Man with Van Shepherds Bush Privacy Policy
This Privacy Policy explains how Man with Van Shepherds Bush collects, uses, stores, and protects personal data relating to our customers and prospective customers. It applies to all individuals using our services in the Shepherds Bush area and any associated surrounding locations we serve. We are committed to processing your personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation and applicable data protection laws.
Scope and Identity of the Controller
This Privacy Policy covers all personal data processed by Man with Van Shepherds Bush in connection with enquiries, quotations, bookings, and the provision of man and van and related services. For the purposes of data protection law, Man with Van Shepherds Bush is the data controller in respect of the personal data described in this notice.
By using our services, contacting us, or providing your personal data, you acknowledge that you have read and understood this Privacy Policy.
Types of Personal Data We Collect
We collect and process different types of personal data to operate our business and provide our services. The categories of data we may collect include:
Identity and contact details, such as your name, address, service addresses, and any other contact details you choose to provide.
Service and booking information, such as details of the items to be transported, preferred dates and times, access or parking information, and any instructions relevant to completing your move or delivery.
Communication records, such as notes of conversations, messages, and other correspondence relating to enquiries, quotes, bookings, complaints, or general enquiries.
Payment and transaction information, such as records of payments made, amounts, dates, and methods of payment. We do not store full payment card details when payments are processed through third party providers.
Technical and usage information, where applicable, such as basic information about how you access and use our online presence, including device type and general location, where this is collected by standard analytics tools.
Any other information you choose to give us that is necessary for us to carry out your instructions or respond to your requests.
How We Collect Your Personal Data
We may collect personal data directly from you when you contact us to request a quote, make a booking, or ask a question; when you speak to us over the phone or in person; or when you complete any forms or provide details to us through online tools or platforms that we use.
We may also obtain information from third parties when this is necessary to provide our services, such as receiving contact or delivery details from a person acting on your behalf. In such cases, we rely on the person providing the information to have the necessary permissions to share the relevant personal data with us.
Lawful Bases for Processing
We process your personal data only 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 use your personal data to provide quotes, confirm and manage bookings, deliver our services, communicate about your move or delivery, and handle payments and related administration. This is necessary in order to enter into and perform our contract with you.
Legitimate interests. We may process your data where necessary for our legitimate business interests, such as improving our services, managing our relationship with you, handling enquiries and complaints, and keeping basic records of past work, provided these interests are not overridden by your data protection rights.
Legal obligations. We may process your personal data to comply with legal, tax, accounting, and regulatory requirements, including record keeping and responding to lawful requests from authorities.
Consent. In limited cases, we may rely on your consent, for example if you ask to receive certain optional communications. Where processing is based on consent, you may withdraw that consent at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide quotations for our man and van services, including assessing your requirements and responding to your enquiries.
To create and manage bookings, arrange collection and delivery, and carry out the services you have requested.
To communicate with you about your enquiry, quote, booking, or any changes or issues affecting the services.
To process payments and maintain internal records of transactions and work carried out.
To manage our business operations, including accounting, customer service, quality control, and staff training.
To handle complaints, resolve disputes, and enforce any contractual agreements.
To comply with our legal obligations and cooperate with lawful requests from regulators or law enforcement where required.
Data Retention
We retain your personal data only for as long as is necessary to fulfil the purposes for which it was collected, including meeting any legal, accounting, or reporting requirements.
In general, customer and transaction records are kept for a period that enables us to respond to queries about past work, comply with tax and legal obligations, and maintain accurate business records. After the applicable retention period has expired, we will securely delete or anonymise your personal data so that it can no longer be associated with you.
The exact retention period may vary depending on the type of data, the nature of the services provided, and relevant legal requirements. We regularly review the personal data we hold and ensure it is not kept for longer than is necessary.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with trusted third parties where this is necessary to provide our services, run our business, or meet legal obligations.
These third parties may include:
Payment processors who handle payment transactions on our behalf.
IT and software providers who supply systems and tools used for booking management, communications, or data storage.
Professional advisers such as accountants or legal advisers, where necessary for legitimate business purposes and compliance.
Authorities, regulators, or law enforcement agencies where we are required to do so by law or to protect our rights.
Where third parties process personal data on our behalf, they act as data processors and are required to use the data only in accordance with our instructions, to keep it secure, and to comply with data protection law.
International Data Transfers
Our core operations are based in the United Kingdom and we aim to store and process personal data within the UK or the European Economic Area where possible. If we use service providers located outside these regions, we will take appropriate steps to ensure that your personal data is protected with safeguards equivalent to those required under UK data protection law, for example through the use of recognised transfer mechanisms or contractual protections.
Data Security
We take reasonable technical and organisational measures to protect personal data against unauthorised access, loss, destruction, or alteration. These measures include restricted access to personal data, secure storage methods, and appropriate procedures for handling information within our team.
While we strive to protect your personal data, no method of transmission or storage can be guaranteed as completely secure. You are responsible for ensuring that any personal data you share with us is provided in a secure and appropriate manner.
Your Data Protection Rights
Under data protection law, you have certain rights in relation to your personal data. These rights include:
Right of access. You can request confirmation as to whether we process your personal data and ask for a copy of the data 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 request that we delete your personal data, for example where the data is no longer necessary for the purposes for which it was collected and we have no legal obligation to retain it.
Right to restriction. You can ask us to restrict the processing of your personal data in specific situations, such as where you contest its accuracy or object to our use of it.
Right to object. You may 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 which override your interests, rights, and freedoms.
Right to data portability. Where processing is based on consent or contract and carried out by automated means, you may request a copy of your personal data in a commonly used, machine readable format, and ask us to transfer it to another controller where technically feasible.
Right to withdraw consent. Where we rely on your consent to process personal data, you may withdraw that consent at any time. This will not affect the lawfulness of processing carried out before you withdraw consent.
If you wish to exercise any of these rights, or have any questions about this Privacy Policy or how we handle your personal data, you may contact us using the usual communication channels you use to interact with Man with Van Shepherds Bush.
Customers in the Shepherds Bush Area
This Privacy Policy applies to all customers and prospective customers of Man with Van Shepherds Bush within the Shepherds Bush area and any nearby areas that we service. By requesting a quote, making a booking, or otherwise engaging with us, you acknowledge that your personal data will be processed in accordance with this Policy.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data processing practices. Any updates will be made available through our usual communication channels. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.
