Privacy Policy
Man with Van Northolt Privacy Policy
This Privacy Policy explains how Man with Van Northolt collects, uses, stores, and protects personal data relating to our removal, transport, and associated services. It applies to all Man with Van Northolt customers in the Northolt area and anyone who contacts us about our services, whether by phone, online, or in person.
Man with Van Northolt is committed to complying with the United Kingdom General Data Protection Regulation and all applicable data protection laws. We only process personal data where we have a clear lawful basis and we handle your information in a fair, transparent, and secure manner.
Data Controller
For the purposes of data protection laws, Man with Van Northolt is the data controller for the personal data that we collect and process in connection with our services in the Northolt area. This means we are responsible for deciding how and why your personal data is used and for ensuring that your data is handled in accordance with this Privacy Policy.
Scope of this Privacy Policy
This Privacy Policy applies to all Man with Van Northolt customers and prospective customers located in the Northolt area. It covers data collected when you request a quotation, make a booking, use our removal or man and van services, visit our website, or otherwise communicate with us in relation to our services.
Personal Data We Collect
We may collect and process the following types of personal data about you, depending on how you interact with us and which services you use:
Identification and contact details: This may include your name, address for collection and delivery, billing address, contact telephone numbers, and any contact details you choose to provide to arrange and complete your move.
Service and booking information: This includes details about the services you request, property access information relevant to the move, dates and times of bookings, inventory information you choose to share, and any specific instructions you provide to allow us to carry out the service safely and effectively.
Payment and transaction information: We may process information about payments you make for our services, such as amounts paid, payment method, and transaction references. We do not store full payment card details if payments are processed through third party payment providers.
Communication data: We may keep records of your communications with us, including enquiries, complaints, feedback, and any other information you provide in your correspondence with our team.
Technical and usage data: If you visit our website or digital services, we may collect limited technical information such as your IP address, approximate location derived from your IP address, device and browser type, and information about how you use our site. This may be collected through cookies or similar technologies where permitted.
How We Collect Your Data
We collect personal data directly from you when you contact us, request a quote, make a booking, use our services, or communicate with us by phone, online forms, or other channels. We may also receive limited data from third parties where required to provide our services, such as estate agents or referring partners, always in accordance with data protection laws.
Lawful Basis for Processing
We will only process your personal data where we have a lawful basis under data protection law. Depending on the circumstances, we rely on the following lawful bases:
Contract: We process your personal data where it is necessary to enter into or perform a contract with you. This includes providing quotations, confirming and managing bookings, carrying out your move, and handling payments.
Legitimate interests: We may process data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This may include managing and improving our services, responding to enquiries, maintaining records, and protecting our business from fraud or misuse.
Legal obligation: We may process your personal data where necessary to comply with our legal obligations, such as accounting and tax requirements or responding to lawful requests from government authorities.
Consent: In limited circumstances, we may seek your consent to process certain data, for example for optional marketing communications. Where we rely on consent, you have the right to withdraw that consent at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide our services: This includes administering quotations and bookings, planning and performing removals, arranging collection and delivery addresses, coordinating staff and vehicles, and communicating with you about your booking.
To manage our relationship with you: We use your data to respond to your queries, handle feedback and complaints, issue invoices and receipts, and maintain accurate records of the services provided.
To improve our services: We may use aggregated and anonymised data to monitor performance, improve our operations, train staff, and enhance customer experience.
To comply with legal and regulatory obligations: We retain and may disclose certain information where required by law, regulatory authorities, or in connection with legal claims.
To protect our business: We may use data to help detect and prevent fraud, misuse of our services, or threats to the safety of our staff and customers.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with selected third parties only where necessary and in accordance with this Privacy Policy.
Service providers and processors: We may use trusted third party companies to support our operations, such as IT service providers, website hosting providers, payment processors, and administrative support services. These third parties act as data processors and are only permitted to process your personal data on our instructions and for specified purposes. They are required to keep your data secure and confidential.
Professional advisers: We may share data with professional advisers such as accountants, legal advisers, or insurers where necessary for legitimate business purposes and compliance with legal obligations.
Authorities and legal recipients: We may disclose personal data where required to do so by law, or where necessary to establish, exercise, or defend legal claims.
Where we use data processors, we ensure appropriate data processing agreements are in place, requiring them to protect your data and process it only in accordance with our instructions and applicable law.
International Transfers
We aim to keep your personal data within the United Kingdom or the European Economic Area where possible. If we ever need to transfer personal data to a country outside these areas, we will ensure that appropriate safeguards are in place, such as using standard contractual clauses or transferring only to countries that have been recognised as providing an adequate level of data protection.
Data Retention
We keep your personal data only for as long as it is reasonably necessary for the purposes set out in this Privacy Policy and to meet any legal, regulatory, tax, or accounting requirements.
In general, we retain customer records, booking details, and related financial information for a period consistent with applicable limitation and retention periods for accounting and legal claims. Communication records and enquiry details may be kept for a shorter period where ongoing retention is not necessary.
When we no longer need your personal data, we will securely delete it or anonymise it so that it can no longer be used to identify you.
Data Security
We take appropriate technical and organisational measures to protect your personal data from unauthorised access, accidental loss, alteration, or disclosure. These measures include limiting access to personal data to staff and service providers who need it to perform their duties and ensuring that they are subject to confidentiality obligations.
While we take reasonable precautions, no system can be completely secure. We continually review and enhance our security measures to protect your information.
Your Data Protection Rights
Under data protection law, you have certain rights in relation to your personal data. These rights apply to all Man with Van Northolt customers in the Northolt area and may be subject to legal conditions and exemptions. Your rights include:
Right of access: You have the right to request confirmation of whether we process your personal data and to obtain a copy of the personal data we hold about you.
Right to rectification: You have the right to request correction of any inaccurate or incomplete personal data we hold about you.
Right to erasure: In certain circumstances, you may request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected and we have no legal obligation to retain it.
Right to restriction of processing: You may request that we restrict the processing of your personal data in certain situations, such as while we are verifying the accuracy of your data or considering an objection you have raised.
Right to object: You have the right to object to the processing of your personal data where we rely on legitimate interests as our lawful basis and you believe your rights override those interests.
Right to data portability: In some cases, you may request that we provide your personal data in a structured, commonly used, and machine readable format so that it can be transferred to another service provider where technically feasible.
Right to withdraw consent: Where processing is based on your consent, you have the right to withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before you withdrew your consent.
If you wish to exercise any of these rights, we may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data.
Children
Our services are directed at adults who are able to enter into contracts for removal and transport services. We do not knowingly collect personal data relating to children for marketing or other non essential purposes.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or how we process personal data. Any substantial changes will be indicated by updating the date of the latest version and, where appropriate, notifying you through our usual communication channels.
Your continued use of our services after any changes to this Privacy Policy will be taken as your acknowledgement of the updated terms.
Contact and Complaints
If you have any questions about this Privacy Policy, how we handle your personal data, or if you wish to exercise your data protection rights, you can contact us using the usual contact details for Man with Van Northolt that you use for bookings and enquiries.
You also have the right to lodge a complaint with the relevant data protection authority if you believe that your rights have been infringed. We would, however, appreciate the opportunity to address your concerns directly before you contact an authority, so please consider contacting us first.
