Privacy Policy
Man and a Van Shepherds Bush Privacy Policy
This Privacy Policy explains how Man and a Van Shepherds Bush collects, uses, stores, and protects personal data relating to customers and prospective customers in our service 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 Shepherds Bush customers and enquiries within our operating area.
Who We Are
Man and a Van Shepherds Bush is a local service provider offering transport, moving, and related services in and around the Shepherds Bush area. For the purposes of data protection law, Man and a Van Shepherds Bush is the data controller in relation to the personal data described in this Privacy Policy. As data controller, we decide how and why your personal data is processed and are responsible for ensuring that such processing complies with applicable law.
Personal Data We Collect
We collect and process different types of personal data depending on how you interact with us. The categories of personal data we may collect include: identification and contact information such as your name, address, collection and delivery addresses, and other location details you provide, and general contact information such as your town or postcode; communication details such as your preferred method of contact and the content of your communications and enquiries with us; booking and service information such as requested dates and times, details about the items to be moved, access information for properties, and any specific instructions you choose to give us; payment and transaction information such as records of the services you have purchased from us and the amount, date and time of payment. Card or bank details may be processed by our payment service providers and not always stored by us directly; technical and usage information such as information about how you contact us, for example if you complete an online form, use a booking system, or communicate with us through digital channels we use; feedback and complaint information such as comments, reviews, complaints, and any follow up correspondence relating to service quality or disputes.
How We Collect Your Data
We collect personal data in a variety of ways: directly from you when you contact us by phone, through an online form, or via any other method you choose to use to request a quote or make a booking; during the provision of services when we attend at your property or another location, we may collect information needed to carry out the move or transport safely and efficiently; from third parties where you have given permission for another person to share your details with us, for example a landlord, estate agent or family member who arranges a service on your behalf; and automatically, in a limited way, if you use any online contact or booking tools associated with us that log basic usage information such as time, date and pages or forms used.
Purposes and Lawful Basis for Processing
We only process your personal data where we have a lawful basis under data protection law. The main purposes and lawful bases are: to provide quotes and services, including responding to enquiries, preparing and issuing quotes, scheduling and delivering services, managing collections and deliveries, and communicating with you about your booking. The lawful basis is that processing is necessary for the performance of a contract with you or to take steps at your request before entering into a contract. To manage our business, including maintaining records of bookings and completed jobs, managing payments, accounting, and business planning. The lawful bases are performance of a contract and our legitimate interests in running and improving our business, provided those interests are not overridden by your rights and interests. To improve our services, including monitoring service quality, handling complaints, and reviewing feedback to improve efficiency and customer experience. The lawful basis is our legitimate interests in maintaining and developing our services. To comply with legal obligations, including record keeping, responding to lawful requests from public authorities, and complying with tax, accounting, and other regulatory requirements. The lawful basis is compliance with a legal obligation. In some limited cases, with your consent, such as where you actively ask us to retain your details for future offers or specific communications that are not necessary for your booking. Where we rely on consent, you may withdraw it at any time.
Data Retention
We retain personal data only for as long as necessary for the purposes for which it was collected, or as required by law. In general, we keep records of bookings, invoices, and related communications for a period consistent with applicable tax and accounting rules, which will usually be up to several years after completion of the service. Enquiry information that does not lead to a booking may be kept for a shorter period in order to respond to your enquiry and for our internal business analysis. Complaint and dispute information may be kept for longer if necessary to establish, exercise or defend legal claims. When personal data is no longer required for these purposes, we will securely delete or anonymise it.
Data Sharing and Processors
We do not sell your personal data. We may share your data with certain third parties where necessary and appropriate. Service providers and data processors who provide services to us, such as payment processing, accounting support, information technology and communications services. These providers act on our instructions, are subject to appropriate confidentiality and security obligations, and are not permitted to use your data for their own independent purposes. Professional advisers such as accountants, legal advisers, and insurers where necessary for advice, accounting, or managing legal claims. Public authorities where we are required to do so in order to comply with a legal obligation, such as law enforcement or tax authorities. If we use any external company as a data processor, we will ensure that a written contract is in place requiring them to process your data only in accordance with our instructions and to maintain appropriate security measures.
International Transfers
Our core operations are based in the United Kingdom and our intention is to store and process personal data within the UK or in locations that offer adequate protection under data protection laws. If any of our service providers transfer personal data outside the United Kingdom or European Economic Area, we will take steps to ensure that appropriate safeguards are in place, such as using standard contractual clauses or relying on other recognised transfer mechanisms, to protect your information.
Data Security
We take reasonable and proportionate steps to protect your personal data from accidental loss, unauthorised access, use, alteration, or disclosure. Measures may include physical safeguards for paper records, access controls and password protection for digital systems, limitations on access to personal data to only those staff and contractors who need it for the purposes described in this Privacy Policy, and internal policies and procedures designed to support secure handling of information.
Your Data Protection Rights
Under data protection law, you have certain rights in relation to your personal data. These rights apply to all Man and a Van Shepherds Bush customers within our service area, subject to some legal limitations and exemptions. Your rights include the right to access, which allows you to request confirmation of whether we hold personal data about you and to receive a copy of that data. The right to rectification, which allows you to request correction of inaccurate or incomplete personal data. The right to erasure, sometimes called the right to be forgotten, which allows you to request that we delete personal data where there is no longer a lawful reason for us to keep it. The right to restrict processing, which allows you to request that we limit the way we use your data in certain circumstances. The right to data portability, which allows you to request that certain personal data is provided to you or to another controller in a structured, commonly used, machine readable format, where the processing is based on consent or contract and carried out by automated means. The right to object, which allows you to object to processing based on our legitimate interests, in which case we will stop processing unless we have compelling legitimate grounds that override your interests, rights, and freedoms, or the processing is needed for legal claims. Where we rely on consent as a lawful basis, you have the right to withdraw that consent at any time without affecting the lawfulness of processing based on consent before its withdrawal.
Exercising Your Rights and Contacting Us
If you wish to exercise any of your rights or have questions about how we handle your personal data, you can contact us using the contact methods provided on our main service information. To help us respond, please provide your name, contact details, and enough information to identify your records. We may need to verify your identity before acting on your request to protect your privacy and security. We aim to respond to all valid requests within one month, although this may be extended in certain cases in line with data protection law.
Complaints
If you are unhappy with how we handle your personal data, we encourage you to contact us first so we can attempt to resolve your concerns. You also have the right to lodge a complaint with the relevant supervisory authority for data protection. In the United Kingdom, this is the Information Commissioners Office. Details of how to raise a concern with the authority can be found on official government and regulator resources.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or how we process personal data. Any changes will take effect when the updated version is made publicly available. We recommend that customers in the Man and a Van Shepherds Bush service area review this Privacy Policy periodically to stay informed about how we protect and process personal data.
