Privacy Policy - Man With Van Isleworth

This Privacy Policy explains how Man With Van Isleworth collects, uses, stores, shares, and protects personal data when providing removal and transport services to customers in Isleworth and the surrounding area. This policy applies to all Man With Van Isleworth customers in the area, including individuals, households, landlords, tenants, and businesses that request or receive our services. We are committed to handling personal information fairly, lawfully, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Isleworth provides man and van services, including item collection, local transport, furniture movement, delivery support, loading and unloading, and related logistical assistance. In delivering these services, we act as a data controller for the personal data we determine the purposes and means of processing. This means we decide why and how your information is used for service delivery, administration, and legal compliance.

2. Personal Data We Collect

We only collect personal data that is necessary for our business operations and for providing our services effectively. Depending on the nature of your booking or enquiry, we may collect the following categories of information:

Identity details: name, title, and any identification information needed to verify service arrangements.
Contact details: telephone number, email address, billing address, and service address.
Booking details: date and time of move, collection and delivery locations, property access details, and item descriptions.
Payment information: payment status, transaction records, and limited billing information. We do not store full card details where payment processing is handled securely by a third party.
Communication records: emails, messages, call notes, and information you provide when making an enquiry or raising a concern.
Service and operational data: job notes, vehicle allocation details, route planning data, and records of completed work.
Technical data: basic device, browser, and usage information if you interact with digital systems used for administration or booking management.

We do not intentionally collect special category data unless you choose to provide it and it is necessary for a specific request. If such data is shared with us, we will handle it with appropriate care and only where a lawful basis applies.

3. How We Use Your Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To manage bookings and schedule services.
To carry out removals, deliveries, and associated transport tasks.
To communicate changes, confirmations, or service updates.
To process payments and maintain financial records.
To handle customer service issues, complaints, or follow-up requests.
To maintain internal records, improve service quality, and manage business operations.
To comply with legal, tax, accounting, and regulatory obligations.

We only use your information for the purposes for which it was collected, unless we reasonably determine that it is compatible with those purposes and permitted by law.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing your personal data. Man With Van Isleworth relies on the following lawful bases:

a. Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes taking bookings, managing service delivery, confirming requirements, and handling payment administration.

b. Legal Obligation

We may process your data where required to comply with legal obligations, including tax, accounting, and record-keeping requirements, as well as any lawful request from public authorities.

c. Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. Examples include business administration, service improvement, fraud prevention, and maintaining accurate customer records.

d. Consent

In limited cases, we may rely on your consent, particularly for optional communications or specific uses of information not covered by another lawful basis. Where we rely on consent, you may withdraw it at any time.

5. Sharing Your Information and Processors

We may share personal data with trusted third parties only when necessary and in line with data protection law. These parties may act as processors or, in some cases, independent controllers. Processors are organisations that process personal data on our instructions and under contract.

Examples of processors and third parties may include:

Payment processors: to securely handle transactions.
IT and cloud service providers: to store data, manage systems, and support communications.
Accounting and bookkeeping providers: to help with invoicing, tax, and financial administration.
Customer management or scheduling tools: to organise bookings and service records.
Professional advisers: such as accountants or legal advisers where required.
Public authorities: where disclosure is required by law or necessary to protect rights, property, or safety.

All processors are selected carefully and are required to protect personal data, use it only for the specified purpose, and implement appropriate technical and organisational security measures.

6. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, or reporting obligations. The retention period depends on the type of information and the reason it was collected.

Booking and service records: retained for a reasonable period to manage queries, disputes, and operational needs.
Financial and tax records: retained for the duration required by law.
Communication records: retained as long as needed to resolve issues or maintain service history.
Marketing consent records: retained until you withdraw consent or the data is no longer needed.

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

7. Data Security

We take the security of your personal data seriously. We use reasonable technical and organisational measures to protect information against unauthorised access, loss, misuse, alteration, or disclosure. These may include access controls, secure storage, staff confidentiality obligations, and limited data access based on need. While no system can be guaranteed to be completely secure, we work to maintain a level of protection appropriate to the risk.

8. Your Rights Under GDPR

You have a number of rights regarding your personal data. Subject to legal exceptions, these include the right to:

Access the personal data we hold about you.
Rectify inaccurate or incomplete information.
Erase your data in certain circumstances.
Restrict the processing of your data in certain situations.
Object to processing based on legitimate interests or direct marketing.
Data portability where processing is based on consent or contract and carried out by automated means.
Withdraw consent at any time where consent is the basis for processing.

We will respond to valid requests without undue delay and within the timeframe required by law. If we need additional information to confirm your identity or understand your request, we may ask for clarification before proceeding.

9. Children’s Data

Our services are primarily intended for adults arranging transport or removal services. We do not knowingly collect personal data from children for marketing or general service purposes. If a booking or delivery involves a household with children, any information collected will be limited to what is necessary for the service and handled appropriately.

10. International Transfers

If any processor stores or accesses personal data outside the UK, we will take appropriate steps to ensure that an adequate level of protection is maintained in line with applicable data protection rules. This may include the use of approved safeguards and contractual protections.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data handling practices. Any revised version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their personal data is used.

12. Summary of Our Commitment

Man With Van Isleworth is committed to processing personal data lawfully, fairly, and transparently. We collect only the information needed to provide our services, rely on appropriate lawful bases, keep data only as long as necessary, and use trusted processors under strict controls. We also respect your rights and aim to handle all customer information with care and integrity.

This policy applies to all Man With Van Isleworth customers in the area. If you provide us with personal data in connection with a booking, quotation, or service request, we will process it in accordance with this Privacy Policy and applicable data protection law.