Man with Van Old Oak Common Privacy Policy

This Privacy Policy explains how Man with Van Old Oak Common collects, uses, stores and protects personal data relating to customers and prospective customers in the Old Oak Common area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018.

This Privacy Policy applies to all Man with Van Old Oak Common customers and service users in our operating area, including individuals and businesses who contact us to request information, quotations or services.

Who We Are

Man with Van Old Oak Common provides man and van, removal and related transport services to customers in and around the Old Oak Common area. For the purposes of data protection law, we act as the data controller in relation to the personal data we collect and process about you.

Personal Data We Collect

We may collect and process the following categories of personal data about you when you contact us, request a quotation or use our services:

Identification and contact details, such as your name, address, service address, and general contact details you choose to provide.

Booking and service information, such as collection and delivery addresses, property access information you choose to share, preferred dates and times, inventory descriptions and special instructions for the move.

Communication records, including details of enquiries, messages and any feedback you provide to us by phone or other communication methods.

Payment and transaction data, such as payment amounts, dates, methods and basic billing details associated with your booking. We do not store full card details when payments are processed through external payment processors.

Website and usage data, such as pages you visit, how you interact with our online content and technical details relating to your device, to the extent this is collected through cookies or similar technologies. This information is generally collected in an aggregated or pseudonymised form.

How We Collect Your Data

We collect personal data directly from you when you contact us to request a quote, make a booking, ask a question or provide feedback. This may be done by telephone, through online enquiry forms, or when you provide details in writing.

We may also receive limited personal data indirectly when someone else books our services on your behalf and provides your contact or address details as part of the booking. In such cases, we process your data in the same way as if you had provided it directly.

Lawful Bases for Processing

We process your personal data only where we have a valid lawful basis under data protection law. Depending on the context, we may rely on the following lawful bases:

Contract. We process your personal data when it is necessary to take steps at your request prior to entering into a contract, or to perform a contract with you. This includes providing quotations, confirming bookings, delivering removal and transport services and managing your account.

Legitimate interests. We may process your personal data where this is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This includes managing our operations, improving services, handling enquiries, preventing fraud, ensuring the security of our staff, customers and property, and maintaining proper business records.

Legal obligations. We may process your personal data where we are required to do so to comply with legal or regulatory obligations, for example for tax, accounting or auditing purposes, or to respond to lawful requests from public authorities.

Consent. In limited cases, we may rely on your consent, for example for certain types of optional marketing communications. Where we rely on consent, you have the right to withdraw it at any time.

How We Use Your Personal Data

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

To provide quotations, confirm bookings and deliver our man and van and removal services in the Old Oak Common area.

To communicate with you regarding your enquiry or booking, including confirmations, updates, reminders and follow up messages.

To manage payments, invoicing, receipts and any related financial administration.

To respond to your questions, requests or complaints and to resolve any issues relating to our services.

To improve our services and internal processes, including staff training, quality monitoring and service development.

To maintain accurate business and financial records in line with legal and regulatory requirements.

To protect our rights, property and safety, and that of our staff and customers, and to prevent and detect fraud or misuse of our services.

Data Sharing and Processors

We do not sell your personal data. We may share your data with trusted third parties where this is necessary for the purposes described in this Privacy Policy and where appropriate safeguards are in place.

Service providers and processors. We may share your personal data with companies that provide services to us, such as payment processing, accounting, IT hosting, customer management systems or administrative support. These organisations act as data processors and only process your personal data on our instructions and for our purposes.

Professional advisers. We may share relevant personal data with professional advisers such as accountants, auditors, legal advisers or insurers where necessary for advice, compliance or claims handling.

Authorities and law enforcement. We may disclose personal data where required to comply with legal or regulatory obligations, court orders or lawful requests from public authorities, or to exercise or defend legal claims.

Any third party we engage is required to handle your personal data securely, keep it confidential and use it only in accordance with our instructions and applicable data protection laws.

International Transfers

Our core services are provided within the United Kingdom. If we need 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 using standard contractual clauses or transferring data only to countries recognised as providing an adequate level of protection.

Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes we collected it for, including to meet any legal, accounting or reporting requirements.

In general, we keep data related to enquiries and bookings for a period that allows us to manage our relationship with you, handle any potential disputes and comply with tax and accounting rules. After the applicable retention periods have expired, we will securely delete or anonymise your personal data so that it can no longer be linked to you.

Data Security

We take appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, misuse, alteration or disclosure. These measures include limiting access to personal data to staff and processors who need it to perform their duties and ensuring that they are subject to confidentiality obligations.

While we take reasonable steps to protect your personal data, no method of transmission or storage can be guaranteed as completely secure. You should take appropriate precautions when sharing personal data with us.

Your Data Protection Rights

Under data protection law, you have various rights in relation to the personal data we hold about you. These rights apply to all Man with Van Old Oak Common customers and service users in our area, subject to certain limitations and exemptions.

Right of access. You have the right to request confirmation of whether we process your personal data and to receive a copy of the personal data we hold about you.

Right to rectification. You have the right to ask us to correct or complete any personal data that is inaccurate or incomplete.

Right to erasure. In certain circumstances, you may request that we delete your personal data, for example where it is no longer needed for the original purpose or where you withdraw consent and there is no other lawful basis for processing.

Right to restriction. You have the right to ask us to restrict the processing of your personal data in certain situations, for example while we are verifying its accuracy or considering 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 the lawful basis, including for direct marketing purposes. We will stop processing your data unless we can demonstrate compelling legitimate grounds which override your interests or for the establishment, exercise or defence of legal claims.

Right to data portability. Where processing is based on consent or contract and carried out by automated means, you may have the right to receive personal data you have provided to us in a structured, commonly used and machine readable format and to transmit 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 withdrew consent.

You also have the right to lodge a complaint about our handling of your personal data with the relevant data protection supervisory authority. We encourage you to contact us first so we can address any concerns directly.

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 protection practices. Any updated version will apply to all existing and new customers and will take effect from the date it is published.