorities and regulators where we are legally required or permitted to do so, for example for tax reporting, in response to lawful requests by public authorities, or to comply with legal obligations.

We do not sell your personal data. Any sharing of data is limited to what is necessary and proportionate for the relevant purpose.

Data retention

We retain your personal data only for as long as is necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements. Retention periods are determined based on the type of data, the nature of our relationship with you, and our legal obligations.

For typical customer records, we generally retain booking, invoice, and basic contact information for a number of years after the end of our relationship to comply with tax and accounting rules and to manage any potential disputes. Communications and service-related information may be retained for similar periods for record keeping and audit purposes.

When personal data is no longer required for the purposes for which it was collected and we are not required by law to keep it, we will securely delete or anonymise it so that it can no longer be associated with you.

International transfers

Where we use service providers or systems that may involve the transfer of personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect your data in accordance with data protection law. This may include using standard contractual clauses or ensuring that a valid adequacy decision applies.

How we protect your personal data

We take appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures include limiting access to personal data to those staff and service providers who need it for their role, using secure systems where appropriate, and maintaining procedures to handle any suspected personal data breaches.

While we take reasonable steps to protect your personal data, no system can be guaranteed to be completely secure. We encourage you to contact us promptly if you suspect any misuse of your personal data in connection with our services.

Your data protection rights

Under data protection law, you have several rights in relation to the personal data we hold about you. These rights may be subject to certain conditions and legal limitations. Your rights include:

The right of access to obtain confirmation of whether we process your personal data and to receive a copy of the personal data we hold about you, together with certain information about how it is processed.

The right to rectification to request that inaccurate or incomplete personal data is corrected or updated.

The right to erasure, in certain circumstances, to request that your personal data is deleted where there is no good reason for us to continue processing it.

The right to restrict processing, in certain circumstances, to request that the use of your personal data is suspended while accuracy or other issues are considered.

The right to object, in certain circumstances, to our processing of your personal data, including where we rely on legitimate interests as our lawful basis. You also have the right to object to direct marketing at any time.

The right to data portability, in certain circumstances, to receive your personal data in a structured, commonly used, and machine readable format and to have that data transmitted to another controller where technically feasible.

Where we rely on consent, you have the right to withdraw your consent at any time. This will not affect the lawfulness of any processing carried out before you withdrew consent.

Exercising your rights and complaints

If you wish to exercise any of your data protection rights or if you have any questions or concerns about this Privacy Policy or how we handle your personal data, you can contact us using the details you normally use to communicate with Man With a Van Shepherds Bush.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your data protection rights have been infringed. We would, however, appreciate the chance to address your concerns first and invite you to contact us in the first instance.

This Privacy Policy applies to all Man With a Van Shepherds Bush customers in the Shepherds Bush area and is intended to provide clear and transparent information about how we handle personal data in connection with our services.