Privacy Policy - Man With Van Northolt

This Privacy Policy explains how Man With Van Northolt collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Man With Van Northolt customers in the area, including people who request quotations, make bookings, or otherwise use our moving and transport services. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Man With Van Northolt is the data controller for the personal data described in this policy. This means we decide how and why your personal data is processed when you use our services. We only collect information that is relevant and necessary for providing moving, delivery, and related services in a professional and secure way.

2. Information We Collect

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

Identity details, such as your name and title.
Contact details, such as phone number, email address, and service address.
Booking information, including dates, service type, vehicle requirements, and access details.
Payment-related information, where needed to process invoices or confirm transactions.
Communication records, such as messages, notes, and any service-related correspondence.
Property and move details, including items to be transported and special handling instructions.
Technical information, if you interact with us electronically, such as IP address or device data where applicable.

We do not intentionally collect special category data unless it is required for a specific service and you have provided it voluntarily or it is otherwise permitted by law. We ask that you avoid sharing unnecessary sensitive information unless it is directly relevant to your booking.

3. How We Use Your Data

We use personal data to provide and manage our services effectively. This includes:

responding to enquiries and providing quotations;
confirming bookings and arranging service delivery;
planning routes, staffing, and vehicle allocation;
communicating updates about appointments or changes;
issuing invoices and handling payment administration;
recording service history and resolving disputes;
meeting legal, regulatory, accounting, and tax obligations;
protecting our business, staff, and customers from fraud, misuse, or security risks.

We only use personal data for clear and legitimate business purposes. We do not sell your personal data.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the situation, we may rely on one or more of the following lawful bases:

Contract

We process your data when it is necessary to enter into or perform a contract with you. For example, we need your name, address, and booking details to carry out a move or delivery.

Legal Obligation

We may process certain information to comply with legal requirements, including accounting, tax, insurance, and record-keeping duties.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include service management, quality control, fraud prevention, and improving operational efficiency.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily provide optional information or agree to certain non-essential processing. Where consent is used, you may withdraw it at any time.

5. How We Share Personal Data

We may share personal data with trusted third parties when necessary for service delivery or legal compliance. These may include:

Payment and accounting providers who help manage invoices and financial records.
IT and storage providers that support secure data handling and record management.
Professional advisers, such as legal, tax, or insurance advisers, where required.
Subcontractors or operational partners involved in delivering a move or related service.
Public authorities, courts, or regulators where disclosure is required by law.

When we use third-party processors, they are only permitted to process personal data on our instructions and must protect it appropriately. We require processors to use suitable technical and organisational measures to keep your information secure.

6. International Transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other legally recognised protections. We take reasonable steps to ensure your data remains protected to a standard consistent with UK GDPR requirements.

7. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, or for as long as required by law. Retention periods may vary depending on the type of information and the reason for processing. In general:

booking and service records may be kept for operational and dispute-resolution purposes;
financial and accounting records are retained for the period required by tax and accounting law;
communication records may be kept for a reasonable time to manage customer service and complaints;
data that is no longer needed is securely deleted or anonymised.

We apply a storage limitation principle and review records periodically to ensure they are not kept longer than necessary.

8. Data Security

We use appropriate security measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality expectations, and restricted sharing of personal information. While no system can be guaranteed completely secure, we take reasonable and proportionate steps to safeguard the data we hold.

9. Your Rights

Under data protection law, you have a number of rights regarding your personal data. These rights may be subject to certain conditions or exceptions. They include:

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete data.
Right to erasure – in some cases, you can ask us to delete your data.
Right to restrict processing – you can ask us to limit how we use your data in certain circumstances.
Right to object – you can object to processing based on legitimate interests in some situations.
Right to data portability – you may request certain data in a structured, commonly used format.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the Information Commissioner’s Office if you believe your data protection rights have been infringed.

10. Children’s Data

Our services are intended for adults and business customers arranging transport or moving services. We do not knowingly collect personal data from children except where it is incidentally provided in the course of a household move and is necessary for the service. If we become aware that we have collected data inappropriately, we will take steps to delete it where appropriate.

11. Automated Decision-Making

We do not generally use automated decision-making or profiling in a way that produces legal or similarly significant effects. If this position changes in the future, we will update this policy and provide additional information where required.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service-related changes. Any updated version will apply from the date it is published or otherwise made available. We encourage customers to review this policy periodically so they remain informed about how we protect their data.

13. Summary of Our Commitment

Man With Van Northolt is committed to processing personal information responsibly, securely, and only for legitimate purposes connected to our services. We collect only what we need, use it on a lawful basis, share it carefully with trusted processors, and keep it only for as long as necessary. We respect your privacy rights and aim to handle your data in a way that is transparent, fair, and compliant with applicable data protection laws.