Man with Van Hanworth Privacy Policy
This Privacy Policy explains how Man with Van Hanworth collects, uses, stores, and protects personal data relating to our customers and prospective customers in the Hanworth area. It is intended to comply with the UK General Data Protection Regulation and the Data Protection Act 2018. By using our services, you acknowledge that you have read and understood this Privacy Policy.
Scope of this Privacy Policy
This Privacy Policy applies to all Man with Van Hanworth customers and prospective customers located in the Hanworth area who interact with us, whether by telephone, in writing, online, or in person, and who engage or consider engaging our moving and transportation services.
Data Controller
For the purposes of data protection law, Man with Van Hanworth is the data controller in respect of the personal data we collect and process about you. This means we decide how and why your personal data is processed in connection with our services.
Personal Data We Collect
We only collect personal data that is necessary for the provision and administration of our services. The types of personal data we may collect include:
Identification data: name, title, and any reference numbers assigned to your bookings.
Contact details: postal addresses, collection and delivery addresses, and any other service locations you provide to us.
Service information: details of your requested move or transport, such as dates, times, size and nature of items to be transported, access information for properties, and any specific instructions you provide.
Communication records: information contained in messages or correspondence you send to us, including notes of telephone calls and any feedback or complaints.
Billing and payment information: invoice details, payment records, and any information necessary to process and confirm your payments, excluding full payment card details where these are processed directly by a secure payment provider.
Technical usage data: limited technical data that may be collected when you interact with our online presence, such as approximate location, device type, and basic log information, for security, analytics, and service improvement purposes.
How We Collect Your Data
We collect personal data directly from you when you contact us to request a quote, make a booking, or ask a question. This may be by telephone, online forms, written correspondence, or in person. We may also receive personal data about you from third parties when they are acting on your behalf, such as another person arranging a move for you, or from publicly available sources where appropriate for business verification or fraud prevention.
Lawful Basis for Processing
We rely on the following lawful bases under data protection law to process your personal data:
Performance of a contract: we process your personal data where it is necessary to enter into or perform a contract with you, such as arranging and carrying out moving or transportation services, issuing invoices, and communicating with you about your booking.
Compliance with legal obligations: we process personal data where necessary to comply with our legal and regulatory obligations, such as record keeping, accounting, and responding to lawful requests from authorities.
Legitimate interests: we process personal data where it is necessary for our legitimate business interests, provided your interests and fundamental rights do not override those interests. This may include improving our services, managing our relationship with you, ensuring the security of our operations, and handling queries, feedback, or claims.
Consent: in limited circumstances, we may rely on your consent, for example for certain types of optional communications or where no other lawful basis applies. Where we rely on consent, you can withdraw your consent at any time, and we will explain how you can do so when obtaining it.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide quotes, confirm availability, and manage bookings for our man and van services.
To plan and carry out moves and transportation, including coordinating schedules, routes, and access to properties.
To communicate with you about your enquiries, bookings, changes, cancellations, and after-service support.
To issue invoices, process payments, and maintain financial and tax records.
To respond to feedback, queries, and complaints, and to handle disputes or insurance-related matters.
To improve our services, monitor performance, and maintain the safety and security of our operations.
To comply with applicable laws, regulations, and lawful requests.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with trusted third parties where necessary and lawful, including:
Service providers acting as data processors, who supply us with services such as secure data hosting, payment processing, accounting support, or customer management systems. These providers are only permitted to process your personal data on our instructions and must protect it in accordance with data protection law and our contractual terms.
Professional advisers, such as accountants, legal advisers, or insurers, where necessary for business administration, legal compliance, or the establishment, exercise, or defence of legal claims.
Relevant authorities or regulators, where we are required to share data to comply with law, to protect your vital interests, or to protect our rights or the rights of others.
Any third party involved in business restructuring, where permitted by law, provided that appropriate safeguards are in place to protect your personal data.
International Data Transfers
If it becomes necessary to transfer your personal data outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent protections required under data protection law. We will only do so where it is necessary and proportionate for the purposes described in this Privacy Policy.
Data Retention
We retain your personal data only for as long as necessary for the purposes for which it was collected, including the fulfilment of our contractual obligations, compliance with legal and accounting requirements, and the resolution of disputes. In general, we retain booking and invoice records for a period required by applicable tax and accounting laws. Communication records, quotes, and service information may be kept for a reasonable period to manage our relationship with you and to handle any follow-up queries or claims. When personal data is no longer needed, we take reasonable steps to delete or anonymise it securely.
Data Security
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 personnel and service providers who need it for legitimate business purposes, using secure storage and transmission methods where appropriate, and maintaining procedures to deal with potential data incidents. While we strive to protect your information, no method of transmission or storage can be guaranteed as completely secure.
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 include:
Right of access: you have the right to request confirmation as to whether we process your personal data and to obtain a copy of that data, along with certain information about how it is used.
Right to rectification: you can ask us to correct inaccurate personal data or complete information that is incomplete.
Right to erasure: in certain circumstances, you may request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected and there is no lawful reason for us to retain it.
Right to restriction of processing: you can request that we restrict the processing of your personal data in specific situations, such as while we verify its accuracy or consider an objection you have raised.
Right to object: you may object to our processing of your personal data where we rely on legitimate interests as our lawful basis, particularly where the processing relates to direct marketing.
Right to data portability: where processing is based on your consent or on a contract and is carried out by automated means, you may request that we provide your personal data in a structured, commonly used, machine-readable format, or transfer it to another controller where technically feasible.
Where we rely on consent to process your data, you have the right to withdraw your consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.
Exercising Your Rights
If you wish to exercise any of your data protection rights, or if you have questions or concerns about this Privacy Policy or how we handle your personal data, you can contact us using the contact details provided on our website or through the usual communication channels you use to arrange services with us. We will respond to your request in accordance with applicable data protection laws and may ask you to provide information to verify your identity before acting on your request.
Right to Complain
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your data protection rights have been infringed. We encourage you to contact us first so that we can try to resolve any concerns directly with you.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or for other operational reasons. Any updated version will apply to all Man with Van Hanworth customers in the Hanworth area from the date it is made available. You should review this Privacy Policy periodically to stay informed about how we handle your personal data.
