Man with Van Shepherds Bush Privacy Policy

This Privacy Policy explains how Man with Van Shepherds Bush collects, uses, stores, and protects personal data of customers and prospective customers in the Shepherds Bush area. It is designed to comply with the UK General Data Protection Regulation and related data protection laws. This policy applies to all services provided by Man with Van Shepherds Bush to individuals and businesses within the Shepherds Bush area.

Who We Are

Man with Van Shepherds Bush is a local moving and transport service operating in the Shepherds Bush area. In relation to the personal data that we collect and process about you, we act as the data controller. This means we determine the purposes and means of processing your personal information.

Personal Data We Collect

We collect and process only the personal data that is necessary to provide our services, manage our relationship with you, and meet our legal obligations. The types of personal data we may collect include:

Identification and contact details such as your name, address, service address, and general location details within the Shepherds Bush area.

Booking and service information such as requested dates and times, collection and delivery addresses, property access details that you share, and a general description of items to be moved.

Communication records such as information you provide when you contact us to request a quote, make a booking, raise a query, or give feedback, including any information contained in emails or messages you send to us.

Payment and billing information such as records of payments made and amounts due. We do not store full payment card details; where card payments are used, these are processed by secure third party payment processors.

Technical and usage information where applicable, such as basic device or browser details and information about how you access or interact with our online booking or enquiry forms, if used.

How We Collect Your Data

We collect personal data directly from you when you request a quote, make a booking, contact us by phone or online, or otherwise communicate with us about our services. We may also collect limited information from third parties where necessary, for example where a business books our services on your behalf and provides your contact details for coordination.

Lawful Basis for Processing

We process your personal data only when we have a lawful basis under data protection law. The main lawful bases we rely on are:

Performance of a contract. We use your data to provide moving and transport services that you have requested, including taking bookings, arranging schedules, carrying out the move, and handling payments.

Legitimate interests. We use your data to manage our business, respond to your enquiries, improve our services, manage risk and security, handle complaints, and maintain appropriate records. We always balance our legitimate interests against your rights and freedoms.

Legal obligations. We process your data where necessary to comply with legal and regulatory requirements, such as tax, accounting, or insurance obligations, and to respond to lawful requests from authorities.

Consent. In limited situations, such as where we send certain types of marketing communications that are not based on legitimate interests, we may rely on your consent. 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 our services, including arranging and completing moves, coordinating with you on timings, access, and specific requirements, and managing any follow up queries.

To manage bookings and customer accounts, including confirming bookings, rescheduling where necessary, issuing invoices, processing payments, and maintaining service records.

To communicate with you, including responding to enquiries, providing customer support, sending confirmations and updates about your booking, and contacting you if there are issues affecting your service.

To improve and develop our services, including analysing feedback, addressing recurring issues, and reviewing service quality within the Shepherds Bush area.

To meet legal and regulatory requirements, including maintaining necessary business and financial records and cooperating with law enforcement or regulatory authorities when we are legally required to do so.

Data Sharing and Processors

We do not sell your personal data to third parties. We may share your data with trusted third party service providers who act as data processors on our behalf. These processors only process your data according to our instructions and are required to keep your data secure and confidential.

Examples of data processors we may use include payment processing providers for handling card or online payments, IT and hosting providers who support our systems, and professional advisers such as accountants for financial and tax purposes.

Where we use data processors, we have contracts in place to ensure they protect your information and process it only for the purposes we specify. We will only share the minimum amount of data required for these services.

Data Retention

We keep your personal data only for as long as necessary for the purposes described in this Privacy Policy and to meet our legal and regulatory obligations.

Customer records including booking details and associated contact information are generally kept for a period that allows us to handle any follow up queries, disputes, or claims related to the service provided and to comply with tax and accounting requirements.

Communication records are retained for a reasonable period to enable us to manage our relationship with you, improve our services, and address any concerns or complaints.

When personal data is no longer needed, we will securely delete it or anonymise it so that it can no longer be linked to an identifiable individual.

Data Security

We take appropriate technical and organisational measures to protect your personal data from unauthorised access, accidental loss, destruction, or damage. These measures may include restricted access to personal data, secure storage, appropriate training for staff handling personal data, and the use of secure systems for storing electronic records.

While we take reasonable steps to protect your information, no system can be completely secure. We therefore cannot guarantee absolute security of your data, but we are committed to responding promptly and appropriately to any suspected data breach.

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 customers and individuals whose data we process in the Shepherds Bush area, subject to certain legal limitations and conditions.

Right of access. You can request confirmation that we process your personal data and obtain a copy of the personal information we hold about you.

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 ask us to 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 to continue processing.

Right to restriction of processing. You can request that we limit the way we use your personal data in specific situations, such as while we are verifying the accuracy of information or considering an objection you have raised.

Right to object. You can object to our processing of your personal data where we rely on legitimate interests as our lawful basis. We will stop 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. In certain circumstances, you can request that we provide the personal data you have given us in a structured, commonly used, machine readable format, or ask us to transfer it to another organisation where this is technically feasible.

Right to withdraw consent. Where we rely on your consent to process your data, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

International Transfers

Where any of our service providers or systems involve the transfer of personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place. These may include using countries that have been recognised as providing an adequate level of data protection or putting in place standard contractual clauses or equivalent protections to safeguard your data.

Policy Scope and Updates

This Privacy Policy applies to all Man with Van Shepherds Bush customers and prospective customers within the Shepherds Bush area. It covers data collected through enquiries, quotes, bookings, and the provision of our moving and transport services.

We may update this Privacy Policy from time to time to reflect changes in our services, changes in law, or for other operational reasons. Any updates will take effect from the date they are published. We encourage you to review this policy periodically to stay informed about how we handle your personal data.