Privacy Policy
Man with Van Harlesden Privacy Policy
This Privacy Policy explains how Man with Van Harlesden collects, uses, stores, and protects personal data relating to its customers and prospective customers in the Harlesden area. It also explains your rights under applicable data protection law, including the UK General Data Protection Regulation and the Data Protection Act 2018.
This Privacy Policy applies to all Man with Van Harlesden customers and users of our services in the Harlesden area, including individuals and businesses who contact us, request a quote, make a booking, or otherwise interact with us.
Who We Are and Scope of This Policy
Man with Van Harlesden is a provider of transport and moving services in and around the Harlesden area. For the purposes of data protection law, we act as the data controller in relation to the personal data we collect and use about our customers, prospective customers, and other individuals who interact with us.
This Privacy Policy covers personal data collected through our communications with you, including by phone, online forms, messaging services, and any other method we may use to provide our services or respond to your enquiries.
Personal Data We Collect
We collect and process different categories of personal data depending on how you interact with us and what services you request. The personal data we may collect includes:
Identification and contact details such as your full name, address, service addresses for collection and delivery, and your preferred contact details such as telephone number or other messaging contact details you choose to provide.
Service and booking information such as details of the items to be moved, access information for properties, dates and times of moves, special instructions you provide to us, and records of communications with you concerning quotes, bookings, changes, and complaints.
Transaction and payment related information such as payment amounts, payment methods, and records of invoices and receipts. We do not store your full card details if you pay by card, although we may receive limited transaction information from our payment service providers.
Technical and usage information such as basic information about how you interact with our online contact forms or messages, including date, time, and content of enquiries. We do not seek to identify you through technical data unless it is necessary for security, fraud prevention, or legal reasons.
How We Collect Your Personal Data
We collect personal data directly from you when you contact us to request information, ask for a quote, make a booking, confirm or amend a booking, or provide feedback or complaints.
We may also collect personal data from third parties where this is necessary to provide our services. For example, a person arranging a move on your behalf may provide us with your name, address, and contact details so that we can perform the service. Where appropriate, we will inform you that we have received your details in this way.
Lawful Basis for Processing Your Data
We 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:
Performance of a contract. We process your personal data where it is necessary to enter into or perform a contract with you, such as when you request a quote, make a booking, or ask us to carry out moving services.
Legitimate interests. We process certain data where it is necessary for our legitimate business interests and these interests are not overridden by your rights and freedoms. This includes managing our customer relationships, improving our services, handling enquiries, and protecting our business from fraud or misuse.
Legal obligations. We may process personal data where it is necessary to comply with legal obligations, for example in relation to tax and accounting requirements or responding to lawful requests from public authorities.
Consent. In limited circumstances, we may rely on your consent, for example where we send you certain types of marketing communications. Where we rely on consent, you can withdraw it at any time.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To respond to enquiries and provide quotes for our services.
To manage and perform bookings, including planning routes, allocating vehicles and staff, and delivering your items safely.
To communicate with you about your booking, including confirmations, changes, and updates.
To issue invoices, process payments, and manage our accounts and records.
To handle feedback, resolve complaints, and provide customer support.
To improve our services, train our staff, and maintain service quality.
To protect our rights, property, and safety, and to detect and prevent fraud or misuse of our services.
To comply with legal and regulatory obligations that apply to our business.
Data Sharing and Processors
We may share your personal data with trusted third parties where necessary for the purposes set out in this Privacy Policy. These third parties act as data processors and only process personal data on our documented instructions. They are required to keep your data secure and to use it only for the agreed purposes.
Examples of such processors may include payment service providers, IT and hosting providers, communication and messaging platforms, and professional advisers such as accountants where access to limited data is required for compliance and accounting purposes.
We may also share personal data with third parties who act as independent data controllers, such as public authorities or law enforcement agencies, where we are legally required or permitted to do so.
We do not sell your personal data to third parties.
International Transfers
Where our service providers are located outside the United Kingdom or the European Economic Area, or use servers in other countries, your personal data may be transferred internationally. In such cases, we will ensure that appropriate safeguards are in place to protect your personal data, such as entering into data protection agreements that include standard contractual clauses or relying on other lawful transfer mechanisms permitted under data protection law.
Data Retention
We keep your personal data only for as long as is necessary to fulfil the purposes for which it was collected, including to meet any legal, accounting, or reporting requirements.
In general, we retain customer and booking records for a period that allows us to respond to queries about previous services, deal with potential disputes, and comply with tax and accounting rules. After the relevant retention periods expire, we will securely delete or anonymise your personal data so that it can no longer be linked to you.
How We Protect Your Data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures include limiting access to personal data to those staff and service providers who need it to perform their duties, using secure systems and processes, and regularly reviewing our security practices.
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 have the right to request confirmation of whether we process your personal data and to receive a copy of that data, together with certain additional information.
Right to rectification. You have the right to request that we correct any inaccurate or incomplete personal data we hold about you.
Right to erasure. In some circumstances, you have the right to 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. You may have the right to request that we 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 data portability. In certain circumstances, you have the right to receive your personal data in a structured, commonly used, and machine-readable format and to have that data transmitted to another controller where this is technically feasible.
Right to object. You may have the right to object to our processing of your personal data where we rely on legitimate interests as our lawful basis. You also have an absolute right to object to direct marketing.
Right to withdraw consent. Where we rely on your consent to process your personal data, you have the right to withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before consent was withdrawn.
Exercising Your Rights and Complaints
If you wish to exercise any of your data protection rights or have questions about how we handle your personal data, you can contact us using the contact details made available as part of our service information. We may need to verify your identity before responding to your request.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are concerned about how we process your personal data. We would, however, appreciate the chance to address your concerns directly before you contact the authority.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or the services we offer. Any changes will take effect when the updated Privacy Policy is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
