Privacy Policy

Man With a Van White City Privacy Policy

This Privacy Policy explains how Man With a Van White City collects, uses, stores, and protects personal data relating to customers and prospective customers in the White City area. It is intended to be compliant with the UK General Data Protection Regulation and related data protection laws. By using our services, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all Man With a Van White City customers and prospective customers in the White City area who contact us, request a quote, make a booking, or use our man and van, moving, or related services. It also applies to individuals who interact with us on behalf of a business or organisation, such as landlords, estate agents, or commercial clients, where we process personal data relating to an identifiable individual.

Types of Personal Data We Collect

We only collect personal data that is relevant and necessary for providing our services and running our business. The personal data we may collect includes:

Identification and contact details such as name, address, service addresses, contact preferences, and other basic contact information.

Booking and service information such as details of the move or transport job, collection and delivery addresses, property access details, dates and times of service, and any specific instructions related to the service.

Billing and payment details such as information required to issue invoices and confirm payment status. We do not store full payment card details; where card payments are used, these may be processed securely by a third-party payment processor acting as our data processor or as an independent controller, depending on the arrangement.

Communication records such as emails, messages, quotes, and service notes provided in the course of enquiries, bookings, and after-service follow-up communications.

Technical usage data where applicable such as basic technical information related to the use of our website or online forms, including dates and times of visits and basic diagnostic information. We seek to minimise personal data collected through technical means where possible.

How We Collect Personal Data

We may collect personal data directly from you when you contact us, request a quote, make a booking, use our services, or otherwise communicate with us. This includes information you provide by phone, in writing, through online forms, or in person.

We may also receive personal data from third parties who are arranging services on your behalf, such as letting agents, employers, or family members. In such cases, we take reasonable steps to ensure you are informed that we are processing your data and that you have access to this Privacy Policy.

Lawful Bases for Processing Personal Data

We rely on one or more of the following lawful bases under the applicable data protection laws to process your personal data:

Contractual necessity. We process personal data to take steps at your request before entering into a contract and to perform our contract with you. This includes providing quotes, arranging bookings, delivering man and van services, handling payments, and managing any issues that arise in connection with the service.

Legitimate interests. We process personal data where it is necessary for our legitimate business interests and where these interests are not overridden by your rights and freedoms. This may include managing our business operations, maintaining and improving the quality of our services, keeping appropriate business records, and handling enquiries and potential disputes.

Legal obligations. We may process personal data where necessary to comply with legal duties, such as tax and accounting obligations and responding to requests from regulatory authorities where we are legally required to do so.

Consent. In limited circumstances, we may rely on your consent, for example for certain types of direct marketing. Where we rely on consent, you can withdraw it at any time, and we will explain how to do so at the point we seek your consent.

How We Use Personal Data

We use personal data for the following main purposes:

To provide and manage our man and van and moving services, including handling enquiries, preparing quotations, taking bookings, planning and delivering services, and providing customer support before, during, and after the service.

To communicate with you, including confirming bookings, sending service updates, handling rescheduling or cancellations, answering your questions, and responding to feedback or complaints.

To manage payments and accounts, including issuing invoices, processing payments via third-party processors, and maintaining financial records as required by law.

To operate, protect, and improve our business, including maintaining internal records, analysing service performance, training staff, and managing risk and security.

To comply with legal and regulatory obligations, including dealing with tax, insurance, and record-keeping requirements and handling any legal claims.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with third parties only where it is lawful and necessary. These parties include:

Service providers acting as data processors who provide services to us such as payment processing, accounting support, secure data storage, and technical support. These service providers are only allowed to process personal data on our documented instructions and must protect it appropriately.

Professional advisers including accountants, insurers, and legal advisers where this is necessary for managing our business, obtaining professional advice, or handling legal claims.

Authorities and regulators where we are legally required or permitted to do so, for example for tax or regulatory purposes or in relation to legal proceedings.

In all cases where we use processors, we take reasonable steps to ensure appropriate contractual safeguards are in place to protect your personal data in accordance with data protection laws.

International Transfers

Our services are primarily provided to customers in the White City area, and we aim to keep personal data within the United Kingdom or other jurisdictions that offer an adequate level of data protection. If it becomes necessary to transfer personal data to a country without an adequacy decision, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or other lawful transfer mechanisms, and we will take reasonable steps to protect your rights and interests.

Data Retention

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

In general, we retain records related to bookings and services for a period that allows us to respond to queries, manage potential disputes, and comply with tax and accounting obligations. After this period, we either securely delete the data or anonymise it so that it can no longer be linked to an identifiable individual.

The exact retention period may vary depending on the type of data and our legal obligations. We periodically review the personal data we hold and securely dispose of any data that is no longer required.

Security of Personal Data

We take reasonable technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include limiting access to personal data to those who need it for their role, using appropriate physical and digital safeguards, and ensuring that our processors implement suitable security measures.

No method of transmission or storage is completely secure, but we continuously review and improve our security measures to reduce risks and protect your information.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions. These rights include:

Right of access. You can request confirmation of whether we process your personal data and obtain a copy of that data, along with certain information about how it is used.

Right to rectification. You can ask us to correct or complete any inaccurate or incomplete personal data we hold about you.

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 there is no other lawful basis for processing.

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

Right to object. You can object to processing based on our legitimate interests, including direct marketing. We will stop such processing unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms or where processing is necessary for legal claims.

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

If you wish to exercise any of these rights, please contact us using the contact details provided through our usual communication channels. We may need to verify your identity before responding to your request and will respond within the timeframes required by law.

Complaints

If you have concerns about how we handle your personal data, we encourage you to contact us in the first instance so we can address your concerns directly. You also have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom 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, business practices, or legal requirements. Any updates will apply from the date they are published. We recommend that you review this Privacy Policy periodically to stay informed about how we protect your personal data.