Privacy Policy

Man with Van Shepherd's Bush Privacy Policy

This Privacy Policy explains how Man with Van Shepherd's Bush collects, uses, stores and protects personal data relating to customers and prospective customers in the Shepherd's Bush area. It is intended to comply with the UK General Data Protection Regulation and the Data Protection Act 2018. By using our services, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all Man with Van Shepherd's Bush customers and prospective customers in the Shepherd's Bush area who contact us, request a quote, make a booking, or otherwise use our services. It covers personal data collected in person, by phone, and through any online enquiry forms or written correspondence.

What Personal Data We Collect

We collect only the personal data that is necessary to provide and manage our services. The types of data we may collect include the following.

Identification and contact details such as full name, postal address, collection and delivery addresses, and communication details required to arrange and complete bookings.

Service information such as details about the move or transport job, including dates, times, locations, type and quantity of items, access information, and any specific requirements you tell us about.

Booking and transaction data such as booking references, service history, and payment related information needed to confirm and complete your booking. Payment card details are handled by secure payment processors and are not stored by us beyond what is necessary for payment confirmation and accounting records.

Communication records such as enquiries, quotes, complaints, feedback, and any other correspondence with us, including notes made by our staff when managing your booking or responding to requests.

How We Collect Your Data

We may collect your personal data directly from you when you contact us to request information, a quote or a booking, when you provide details for a move, when you pay for our services, or when you give feedback or make a complaint.

We may also receive personal data about you indirectly if another person books a service on your behalf and gives us your contact or address details for the purpose of completing that service.

Lawful Bases for Processing

We process personal data only where we have a valid lawful basis under data protection law. Depending on the circumstances, we rely on one or more of the following lawful bases.

Performance of a contract. We process personal data to take steps at your request before entering into a contract and to perform our contract with you. This includes providing quotes, managing bookings, carrying out moves, communicating with you, and handling payments.

Legitimate interests. We may process data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This includes activities such as improving our services, managing our business operations, maintaining records of jobs completed, and responding to general enquiries.

Legal obligations. We may process and retain certain information to comply with legal and regulatory requirements, such as tax laws, accounting rules, and obligations to assist law enforcement where required.

Consent. In limited circumstances, we may rely on your consent, for example where you clearly ask us to keep your details on file for future services or where you request particular types of communication not necessary for providing the service. When we rely on consent, you can withdraw it at any time.

How We Use Your Personal Data

We use your personal data for the following purposes.

To provide quotes, take bookings, and deliver our man and van services in Shepherd's Bush and surrounding areas.

To communicate with you about your enquiry or booking, including confirming details, notifying you of arrival times, rescheduling where necessary, and responding to questions or complaints.

To manage our business operations, including job scheduling, resource planning, staff management, monitoring service quality, and maintaining internal records.

To process payments, issue invoices, maintain financial records, and satisfy tax and accounting requirements.

To improve our services, including reviewing feedback, analysing patterns in service requests, and training staff.

To meet legal obligations and cooperate with regulators or law enforcement where we are legally required to do so.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with trusted third parties where necessary for the purposes described in this Privacy Policy.

Service providers and contractors. We may share data with individuals or companies working with us to provide our services, such as drivers, assistants, or vehicle providers who need access to booking details and addresses to complete the job. These parties are required to handle your data lawfully and only for the agreed purposes.

Payment processors and financial institutions. When you make a payment using a card or other electronic method, your payment details are processed by secure third party payment providers or financial institutions that act as data processors or independent controllers, depending on their role.

Professional advisers. We may share data with accountants or other professional advisers where necessary for business administration and compliance with legal obligations.

Authorities and regulators. Where required by law, we may share personal data with law enforcement agencies, courts, tax authorities, or regulatory bodies.

Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected and to meet legal, accounting, or reporting requirements.

In general, we retain booking and transaction records, including associated personal data, for a period that aligns with applicable limitation periods and tax law requirements. After this period, data will either be securely deleted or anonymised so that it can no longer be linked to an identifiable individual.

Communication records linked to enquiries or quotes that do not result in a booking are retained for a shorter period necessary to manage follow up and internal monitoring, and then securely deleted or anonymised.

If we rely on your consent to keep your details for future services, we will keep that data until you withdraw your consent or until it is no longer needed, whichever is sooner.

Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, or loss. These measures include limiting access to personal data to those who need it to perform their roles, maintaining suitable physical and digital security, and ensuring that third parties who process data on our behalf implement adequate safeguards.

International Transfers

Our services are based in the United Kingdom and are primarily provided to customers in the Shepherd's Bush area. If any personal data is transferred outside the United Kingdom, for example by a third party service provider, we will ensure that appropriate safeguards are in place, such as using countries with adequate data protection laws or approved contractual protections.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and legal exemptions.

Right of access. You have the right to request a copy of the personal data we hold about you and to obtain information about how we process it.

Right to rectification. You have the right to request that we correct any inaccurate or incomplete personal data about you.

Right to erasure. In certain circumstances, you may ask us to delete your personal data, for example where it is no longer needed for the purpose for which it was collected, or where you withdraw consent and there is no other legal basis for the processing.

Right to restriction of processing. You may request that we restrict the processing of your personal data in certain situations, such as while we verify accuracy or handle an objection.

Right to object. You have the right to object to processing based on our legitimate interests, on grounds relating to your particular situation. We will stop processing unless we have compelling legitimate grounds or a legal obligation to continue.

Right to data portability. Where processing is based on consent or contract and carried out by automated means, you may request that we provide your personal data in a structured, commonly used and machine readable format or transfer it to another controller where technically feasible.

If you wish to exercise any of these rights, please contact us using the usual communication channels you use to arrange services with Man with Van Shepherd's Bush. We may need to confirm your identity before fulfilling your request to protect your data.

Complaints

If you are unhappy with how we handle your personal data, you can contact us to raise your concerns and we will do our best to resolve the issue. You also have the right to lodge a complaint with the UK Information Commissioner's Office or another data protection authority if you believe your data protection rights have been infringed.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. Any changes will take effect from the date the updated Privacy Policy is made available. We encourage customers in the Shepherd's Bush area to review this Policy periodically to stay informed about how we protect personal data.