Man With a Van Ealing Privacy Policy

This Privacy Policy explains how Man With a Van Ealing collects, uses, stores and protects personal data relating to customers and potential customers in the Ealing area. It also describes your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Man With a Van Ealing customers in the area, including individuals and businesses who contact us, request a quote, or use our services.

Who We Are and Scope of This Policy

Man With a Van Ealing is a local transport and moving service provider operating in the Ealing area. In this Privacy Policy, references to we, us and our refer to Man With a Van Ealing as the data controller, meaning we decide how and why your personal data is processed.

This Privacy Policy applies to personal data collected from all customers and prospective customers in the Ealing area, whether communicated in person, by phone, via online forms, or through any other communication method that we make available.

Types of Personal Data We Collect

We only collect personal data that is necessary for the delivery and administration of our services. The types of data we may collect include:

Identification and contact details: name, address, service addresses for collection and delivery, and basic contact details such as general communication channels you provide to us.

Service and booking information: preferred dates and times for moves, details about the items to be moved, property access details you choose to share, parking information, and any special service instructions.

Payment and transaction data: limited payment-related information required to process your payments, such as transaction dates and amounts paid. We do not store full card details when third-party payment providers are used.

Communication records: information you provide when you contact us with questions, feedback, complaints, or quote requests, as well as notes related to our communications with you and your service history.

Technical and usage data: basic technical information collected when you use any online forms we operate, such as date and time of your enquiry and information needed to ensure the security of our systems.

How We Collect Your Personal Data

We may collect personal data in the following ways:

Direct interactions: when you contact us to request a quote, make a booking, amend an existing booking, or communicate with us for any reason.

Service delivery: when we visit your property to carry out services, we may record relevant information about access, parking arrangements, and details necessary for safe and efficient completion of the move.

Third parties: in limited cases, we may receive personal data from third parties, for example where a business, letting agent, or family member books a service on your behalf and provides your details for the purposes of carrying out that service.

Lawful Bases for Processing

We process your personal data only where we have a lawful basis under data protection laws. Depending on the context, this may include:

Contract: we process your personal data where it is necessary to enter into and perform a contract with you, such as providing quotes, confirming bookings, coordinating your move, and handling payments.

Legal obligation: we may process certain data where we are required to do so by law, for example for tax or accounting purposes.

Legitimate interests: we may process personal data where it is necessary for our legitimate interests, provided these are not outweighed by your rights and freedoms. This can include managing and improving our services, responding to enquiries, ensuring the security of our operations, and keeping basic records of interactions with customers in the Ealing area.

Consent: where required by law, we will rely on your consent for specific activities. You are free to withdraw your consent at any time, although this will not affect the lawfulness of processing based on consent before it was withdrawn.

How We Use Your Personal Data

We may use your personal data for the following purposes:

To provide quotes for our services and to respond to your queries and requests.

To set up, manage, and complete your bookings, including planning routes, scheduling staff, and coordinating collection and delivery addresses.

To process payments and maintain accurate financial and service records.

To communicate with you regarding your bookings, changes to services, or important updates related to your move.

To handle customer service, including managing complaints, disputes, and feedback.

To comply with legal, regulatory, and accounting obligations applicable within the United Kingdom.

To protect our business, employees, and customers, including fraud prevention, security, and safeguarding legitimate operational interests.

Data Sharing and Processors

We may share your personal data with trusted third parties when this is necessary for the purposes set out in this Privacy Policy. Such third parties may include:

Service providers who act as data processors and who provide operational support services, such as payment processing, secure data storage, route planning tools, or administrative services. These providers are only permitted to process your personal data on our documented instructions and are required to keep it secure and confidential.

Professional advisers, such as accountants or legal advisers, where reasonably necessary to comply with our legal and regulatory obligations or to protect our legal interests.

Public authorities, regulators, or law enforcement agencies, where we are legally required to share data or where sharing is necessary to protect the rights, property, or safety of our customers, employees, or others.

We do not sell or rent your personal data to third parties. Where we use data processors, we ensure appropriate contractual and technical safeguards are in place to protect your information.

International Transfers

Our services are focused on customers in the Ealing area and generally your personal data is processed and stored within the United Kingdom or in locations that provide an adequate level of data protection. If, in limited circumstances, your data is transferred outside the UK or European Economic Area, we will ensure appropriate safeguards are used, such as standard contractual clauses or equivalent protections required by data protection law.

Data Retention

We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet any legal, accounting, or reporting requirements.

In practice, this means that we typically retain:

Service and booking records for a defined period after your move to handle any queries, complaints, or potential legal claims, and for legitimate business record-keeping.

Financial records, including invoices and transaction information, for the time required under applicable tax and accounting laws.

Communication records, such as messages and service queries, for a reasonable period aligned with our operational needs and any applicable limitation periods.

When personal data is no longer required for these purposes, we will securely delete or anonymise it so that it can no longer be associated with you.

How We Protect Your Data

We take appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing, accidental loss, destruction, or damage. These measures may include access controls, secure storage solutions, staff training, and procedures to deal with any suspected personal data breach. While we strive to protect your information, no system can be completely secure, and we cannot guarantee absolute security of data transmitted to or by us.

Your Data Protection Rights

Under data protection laws, you have several rights in relation to your personal data. These rights apply to all Man With a Van Ealing customers in the area, subject to legal limitations and exemptions. They include:

Right of access: you can request confirmation of whether we hold personal data about you and obtain a copy of that data, along with information about how we use it.

Right to rectification: you can ask us to correct or complete personal data that is inaccurate or incomplete.

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, or where you withdraw consent and no other legal basis for processing applies.

Right to restriction of processing: you may request that we restrict the processing of your personal data in specific situations, such as while we are verifying its accuracy or assessing an objection you have raised.

Right to object: you can object to processing based on our legitimate interests where you believe your rights and interests outweigh our grounds for processing. We will stop processing your data unless we can demonstrate compelling legitimate grounds or need to process it for legal claims.

Right to data portability: where processing is based on consent or contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used format and to request that it be transmitted to another controller where technically feasible.

Right to withdraw consent: when we rely on consent as the legal basis for processing, you can withdraw that consent at any time. This will not affect the lawfulness of processing by us before your withdrawal.

If you wish to exercise any of these rights, you should contact us using the contact details you have for Man With a Van Ealing. We may need to verify your identity before responding to your request.

Complaints and Supervisory Authority

If you have concerns about how we handle your personal data, we encourage you to contact us in the first instance so that we can address your concerns. You also have the right to lodge a complaint with the UK data protection supervisory authority, the Information Commissioners Office, if you believe 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 services, legal requirements, or data protection practices. The most recent version will always apply to the personal data we hold about you. We recommend that customers in the Ealing area review this Privacy Policy periodically to stay informed about how we protect and use personal data.