Privacy Policy
Man with Van Willesden Privacy Policy
This Privacy Policy explains how Man with Van Willesden collects, uses, stores and protects personal data relating to our customers and prospective customers in the Willesden area. It is intended to help you understand what information we process, why we process it, and what rights you have under applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act.
By using our services, making an enquiry, or otherwise providing your personal data to us, you acknowledge that you have read and understood this Privacy Policy.
Scope and Data Controller
This Privacy Policy applies to all Man with Van Willesden customers and service users in the Willesden area, including people who contact us for quotations, bookings, or general information about our services.
Man with Van Willesden is the data controller for the personal data described in this Privacy Policy. This means we decide how and why your personal data is processed when you interact with us as a customer or potential customer.
Types of Personal Data We Collect
We only collect personal data that is necessary for the purposes described in this Privacy Policy. The categories of personal data we may collect and process include:
Identification and contact details such as your name, postal address, collection and delivery addresses, and any additional contact details you choose to provide.
Communication details such as information you provide when you contact us to request a quote, make a booking, ask a question, give feedback or make a complaint.
Service and booking information such as details of the move or transport service you require, property access information provided by you, preferred dates and times, and any specific instructions necessary to perform the service.
Payment and transaction information such as records of payments you make to us and related billing information. We do not store full payment card details where payment is processed through a secure third party payment processor.
Technical and usage data where applicable, such as basic information about how you interact with our website or online forms, including date and time of visits and pages viewed, collected via standard server logs or similar technologies.
How We Collect Your Personal Data
We may collect personal data directly from you when you contact us by telephone, through an online form, or in person to request a quotation, make a booking or ask a question about our services.
We may also collect personal data when you confirm or amend a booking, provide instructions related to a service, or communicate with us for customer support.
In some cases, we may receive your details from another person arranging a move or transport service on your behalf. In such situations, we will treat your data in the same way as if you had provided it directly, and we rely on that person to ensure you are aware that your details have been shared with us.
Lawful Bases for Processing
We process personal data only where we have a lawful basis to do so under data protection law. Depending on the context, the lawful bases we rely on may include:
Contract. We process your personal data where it is necessary to enter into or perform a contract with you, for example to provide a quotation, manage your booking, carry out the move or transport service, process payments and communicate about your service.
Legitimate interests. We may process your personal data where it is necessary for our legitimate business interests and where your rights and freedoms do not override those interests. This may include managing and improving our services, keeping appropriate business records, responding to enquiries and complaints, and protecting our business and customers from fraud or misuse.
Legal obligation. We may process your personal data where it is necessary for compliance with a legal obligation, such as accounting, tax and record keeping requirements or responding to lawful requests from public authorities.
Consent. In limited cases, we may ask for your consent to use your personal data for specific optional purposes, such as certain types of marketing. Where we rely on consent, you can withdraw it at any time.
How We Use Your Personal Data
We use personal data for the following purposes:
To provide our services, including preparing quotations, managing bookings, planning and performing moves and transport services, and handling customer payments.
To communicate with you about your enquiry or booking, including confirming details, sending updates about dates and times, and responding to your questions or feedback.
To manage our business operations, such as scheduling work, monitoring service quality, training staff, maintaining internal records, and improving our services.
To comply with legal and regulatory obligations and to cooperate with public authorities where required by law.
To protect our rights, property, safety and those of our staff, customers and the public, including the detection and prevention of fraud or misuse of our services.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with third parties only where necessary and in accordance with data protection law.
Service providers and processors. We may share personal data with carefully selected third party providers who assist us in delivering our services, such as providers of payment processing, booking or scheduling tools, secure data storage, and professional advisers. These third parties act as data processors and may only process your data on our documented instructions, must keep it secure, and must not use it for their own purposes.
Drivers and operational staff. Where required to perform your booking, we may share relevant details, such as your name, contact details, and addresses, with the drivers or operational staff responsible for carrying out your service.
Legal and regulatory bodies. We may disclose personal data where required to comply with legal obligations, enforce our agreements, or protect our rights or the rights of others, including sharing information with law enforcement or regulatory authorities where lawfully requested.
Data Retention
We keep personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy and to meet any legal, accounting or reporting requirements.
In general, we retain customer and booking records for a period that allows us to respond to queries, handle any disputes or claims, and retain necessary information for tax and accounting purposes. At the end of the relevant retention period, personal data is securely deleted or anonymised so that it can no longer be linked to an identifiable individual.
Retention periods may vary depending on the type of data and the context of the processing. We regularly review the personal data we hold and remove or anonymise data that is no longer needed.
Data Security
We take appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures may include access controls, secure storage solutions, staff guidance on data protection, and regular review of our security arrangements.
While we take reasonable steps to safeguard your data, no transmission or storage system can be guaranteed as completely secure. You are also responsible for taking reasonable precautions when providing your personal data to us.
International Transfers
Where we use data processors or service providers located outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data in accordance with data protection law. Such safeguards may include the use of standard contractual clauses or other legally recognised mechanisms.
Your Data Protection Rights
Under data protection law, you have certain rights in relation to your personal data, subject to applicable conditions and exemptions. These rights include:
Right of access. You can request confirmation of whether we process your personal data and obtain a copy of your personal data together with related information.
Right to rectification. You can request that inaccurate or incomplete personal data be corrected or updated.
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 or where you withdraw consent and no other lawful basis applies.
Right to restriction. You can request that we restrict the processing of your personal data in certain situations, such as while we verify accuracy or consider an objection.
Right to object. You can object to the processing of your personal data where we are relying on legitimate interests, including profiling based on those interests, and we will stop processing unless we can demonstrate compelling legitimate grounds.
Right to data portability. In certain circumstances, you can request that we provide your personal data in a structured, commonly used and machine readable format, or that we transmit it to another controller where technically feasible.
Right to withdraw consent. Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal.
Exercising 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 contact details made available through our usual customer communication channels.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your rights have been infringed. We encourage you to contact us first so that we can try to resolve your concerns directly.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or other factors. When we make changes, we will revise the date of the latest version at the top or bottom of the policy and, where appropriate, we may take additional steps to inform you.
You should review this Privacy Policy periodically to stay informed about how we protect your personal data when you use Man with Van Willesden services in the Willesden area.
