Privacy Policy

Man and Van Ruislip Privacy Policy

This Privacy Policy explains how Man and Van Ruislip collects, uses, stores, and protects personal data relating to customers and prospective customers in the Ruislip area and surrounding locations. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. By using our services or contacting us to request a quote, you acknowledge that you have read and understood this Privacy Policy.

Scope and Data Controller

This Privacy Policy applies to all Man and Van Ruislip customers and prospective customers in our service area, including individuals and businesses who contact us for quotations, bookings, or general enquiries. For the purposes of applicable data protection laws, Man and Van Ruislip is the data controller responsible for deciding how and why your personal data is processed.

Types of Personal Data We Collect

We may collect and process the following categories of personal data when you interact with Man and Van Ruislip or use our services:

Identification and contact details such as name, address, collection and delivery addresses, and general location information related to a move or delivery job.

Contact and communication details such as your preferred contact method and the content of communications you send to us, including enquiries, quotations, instructions, and feedback.

Booking and service details such as the date and time of a job, the nature of the items being moved, access details for properties, and any relevant special instructions that you choose to provide.

Payment and billing data such as payment confirmations, invoice details, and transaction history. We do not store full payment card details where payments are processed through a third party payment provider.

Technical and usage data such as basic information about how you contacted us, including the device or browser used, and any relevant log information where this is necessary for security or troubleshooting.

How We Collect Your Personal Data

We collect personal data from you directly when you contact us by phone, through online forms, through messaging services, or in person to request information, obtain a quotation, or book a service. We may also collect data when you provide feedback or make a complaint, or when you interact with our staff on the day of a job.

In some cases we may receive limited personal data about you from third parties. For example, where a third party books a move on your behalf, they may provide us with your name, address, and contact details to allow us to deliver the service.

Lawful Bases for Processing

Man and Van Ruislip will only process your personal data where we have a lawful basis under data protection law. Depending on the context, we rely on the following lawful bases:

Performance of a contract where processing is necessary to provide you with a quotation, confirm a booking, carry out a move or delivery, take payment, or otherwise fulfil our contractual obligations.

Compliance with legal obligations where processing is necessary for tax, accounting, record keeping, fraud prevention, or responding to lawful requests from public authorities.

Legitimate interests where processing is necessary for our legitimate business interests, provided your interests and fundamental rights do not override those interests. Examples include managing our relationship with you, improving our services, handling queries, and maintaining security.

Consent where we rely on your clear and informed consent for specific processing activities that are not covered by the bases above. Where we rely on consent, you may withdraw it at any time, and we will stop the relevant processing unless another lawful basis applies.

How We Use Your Personal Data

We use the personal data we collect for the following purposes:

To provide quotations, confirm availability, and manage bookings for man and van services.

To plan and carry out moves, deliveries, and related services, including coordinating collection and delivery addresses and any special requirements you have identified.

To communicate with you about your enquiry or booking, including sending confirmations, updates, and necessary service information.

To issue invoices, process payments through our chosen payment partners, and handle any billing queries or disputes.

To respond to questions, feedback, or complaints, and to improve the quality and safety of our services.

To maintain internal records for accounting, tax, and business administration purposes.

To protect our legitimate business interests, including the prevention and detection of fraud and the protection of our staff and property.

Data Sharing and Processors

We do not sell your personal data. We may share limited personal data with trusted third parties who act as data processors on our behalf. These include:

Payment processing providers that handle card or electronic payments securely.

IT and hosting service providers that support our systems, data storage, and communications.

Professional advisers such as accountants or legal advisers who assist us in fulfilling our legal and regulatory obligations.

Where third party service providers act as processors, they only process personal data under our instructions, for specified purposes, and are required to implement appropriate security measures.

We may also share personal data where required by law, for example with law enforcement or regulatory bodies, or in connection with legal proceedings or the exercise or defence of legal claims.

International Transfers

Our primary data storage and processing activities are intended to take place within the United Kingdom or the European Economic Area. If it becomes necessary to transfer personal data to a country outside of these regions, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent legal mechanisms, to protect your personal data in accordance with applicable data protection laws.

Data Retention

Man and Van Ruislip will retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements.

In general, we retain booking and invoice records for a period required by tax and accounting laws. Enquiry information and communications may be retained for a reasonable period to manage our relationship with you, respond to any follow-up questions, and improve our services.

When personal data is no longer required, we will delete it or anonymise it so that it can no longer be associated with an identifiable individual.

Data Security

We take appropriate technical and organisational measures to protect your personal data from unauthorised access, accidental loss, alteration, or disclosure. These measures may include access controls, secure storage, and staff training on data protection responsibilities.

While we take reasonable precautions to protect your personal data, no system can be completely secure. You should also take care to protect any information you share with us and to inform us promptly if you suspect any misuse of your personal data in connection with our services.

Your Data Protection Rights

Under data protection law, you have certain rights in relation to the personal data we hold about you. These rights may be subject to specific conditions and legal exemptions. They include:

The right of access to obtain confirmation as to whether we process your personal data and to receive a copy of the data we hold about you.

The right to rectification to request the correction of inaccurate or incomplete personal data.

The right to erasure, sometimes called the right to be forgotten, to request the deletion of your personal data in certain circumstances, for example where it is no longer needed for the purposes for which it was collected.

The right to restrict processing to request that we limit the way we use your personal data in certain situations.

The right to data portability to receive personal data you have provided to us in a structured, commonly used, and machine readable format and to request that we transmit it to another controller where technically feasible.

The right to object to processing where we rely on legitimate interests as the lawful basis for processing your personal data, or where we process your data for direct marketing.

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

Exercising Your Rights and Complaints

If you wish to exercise any of your data protection rights, or if you have any questions about how Man and Van Ruislip handles your personal data, you can contact us using the contact details that you normally use when dealing with us. We will respond to your request in accordance with applicable data protection laws and within the time limits set by those laws.

You also have the right to complain to 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 your concerns directly.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection guidance. Any updated version will apply from the date it is published. We recommend that you review this Privacy Policy periodically to stay informed about how we handle your personal data.