Privacy Policy - Man And Van Ruislip

Man And Van Ruislip is committed to protecting your privacy and handling your personal data in a lawful, fair, and transparent manner. This Privacy Policy explains how we collect, use, store, share, and protect personal information relating to all Man And Van Ruislip customers in the area. It also explains the rights you have under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

This Privacy Policy applies to personal data processed by Man And Van Ruislip in connection with removals, transport, delivery, collection, and related services. For the purpose of data protection law, we act as the data controller for the personal data we collect and use about our customers, prospective customers, and relevant service users.

2. Personal Data We Collect

We only collect personal data that is necessary for providing our services, managing our business, and meeting our legal obligations. The categories of information we may collect include:

Identity information: name, title, and, where needed, business name.
Contact information: address, email address, telephone number, and service location details.
Service information: details about the move, collection, delivery, dates, property access, item descriptions, and special handling requirements.
Payment information: billing details and payment records. We do not knowingly store more financial data than is necessary to complete a transaction and keep accounting records.
Communication records: messages, call notes, quotes, complaints, and any correspondence you send to us.
Technical data: basic website or device information if you interact with our digital services, such as IP address, browser type, and usage data where applicable.
Special category data: we do not intentionally collect sensitive personal data unless you choose to provide it, and only where it is necessary and lawful to do so.

We may also receive personal data from third parties, such as referral partners, property managers, or payment providers, where this is relevant to the service you have requested.

3. How We Use Your Data

We use personal data only for specific and legitimate purposes. These may include:

providing quotes and responding to enquiries;
arranging and delivering moving or transport services;
confirming bookings and managing service schedules;
processing payments and preventing fraud;
handling customer support, complaints, and service updates;
maintaining internal records, accounts, and business administration;
meeting legal, regulatory, tax, and insurance requirements;
improving our services, processes, and customer experience;
asserting, exercising, or defending legal claims.

We do not sell your personal data. Any use of your information is limited to the purposes described in this Policy or where we otherwise notify you.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing your personal data. Depending on the situation, we may rely on one or more of the following bases:

Contract

We process your information where it is necessary to enter into or perform a contract with you, such as providing a quote, arranging a booking, carrying out a move, or managing payment.

Legal Obligation

We may process data to comply with our legal duties, including accounting, tax, record-keeping, safety, and other regulatory requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. Examples include managing our operations, improving services, preventing misuse, and handling customer communications.

Consent

In some limited cases, we may rely on your consent, for example where we send optional marketing communications or process information in a way that requires consent. Where consent is used, you can withdraw it at any time.

Vital Interests

In rare circumstances, we may process information to protect someone’s vital interests, such as in an emergency involving health or safety.

5. Sharing Your Personal Data

We may share personal data with carefully selected processors and service providers who help us run our business and deliver our services. These parties act on our instructions and are only permitted to use your data for the agreed purposes. Typical processors and recipients may include:

Payment processors for handling card or online payments;
IT and cloud service providers for secure data storage and communication tools;
Accounting and bookkeeping providers for financial administration;
Customer management and booking systems used to organise services;
Professional advisers such as accountants, insurers, or legal advisers;
Subcontractors or operational partners involved in fulfilling the service you requested;
Public authorities where disclosure is required by law or necessary for legal claims.

We take reasonable steps to ensure that any third party handling personal data on our behalf has appropriate security measures and data protection obligations in place.

6. International Transfers

If any of our service providers store or process personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect your information. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms recognised under data protection law.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements. Retention periods depend on the type of information and the purpose of processing.

Customer and booking records: kept for as long as needed to complete the service and manage follow-up queries.
Financial and tax records: retained for the period required by law.
Correspondence and complaint records: retained for a reasonable period to manage service issues and legal risk.
Marketing preferences: retained until you withdraw consent or object, where applicable.

When personal data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our data handling practices. While no system can be guaranteed to be completely secure, we work hard to reduce the risk of unauthorised processing.

9. Your Rights

As a data subject under UK GDPR, you have a number of rights regarding your personal data. These rights may be subject to exemptions or limitations in certain circumstances. Your rights include:

Right of access: you can request a copy of the personal data we hold about you.
Right to rectification: you can ask us to correct inaccurate or incomplete information.
Right to erasure: you can ask us to delete your data in certain circumstances.
Right to restriction: you can request that we limit how we use your data in certain situations.
Right to data portability: you can ask for certain data to be provided in a structured, commonly used format.
Right to object: you can object to processing based on legitimate interests or direct marketing.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will review your request in line with applicable law and respond within the required timeframes. We may need to verify your identity before acting on your request.

10. Children’s Data

Our services are intended for adults and business or household customers arranging removals or transport. We do not knowingly collect personal data from children unless it is incidentally provided in the course of a service and only where necessary and lawful.

11. Cookies and Similar Technologies

If we use cookies or similar technologies, they may be used to support website functionality, improve performance, and understand general usage patterns. Where required, we will provide appropriate notice and obtain consent for non-essential cookies. You can manage cookie preferences through your browser or device settings.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or services. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this Policy periodically so they remain informed about how their data is handled.

13. How to Raise a Concern

If you have concerns about how we use your personal data, you should contact us through the usual service channels so that we can review and address your concern. You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed.

14. Summary of Our Commitment

Man And Van Ruislip respects the privacy of every customer and handles personal data with care, accountability, and transparency. We collect only what is necessary, process data on a lawful basis, keep it secure, retain it for appropriate periods, and use trusted processors where needed. This Privacy Policy applies to all Man And Van Ruislip customers in area and is designed to protect your information while enabling us to provide reliable moving and transport services.