Privacy Policy - Man And Van Uxbridge

This Privacy Policy explains how Man And Van Uxbridge collects, uses, stores, shares, and protects personal data in connection with our moving, transport, and man and van services. It applies to all Man And Van Uxbridge customers in the area, including prospective customers, private individuals, households, landlords, tenants, and business clients who use or enquire about our services. We are committed to processing personal data in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Man And Van Uxbridge provides local and regional moving services, collection and delivery assistance, loading and unloading support, and related transport services. In order to provide these services, we may need to collect and use personal information about customers, recipients, and other individuals connected with a booking. We act as a data controller for the personal data we process for our own business purposes.

2. Personal Data We Collect

We collect only the information that is necessary for the purposes described in this policy. Depending on the service requested, the information may include:

Identity details such as name and, where needed, business name
Contact details such as telephone number, email address, and service address
Booking information including moving dates, item descriptions, property access notes, and service requirements
Payment and billing details needed to process transactions and issue invoices
Communication records such as messages, call notes, and service queries
Identification or verification information where necessary for fraud prevention, insurance, or contractual reasons
Special instructions relevant to the safe delivery, handling, or storage of items

We generally do not seek to collect special category personal data. If such information is inadvertently provided, we will only process it where a valid legal basis exists and where it is necessary for the service or for compliance with legal obligations.

3. How We Use Personal Data

We use personal data to manage bookings, deliver services, communicate with customers, handle enquiries, issue invoices, maintain records, improve service quality, and comply with legal requirements. In particular, we may use your data to:

confirm and administer bookings
plan routes, timings, and vehicle allocation
contact customers about service updates or changes
process payments and refunds
handle customer service matters, complaints, and claims
maintain internal records and business accounts
support insurance, risk management, and legal compliance

We will only use your personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for another compatible purpose. If we need to use personal data for an unrelated purpose, we will explain the lawful basis and, where required, seek consent.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Man And Van Uxbridge relies on one or more of the following bases:

Contract

Most processing is necessary to enter into or perform a contract with you. This includes taking bookings, arranging the service, communicating about the job, and handling payment.

Legal obligation

We may process personal data where necessary to comply with legal obligations, such as tax, accounting, insurance, record-keeping, and lawful requests from public authorities.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided your interests and fundamental rights do not override those interests. This may include managing customer relationships, preventing fraud, improving our services, and protecting our business and staff. We consider and balance these interests carefully.

Consent

In limited situations, we may rely on your consent, for example where it is appropriate to send optional marketing communications or to process information in a way that requires permission. Where we rely on consent, you may withdraw it at any time.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties that assist us in operating our business and delivering our services. These parties act as processors when they process data on our behalf, and they are required to keep it secure and use it only according to our instructions. Processors may include:

payment service providers
accounting and invoicing providers
IT and cloud storage providers
customer communication systems
insurance and claims handling services
website or booking platform providers, where relevant

We may also share data with other organisations where necessary to fulfil a service request, such as property managers, landlords, subcontracted drivers, or delivery recipients. In limited cases, we may disclose information to legal advisers, regulators, law enforcement, courts, or insurers when required or permitted by law.

We do not sell personal data. Any sharing of personal information is limited to what is necessary, proportionate, and supported by appropriate safeguards.

6. International Transfers

Where any processor or service provider stores or accesses personal data outside the United Kingdom, we will ensure appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms. We take reasonable steps to ensure that personal data remains protected to an equivalent standard.

7. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including the need to satisfy legal, accounting, and insurance obligations. Retention periods may vary depending on the type of data and the nature of the service. For example, booking and billing records may be kept for a longer period than general enquiries.

When determining retention periods, we consider:

the amount, nature, and sensitivity of the data
the risk of harm from unauthorised use or disclosure
the purposes of processing
legal, tax, and regulatory requirements

When personal data is no longer required, we will delete it securely or anonymise it so it can no longer be linked to an individual.

8. Security of Your Information

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful management of systems and records. While no system can be guaranteed to be completely secure, we take data security seriously and review our safeguards regularly.

9. Your Data Protection Rights

As a data subject, you have rights under the UK GDPR in relation to the personal data we hold about you. Subject to legal limits and applicable exemptions, these rights may include:

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 restriction - to ask us 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 receive certain information in a structured, commonly used format
Right to withdraw consent - where processing is based on consent, to withdraw it at any time

We may need to verify your identity before responding to a rights request. We will respond within the time limits required by law unless the request is particularly complex or numerous.

10. Marketing Communications

If we send any marketing communications, we will do so only where allowed by law. You may opt out of marketing at any time. Stopping marketing messages will not affect service-related communications that are necessary for a booking, invoice, or legal purpose.

11. Automated Decision-Making

We do not use personal data to make decisions based solely on automated processing that produce legal or similarly significant effects. If this position changes, we will update this policy and provide the relevant information required by law.

12. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children except where it is incidental and necessary for providing a service requested by an adult, such as delivery to a family household. Where such data is processed, we do so carefully and only to the extent necessary.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data practices. Any revised version will apply from the date it is published. We encourage customers to review this policy periodically so they remain informed about how their personal data is handled.

14. Contact and Complaints

If you have questions about this policy, wish to exercise your rights, or want to raise a concern about how your data has been handled, you may contact the person responsible for data protection within our business using the appropriate communication channels provided at the time of service.

You also have the right to lodge a complaint with the Information Commissioner’s Office if you are unhappy with how we process your personal data. We would appreciate the opportunity to address your concerns first, but this does not affect your statutory rights.

By using the services of Man And Van Uxbridge, you acknowledge that your personal data may be processed in accordance with this Privacy Policy.