Privacy Policy - Man With Van Greenford

This Privacy Policy explains how Man With Van Greenford collects, uses, stores, shares, and protects personal data relating to customers and prospective customers. It applies to all Man With Van Greenford customers in the Greenford area and to anyone who contacts us for moving, transport, or related services. We are committed to handling personal information in a lawful, fair, and transparent manner, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Greenford provides van hire and moving support services for domestic and commercial customers. In the context of data protection law, we act as the data controller for personal information collected and used in connection with our services. This means we decide why and how your data is processed.

2. Information We Collect

We only collect personal data that is relevant and necessary for providing our services, managing bookings, and meeting legal obligations. The types of information we may collect include:

Identity details such as your name and title.
Contact details such as phone number, email address, and service address.
Booking information such as moving date, collection and delivery locations, and service preferences.
Payment-related data such as billing details and transaction records, where applicable.
Property and move details such as access restrictions, inventory notes, and special handling requirements.
Communication records including enquiries, messages, and service-related correspondence.
Technical data such as limited website or device information if you use digital channels to contact us.

We do not intentionally collect special category data unless you provide it to us and it is necessary for a particular service or legal requirement. Special category data includes information about health, religion, ethnicity, or similar sensitive matters. If such information is ever shared with us, we treat it with additional care and only process it where permitted by law.

3. How We Use Your Data

We use personal data for the following purposes:

To respond to enquiries and provide quotes.
To manage bookings and deliver moving services.
To communicate about scheduling, access, changes, or service updates.
To process payments and maintain accounting records.
To meet legal, tax, insurance, and regulatory obligations.
To handle complaints, claims, or disputes.
To improve service quality, planning, and operational efficiency.

We will only use your data for the purpose for which it was collected, unless we reasonably believe we need to use it for another compatible purpose and that use is permitted by law.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. Man With Van Greenford relies on the following lawful bases depending on the situation:

4.1 Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing a quote, confirming a booking, carrying out a move, or handling payment and service administration.

4.2 Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your interests and rights do not override those interests. This may include service management, internal record-keeping, fraud prevention, quality assurance, and responding to operational issues. We consider and balance any potential impact on your privacy before relying on this basis.

4.3 Legal Obligation

We may process your information where required to comply with a legal obligation, such as tax, accounting, insurance, or regulatory requirements.

4.4 Consent

In limited cases, we may rely on your consent, for example where specific optional processing is involved. Where consent is used, you can withdraw it at any time. Withdrawal of consent will not affect processing carried out before the withdrawal.

5. Data Sharing and Processors

We may share personal data with trusted third parties who act as processors or independent controllers, but only when necessary and appropriate. Processors process data on our behalf and under our instructions. Examples may include:

Payment service providers who handle card or electronic payments.
Accounting and bookkeeping providers who support financial records and compliance.
IT and cloud service providers who store or secure business information.
Communication providers who help deliver email, messaging, or phone-related services.
Insurance, legal, or claims support services where required for legitimate business or legal reasons.

We require processors to protect your personal data through appropriate technical and organisational measures and to use it only for the agreed purpose. We do not sell personal data. If information is shared with any third party acting as an independent controller, we do so only when necessary, lawful, and proportionate.

6. International Transfers

If personal data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place as required by data protection law. These may include adequacy regulations, standard contractual clauses, or equivalent lawful transfer mechanisms. We take steps to ensure transferred data remains protected to a standard consistent with UK GDPR.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting obligations. Retention periods vary depending on the type of data and the reason for processing. In general:

Booking and service records may be retained for a reasonable period after completion of the service.
Financial and tax records may be retained for the period required by law.
Complaint or dispute records may be retained for as long as needed to resolve the matter and defend legal claims.
General correspondence may be deleted or anonymised when it is no longer required.

When personal data is no longer needed, it is securely deleted, anonymised, or archived in line with our retention practices. We review retention periods periodically to ensure they remain appropriate.

8. Data Security

We use reasonable and appropriate safeguards to protect personal data from unauthorised access, loss, misuse, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality duties, and careful oversight of third-party service providers. While no system is completely risk-free, we work to keep your information safe and to minimise any potential data protection risk.

9. Your Rights

Depending on the circumstances and legal conditions, you have the following rights under data protection law:

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 data.
Right to erasure – to request deletion of your data in certain situations.
Right to restriction – to ask us to limit how we use your data in certain circumstances.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to raise concerns with the UK Information Commissioner’s Office if you believe your data has been handled unlawfully. Exercising your rights will not usually involve a charge, although requests that are manifestly unfounded or excessive may be refused or subject to a reasonable fee, in line with the law.

10. Children’s Data

Our services are generally directed to adults. We do not knowingly collect personal data from children unless it is necessary in connection with a service request and provided by an adult customer or authorised representative. If we become aware that we have collected data inappropriately, we will take steps to delete or correct it where required.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, business practices, or service arrangements. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers in the Greenford area to review this policy periodically so they remain informed about how their data is handled.

12. Summary of Our Commitment

Man With Van Greenford is committed to respecting your privacy and using personal data responsibly. We collect only the information needed to provide moving services, rely on lawful bases for all processing, keep data only for as long as necessary, and work with trusted processors under appropriate safeguards. We aim to be clear, fair, and compliant in every stage of our data handling.