Man with Van Harlington Privacy Policy
This Privacy Policy explains how Man with Van Harlington collects, uses, stores, and protects your personal data when you use our services. It applies to all Man with Van Harlington customers in our operating area, including individuals and businesses who contact us, request quotes, make bookings, or otherwise interact with our services.
We are committed to processing your personal data in accordance with the UK General Data Protection Regulation and all applicable data protection laws. This Privacy Policy is intended to provide clear and transparent information about our data practices.
Personal Data We Collect
We may collect and process the following categories of personal data when you use our services or contact us:
Identification details, such as your full name and, where applicable, business name and contact person details.
Contact details, such as your postal address, collection and delivery addresses, and any alternative contact addresses you provide.
Communication data, such as the contents of enquiries, quotes, booking confirmations, feedback, and any other correspondence you send to us.
Service and booking details, such as the date and time of your booking, the type of items to be moved, access details, special instructions, and service preferences.
Payment-related information, such as payment confirmations and transaction details. We do not store full card details when payment is processed through a secure third party.
Technical and usage information, which may include information about how you access our website or digital platforms, such as device type, browser type, and basic usage data, where this is collected via cookies or similar technologies.
How We Collect Your Data
We collect personal data directly from you when you contact us to request information, a quote, or a booking; when you provide details required to perform a removal or delivery; when you communicate with us by phone, in writing, or via digital channels; and when you provide feedback or make a complaint.
We may also receive limited personal data indirectly where another person makes a booking on your behalf or provides your details as an alternative contact.
Lawful Bases for Processing
We process your personal data on one or more of the following lawful bases:
Contract: We process your data where it is necessary to enter into or perform a contract with you, for example to provide removal or transport services, arrange bookings, and handle payments.
Legal obligation: We may process personal data where necessary to comply with legal or regulatory requirements, such as tax, accounting, or record-keeping obligations.
Legitimate interests: We may process personal data where it is necessary for our legitimate interests, provided these are not overridden by your rights and freedoms. These interests include managing and improving our services, responding to enquiries and complaints, protecting our business and customers against fraud or misuse, and maintaining accurate administrative records.
Consent: In limited cases, we may rely on your consent, for example for certain types of optional communications or where consent is required by law. Where processing is based on consent, you can withdraw your consent at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide and manage our man with a van services, including quotes, bookings, route planning, and delivery of items.
To communicate with you about your enquiry, quote, booking, or any changes to our services.
To process and confirm payments, issue invoices and receipts, and maintain accurate financial records.
To manage customer accounts, including resolving disputes, handling complaints, and providing aftercare.
To improve and develop our services, operations, and customer experience, including reviewing feedback and analysing service performance.
To protect our business, staff, and customers, including the prevention and detection of fraud or misuse of our services.
To comply with our legal and regulatory responsibilities.
Data Processors and Third Parties
We may share your personal data with carefully selected third parties who act as data processors on our behalf. These processors may include:
Payment service providers that securely process payments for our services.
IT and hosting providers that support our website, booking systems, and data storage.
Administrative and professional service providers such as accountants and system support services who assist us with our business operations.
These processors are only permitted to process your personal data in accordance with our instructions, for specified purposes, and must implement appropriate technical and organisational measures to protect your data.
We may also share personal data with third parties where required by law, for example with law enforcement authorities or regulatory bodies, or where it is necessary to establish, exercise, or defend legal claims.
Data Retention
We retain personal data only for as long as reasonably necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying legal, accounting, or reporting requirements.
In general, we keep customer and booking records for a period that allows us to manage ongoing relationships, respond to queries about past services, and comply with tax and accounting obligations. After the relevant retention periods expire, personal data is securely deleted or anonymised so that it can no longer be associated with you.
The exact retention period may vary depending on the nature of the data and our legal obligations, but we review our retention practices regularly to ensure they remain appropriate.
International Transfers
Our primary data storage is intended to be within the United Kingdom or the European Economic Area. If it becomes necessary to transfer personal data outside these regions, we will ensure that appropriate safeguards are in place to protect your data, such as transferring to countries with adequate data protection laws or using standard contractual clauses or equivalent protection measures.
How We Protect Your Data
We take the security of your personal data seriously. We implement appropriate technical and organisational measures designed to protect personal data against unauthorised access, accidental loss, destruction, or damage. These measures may include restricted access controls, secure storage, and appropriate procedures for handling data.
While we take reasonable steps to protect your data, no transmission of information via the internet or other communication channels can be guaranteed as completely secure. You are responsible for taking reasonable precautions to protect your own personal information when communicating with us.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all Man with Van Harlington customers in our operating area, subject to certain legal limitations and exemptions. Your rights include:
Right of access: You have the right to request confirmation of whether we process your personal data and to request a copy of the personal data we hold about you.
Right to rectification: You have the right to request that inaccurate or incomplete personal data is corrected or updated.
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: You may request that we restrict the processing of your personal data in certain situations, such as where you contest the accuracy of the data or object to processing.
Right to data portability: In some cases, you may request to receive your personal data in a structured, commonly used, and machine-readable format and to have that data transmitted to another controller where technically feasible.
Right to object: You have the right to object to the processing of your personal data where we rely on legitimate interests as the lawful basis, particularly in relation to direct marketing or profiling.
Right to withdraw consent: Where we process your personal data based on your consent, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.
If you wish to exercise any of these rights, we may need to verify your identity before responding to your request to protect your privacy and security.
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 best practice. Any changes will be effective when the updated version is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we process your personal data.
