Privacy Policy - Man With Van Perivale

This Privacy Policy explains how Man With Van Perivale collects, uses, shares, stores, and protects personal data when providing moving, transport, and related services to customers in Perivale and the surrounding area. It applies to all Man With Van Perivale customers in area, including private households, businesses, landlords, tenants, and anyone who requests a quotation, books a service, or communicates with us in connection with a move or delivery.

We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We aim to be transparent about what information we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have in relation to your data.

1. Personal Data We Collect

We collect only the information needed to provide our services, manage bookings, communicate effectively, and meet our legal obligations. Depending on your interaction with us, the personal data we may collect includes:

Identity details such as your name and, where relevant, the name of your business or organisation.
Contact details such as telephone number and email address.
Address details including collection and delivery addresses, access notes, and any instructions needed to complete the move safely.
Booking and service information such as requested dates, inventory details, item descriptions, volume estimates, and special handling requirements.
Payment and billing information such as payment status, invoicing records, and transaction references. We do not intentionally store full card details unless a secure payment provider is used for processing.
Communication records including emails, messages, call notes, complaints, and any feedback you provide.
Operational data such as job history, route planning information, and service outcomes.
Technical data where relevant, such as basic website or device information if you contact us through an online form or digital service.

We do not seek to collect special category data unless it is unavoidable and you voluntarily provide it. If you choose to share sensitive information, we will only use it where necessary and in line with applicable law.

2. How We Use Your Personal Data

We use your information for legitimate business purposes connected to moving and transport services. These purposes include:

Providing quotations and confirming bookings.
Planning and delivering removal or transport services.
Contacting you about arrival times, access issues, delays, or service updates.
Managing invoices, receipts, and payment records.
Responding to enquiries, complaints, and claims.
Maintaining internal records and service history.
Improving service quality, safety, and efficiency.
Meeting legal, tax, accounting, and insurance obligations.
Protecting against fraud, misuse, or unlawful activity.

We will only use your data in ways that are compatible with the purposes for which it was collected, unless we reasonably believe another lawful use applies and is permitted by data protection law.

3. Lawful Basis for Processing

Under UK GDPR, we must have a valid lawful basis to process personal data. Depending on the situation, Man With Van Perivale relies on the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, arranging services, moving goods, issuing invoices, and communicating about your booking.

Legal Obligation

We may process personal data to comply with legal obligations, including tax requirements, accounting rules, record-keeping, and responding to lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate interests and where those interests do not override your rights and freedoms. This includes business administration, service improvement, security, fraud prevention, and maintaining professional records.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily agree to receive certain communications or where consent is required by law. You may withdraw consent at any time, although this will not affect processing carried out before withdrawal.

4. Sharing Your Data and Processors

We do not sell your personal data. However, we may share limited information with trusted third parties where necessary to run our business and provide services. These third parties may act as processors or independent controllers depending on the service they provide.

Examples of processors or service providers may include:

IT and hosting providers who store data securely and support our systems.
Payment processors who handle transactions securely on our behalf.
Accounting and bookkeeping providers who assist with financial records and compliance.
Communication tools and email services used to send service-related messages.
Vehicle, route, or scheduling systems used to manage operations.
Insurance or claims handlers where necessary to deal with incidents.

We may also share data with trusted subcontractors or team members involved in completing a job, but only to the extent required for the service. Where a third party acts as a processor, we require them to process personal data only on our instructions and to maintain appropriate security and confidentiality.

We may disclose personal data if required by law, court order, regulatory obligation, or where necessary to protect the rights, property, or safety of our business, staff, customers, or the public.

5. International Transfers

If any processor or service provider stores or accesses data outside the United Kingdom, we will take appropriate steps to protect it. This may include using approved safeguards, such as standard contractual clauses or equivalent legal protections, so that your personal data remains protected to a standard consistent with UK GDPR requirements.

6. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, and to satisfy legal, accounting, insurance, or operational requirements. The retention period depends on the type of data and the reason for keeping it.

In general:

Quotation and enquiry data may be retained for a limited period to manage follow-up queries and business records.
Booking and service records may be retained for several years after completion of the service for accounting, dispute resolution, and audit purposes.
Financial records are usually retained for the period required by tax and accounting law.
Complaint or claim records may be kept for as long as needed to resolve the matter and defend legal claims.

When data is no longer required, it will be securely deleted, anonymised, or otherwise disposed of in a safe and appropriate manner.

7. Data Security

We take reasonable technical and organisational measures to protect personal data from unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful handling of paper and electronic records.

While no system can be guaranteed to be completely secure, we work to reduce risks and to respond promptly if we become aware of any data incident affecting your information.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to legal limits and verification of identity, you may have the right to:

Access the personal data we hold about you.
Rectify inaccurate or incomplete data.
Erase your data in certain circumstances.
Restrict how we process your data in certain cases.
Object to processing based on legitimate interests or direct marketing.
Data portability for information you have provided to us in a structured, commonly used format, where applicable.
Withdraw consent where processing is based on consent.

You also have the right to raise a concern with the Information Commissioner's Office (ICO) if you believe your data has not been handled properly. We encourage you to contact us first so we can try to resolve any issue promptly.

9. Automated Decision-Making

We do not use personal data to make decisions based solely on automated processing that produce legal or similarly significant effects. If this changes in the future, we will update this policy and explain the processing clearly.

10. Children’s Data

Our services are generally intended for adults arranging moving or transport services. We do not knowingly collect personal data from children as part of our ordinary business activities. If we become aware that we have collected a child’s personal data without appropriate authorisation, we will take steps to delete it where required.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, our services, or operational practices. 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.

12. Summary of Our Commitment

Man With Van Perivale treats privacy seriously and aims to process personal data fairly, lawfully, and transparently. We collect only what we need, use it for clearly defined purposes, keep it only for as long as necessary, and work with processors that are expected to protect information appropriately. This policy applies to all Man With Van Perivale customers in area and is designed to support trust, accountability, and compliance with applicable data protection law.

Last updated: This policy should be reviewed regularly to ensure it remains accurate and aligned with current legal requirements.