Man and a Van Ealing Privacy Policy
This Privacy Policy explains how Man and a Van Ealing collects, uses, stores and shares personal data relating to its customers and prospective customers in the Ealing area. It also explains your rights under applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Man and a Van Ealing customers and potential customers within the Ealing area, regardless of the service type or booking channel.
Who We Are and Scope of This Policy
Man and a Van Ealing is a local service provider offering removal, transport and related services to customers in the Ealing area. In relation to the personal data we collect from you, we act as the data controller, which means we decide how and why your personal data is processed. This Privacy Policy covers all interactions you have with Man and a Van Ealing as a customer or potential customer, whether you contact us online, by message, or in any other way.
Types of Personal Data We Collect
We may collect and process the following categories of personal data about you, depending on how you interact with us:
Identification and contact details: name, title, address, service address, email address, and any other contact details you choose to provide.
Booking and service information: collection and drop-off addresses, access details, property type, dates and times of your booking, inventory descriptions, and any special instructions you provide.
Communication records: messages, enquiries, complaints, feedback and other correspondence you send to us, together with our responses.
Payment-related information: details necessary to process your payment such as partial card details shared with us in written or verbal communications, payment confirmation details, amounts and dates of payments, and refund information. We do not deliberately store or retain full payment card numbers beyond what is strictly necessary for processing a transaction.
Technical and usage data: information about how you contact us and interact with our online content, such as dates and times of contact, basic device and browser information, and general analytical data. We only collect this information where it is necessary for the operation and security of our services.
How We Collect Your Personal Data
We collect personal data from you in several ways, including:
Directly from you when you request a quote, make a booking, send an enquiry, or otherwise contact us.
During the provision of our services, for example when our staff attend your premises to carry out a job and confirm access, property details or inventory information.
From third-party service providers where this is necessary to deliver our services, such as payment processors and booking platforms, and only to the extent permitted by law and this Privacy Policy.
Lawful Bases for Processing Your Data
We process your personal data only when we have a lawful basis to do so. Depending on the purpose, the lawful bases we rely on include:
Contract: We process your data when it is necessary to enter into or perform a contract with you, including providing quotes, making bookings, delivering removal or transport services, and handling invoicing and payments.
Legal obligation: We may process and retain certain personal data where required to comply with legal obligations, such as tax, accounting, record-keeping and regulatory requirements.
Legitimate interests: We may process your data where it is necessary for our legitimate business interests, and where these interests are not overridden by your fundamental rights and freedoms. This includes managing our business operations, safeguarding our staff and property, improving our services, responding to enquiries and complaints, and keeping basic records of past jobs.
Consent: In limited circumstances, we may rely on your consent to process your data, for example for specific types of 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 for the following purposes:
To provide quotes, confirm bookings, schedule jobs and deliver our services at the correct time and place.
To communicate with you about your booking, including confirmations, changes, queries and follow-up messages.
To process payments, issue invoices and handle refunds or claims where applicable.
To manage customer relationships, address complaints and disputes, and provide aftercare and support.
To maintain accurate business and financial records and to meet tax and accounting obligations.
To improve and develop our services, operations and customer experience, including internal analysis and training.
To protect our rights, property, staff and customers, including establishing, exercising or defending legal claims.
Data Sharing and Processors
We may share your personal data with third parties where this is necessary and lawful. These third parties act either as data processors on our behalf or as independent controllers. We only share the minimum amount of data needed for each purpose and require processors to protect your information.
Categories of recipients may include:
Payment service providers who process payments and refunds securely on our behalf.
IT, hosting and communications providers who enable us to manage bookings, store data and communicate with you.
Professional advisers such as accountants, legal advisers or insurers who support our business operations.
Regulators, law enforcement or public authorities where we are legally required to disclose information or where disclosure is necessary to protect our rights or the rights of others.
We do not sell your personal data and we do not share it with unrelated third parties for their own direct marketing purposes.
International Data Transfers
Where our service providers or systems involve the transfer of personal data outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your data in accordance with data protection law. These safeguards may include the use of standard contractual clauses or other legally recognised transfer mechanisms.
Data Retention
We keep your personal data only for as long as is necessary for the purposes for which it was collected, including to meet any legal, accounting or reporting requirements.
In general, we retain core booking and invoicing records for a number of years to comply with tax and accounting obligations. Communication records and other related information may be kept for a similar period where needed to resolve disputes, manage queries and maintain accurate business records.
When personal data is no longer required for the purposes described in this Privacy Policy, we will securely delete it or anonymise it so that it can no longer be linked to you.
Data Security
We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it against unauthorised access, accidental loss, destruction or damage. These measures include access controls, appropriate data storage practices, staff awareness and procedures for handling data breaches. While we take reasonable steps to safeguard your information, no method of transmission or storage is completely secure.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions. These rights may include:
Right of access: You can request confirmation of whether we hold personal data about you and obtain a copy of that data, together with information about how we use it.
Right to rectification: You can ask us to correct or complete inaccurate or incomplete personal data we hold about you.
Right to erasure: In some circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected and we have no legal basis to continue processing it.
Right to restriction: You can ask us to restrict the processing of your personal data in certain situations, such as while we are verifying its accuracy or assessing an objection you have raised.
Right to object: You may object to processing based on our legitimate interests, on grounds relating to your particular situation. We will stop processing unless we can demonstrate compelling legitimate grounds or the processing is needed for legal claims.
Right to data portability: In some cases, you may request that we provide you with your personal data in a structured, commonly used and machine-readable format, or that we transmit it directly to another organisation, where technically feasible.
Right to withdraw consent: Where we rely on your consent, you can withdraw it at any time. This will not affect the lawfulness of processing carried out before the withdrawal.
How to Exercise Your Rights and Complaints
If you wish to exercise any of your data protection rights or have questions about how we handle your personal data, you can contact us using the usual contact channels you use for our services. We may need to verify your identity before responding to your request to protect your privacy.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are unhappy with how we process your personal data. We encourage you to contact us first so that we have the opportunity to address your concerns.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or the way we process personal data. Any changes will be effective when the updated Privacy Policy is made available. We recommend that you review this Privacy Policy periodically to stay informed about how we protect your information.
