Man and Van Uxbridge Privacy Policy

This Privacy Policy explains how Man and Van Uxbridge collects, uses, stores and shares personal data when you use our services. It applies to all Man and Van Uxbridge customers and prospective customers within Uxbridge and the surrounding area, as well as visitors to our online channels. We are committed to protecting your privacy and processing personal data in accordance with the UK General Data Protection Regulation and applicable data protection laws.

Who We Are and Scope of This Policy

Man and Van Uxbridge is a removals and transportation service provider operating in Uxbridge and nearby areas. For the purposes of data protection law, we are the data controller in relation to the personal data described in this Privacy Policy. This Privacy Policy covers all personal data we process in connection with enquiries, bookings, service delivery, payments and customer communications across all channels.

Types of Personal Data We Collect

We may collect and process the following categories of personal data about you:

Identification and contact details, such as your name, address, service locations, and any other contact information you choose to provide when you contact us or make a booking.

Service and booking information, such as details of the move or transport job, property access details, dates and times, inventory notes, special instructions, and correspondence relating to your booking.

Payment and transaction data, such as details relating to the price, payment method, invoices, refunds and records of payments. Where we use third party payment processors, they may process your card or bank details on our behalf.

Technical and usage data, such as information about how you interact with our website or online content, including basic device and browsing information, where this is collected via cookies or similar technologies in line with applicable law.

Communication records, such as emails, online messages, or notes of phone conversations relating to enquiries, quotations, bookings, feedback or complaints.

How We Collect Your Data

We collect personal data directly from you when you contact us for an enquiry or quote, when you confirm a booking, when we provide services to you, and when you communicate with us for any reason. We may also receive personal data from third parties where it is necessary for us to provide our services, such as referrals from partner businesses or platforms that you have chosen to use to request our services.

Lawful Bases for Processing

We only process your personal data where we have a lawful basis under data protection law. Depending on the context, the lawful bases we rely on are:

Contract. We process personal data as necessary to enter into and perform our contract with you, for example to provide quotations, manage bookings, deliver moving services, process payments and communicate with you about your service.

Legitimate interests. We process personal data as necessary for our legitimate business interests, provided that such interests are not overridden by your rights and freedoms. This includes managing and improving our services, keeping records of past jobs, handling enquiries and complaints, and promoting our services to existing or prospective customers where permitted.

Legal obligation. We process personal data where necessary to comply with our legal obligations, for example in relation to tax, accounting and record keeping requirements, or to respond to lawful requests from public authorities.

Consent. In limited cases, we may rely on your consent, for example for certain types of marketing communications or non-essential cookies. Where we rely on consent, you are free to withdraw it at any time.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide you with quotations, respond to enquiries and manage potential bookings.

To confirm and manage bookings, plan routes and resources, and provide man and van services at the agreed locations and times.

To process payments, issue invoices, manage accounts and pursue any outstanding amounts.

To communicate with you about your booking, including confirmations, updates, service issues and follow up information.

To manage our relationship with you, including handling feedback, complaints and disputes.

To maintain internal records for administrative, operational and business planning purposes.

To comply with legal obligations and cooperate with regulators and public authorities where required by law.

To protect our business, staff, customers and property, including fraud prevention and the establishment, exercise or defence of legal claims.

Data Retention

We keep personal data only for as long as is reasonably necessary for the purposes for which it was collected, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. In determining appropriate retention periods, we take into account the nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure, the purposes for which we process it, and whether those purposes can be achieved by other means.

Customer and booking records are typically retained for a period that allows us to respond to queries about past services, resolve disputes and comply with statutory retention obligations for business records. After the applicable retention period expires, personal data is securely deleted or anonymised so that it can no longer be associated with you.

Sharing Your Personal Data and Use of Processors

We do not sell your personal data. We may share personal data with trusted third parties where necessary for the operation of our business and the provision of our services, including:

Service providers and subcontractors who help us deliver moving and transport services, such as additional drivers, porters or partner companies, where they need access to relevant information such as your address and job details.

IT and administrative service providers who support our business operations, such as hosting, communication and payment processing services. These companies act as data processors and are only permitted to process your personal data in accordance with our instructions and applicable law.

Professional advisers including accountants, insurers or legal advisers, where this is necessary for our legitimate interests and to comply with our legal obligations.

Public authorities or law enforcement bodies, where we are legally required to do so or where disclosure is necessary to protect our rights, your rights or the rights of others.

Where we use processors to handle personal data on our behalf, we ensure that appropriate contracts and safeguards are in place to protect your information.

International Transfers

Our services are primarily provided within Uxbridge and the surrounding area. If any transfer of your personal data outside the United Kingdom or European Economic Area becomes necessary, we will ensure that appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses or other lawful mechanisms required under data protection law.

How We Protect Your Data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures may include access controls, secure storage, encryption or pseudonymisation where appropriate, staff training and regular review of our security practices. While we take reasonable steps to safeguard your data, no system can be completely secure and we cannot guarantee absolute security of information transmitted to or by us.

Your Data Protection Rights

Under data protection law, you have various rights in relation to your personal data, subject to certain conditions and exemptions:

The right of access. You have the right to request confirmation of whether we process your personal data and to obtain a copy of that data, together with certain information about how we use it.

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

The right to erasure. In certain circumstances, you may request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected and we have no other lawful basis to retain it.

The right to restriction of processing. You may ask us to restrict the processing of your personal data in certain situations, such as while we consider a request to rectify or erase it.

The right to data portability. Where we process your personal data based on your consent or a contract and by automated means, you may have the right to receive that data in a structured, commonly used and machine readable format or request that we transmit it to another controller, where technically feasible.

The right to object. You may object to processing carried out on the basis of our legitimate interests, including any direct marketing activities. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms or the processing is required for legal claims.

The right to withdraw consent. Where we rely on your consent, you may withdraw it at any time, without affecting the lawfulness of processing based on consent before its withdrawal.

You also have the right to lodge a complaint with a data protection supervisory authority if you believe that your data protection rights have been infringed.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or the services we provide. Any changes will take effect when the updated Privacy Policy is made available through our usual communication channels. We encourage you to review this Privacy Policy periodically to stay informed about how we process your personal data.