Privacy Policy - Man And A Van Ealing

This Privacy Policy applies to all Man And A Van Ealing customers in the area. It explains how we collect, use, store, share, and protect personal data when providing man and van, moving, delivery, and related transport services. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who this policy applies to

This policy applies to all customers in the Ealing area, including individuals, households, landlords, tenants, and businesses that use our services. It also applies to people who make enquiries, request quotations, book services, communicate with us, or receive services as part of a relocation or delivery arranged by another person.

2. Information we collect

We collect only the personal data necessary to deliver our services, manage our customer relationships, and comply with legal obligations. The types of information we may collect include:

Identity details such as your name, title, and any business name.
Contact details such as telephone number, email address, and service address.
Booking and service details such as moving dates, pickup and delivery locations, property access notes, inventory information, and special handling instructions.
Payment and billing details such as invoicing information and payment records.
Communication records including enquiries, complaints, feedback, and correspondence.
Technical information such as basic website or device data where relevant, for example when you submit an online enquiry.
Identification or verification details where needed to prevent fraud or confirm booking authority.

We do not intentionally collect special category data unless it is provided by you and is necessary for a specific service or legal requirement. If such information is ever required, we will handle it with additional care and only where a lawful basis exists.

3. How we use your data

We use personal data to provide and improve our services, communicate with customers, and meet legal, contractual, and operational needs. Typical uses include:

Processing enquiries and issuing quotations.
Managing bookings, schedules, and service delivery.
Contacting you about your move or delivery.
Preparing invoices and handling payments.
Maintaining business records and service histories.
Resolving disputes, complaints, or claims.
Improving our operations, customer service, and service planning.
Meeting legal, tax, accounting, and insurance obligations.

We will not use your personal data for purposes that are incompatible with the reasons it was collected unless we have a valid lawful basis and, where required, have notified you.

4. Lawful basis for processing

We rely on the following lawful bases under UK GDPR to process personal data:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes confirming bookings, delivering services, sending invoices, and managing service-related communications.

Legal obligation

We may process personal data to comply with legal requirements, including tax, accounting, record-keeping, fraud prevention, and any lawful requests from public authorities.

Legitimate interests

We may use personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include service improvement, operational planning, customer support, record management, and business security.

Consent

In limited cases, we may rely on your consent, for example for certain optional communications or where required by law for specific processing activities. Where we rely on consent, you can withdraw it at any time.

5. Data retention

We keep personal data only for as long as necessary for the purpose it was collected. Retention periods depend on the nature of the data and our legal obligations. In general:

Quotation and enquiry records are kept for a reasonable period to manage follow-up, service administration, and dispute resolution.
Booking, job, and invoicing records are retained for accounting, tax, and contractual purposes.
Communication records may be retained to evidence instructions, service quality, or complaints handling.
Where no longer needed, data is securely deleted or anonymised.

We regularly review retention periods to ensure data is not kept longer than necessary. If records must be retained for legal reasons, they will be stored securely and used only for that purpose.

6. Processors and data sharing

We may share personal data with trusted third parties that help us operate our business and deliver services. These parties act as data processors or independent controllers depending on the context. Examples may include:

Payment providers for taking and processing payments.
Accounting or bookkeeping providers for financial administration.
IT and cloud service providers for secure data storage, email, and business systems.
Communication platforms used to send service updates and respond to enquiries.
Insurance providers and legal advisers where needed for claims, disputes, or compliance.

We require processors to safeguard personal data and only process it on our instructions, unless they are independently responsible under the law. Where data is shared with another controller, it will only be for a legitimate and lawful purpose.

We do not sell personal data. If disclosure is required by law, court order, fraud prevention needs, or to protect our rights, we may share relevant information with the appropriate authority or professional adviser.

7. International transfers

Where a processor or service provider stores or accesses data outside the UK, we will ensure appropriate safeguards are in place in line with applicable data protection law. These safeguards may include adequacy regulations, approved contractual clauses, or equivalent protective measures.

8. Data security

We take reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include restricted access, secure storage, password protection, and staff awareness procedures. Although no system is completely secure, we work to reduce risks and handle data responsibly.

9. Your rights

Under UK GDPR, you have a number of rights in relation to your personal data. These rights may be subject to legal limits and exemptions. They include:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete information.
Right to erasure – to ask us to delete your data in certain circumstances.
Right to restriction – to request limited use of your data in certain cases.
Right to object – to object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability – to receive certain data in a structured, commonly used format.
Right to withdraw consent – where processing is based on consent.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data has been handled unlawfully. We encourage you to raise any concerns with us first so we can try to resolve the issue promptly.

10. Children’s data

Our services are generally intended for adults arranging removals, deliveries, or related services. We do not knowingly collect children’s personal data except where it is incidental to a booking or service and only when necessary. If we become aware that data has been collected inappropriately, we will take steps to delete it where permitted.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service-related changes. Any updated version will apply from the date it is published or otherwise communicated. We recommend reviewing this policy periodically to understand how we protect and use personal data.

12. Summary of our privacy approach

Man And A Van Ealing only processes personal data where it is necessary, lawful, and relevant to the services we provide. We aim to keep information accurate, secure, and retained only for as long as needed. We use trusted processors, apply appropriate safeguards, and respect your rights under data protection law. This policy applies to all Man And A Van Ealing customers in area.