Privacy Policy - Man With Van Hounslow

This Privacy Policy explains how Man With Van Hounslow collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Hounslow customers in the area, including individuals and businesses who request, book, or receive removals, delivery, packing, loading, unloading, transportation, or related moving services. We are committed to handling personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Hounslow is a moving and transport service provider operating in and around Hounslow. For the purposes of data protection law, we act as the data controller for personal data collected from our customers, prospective customers, and other individuals who interact with us in connection with our services.

2. Information We Collect

We collect only the personal data that is necessary for providing and managing our services, complying with legal obligations, and improving the customer experience. The types of information we may collect include:

Identity details such as your name, title, and, where relevant, company name.
Contact details including phone number, email address, billing address, and service address.
Booking and service information such as requested dates, moving inventory, property access details, special instructions, and transport requirements.
Payment information such as transaction details, payment status, and billing records. We do not store card security codes.
Communication records including emails, messages, call notes, complaints, and service feedback.
Technical information if you interact with our digital systems, such as device details, browser type, and limited usage data.
Special category data only when strictly necessary and where you voluntarily provide it, for example access needs or health-related information relevant to safe moving arrangements.

We do not intentionally collect more data than is needed. Where we request optional information, we will make clear whether it is required or not.

3. How We Use Personal Data

We use personal data to operate our services and meet our legal obligations. The main purposes include:

responding to enquiries and providing quotations;
arranging and managing bookings;
carrying out moving, delivery, loading, and unloading services;
processing payments and maintaining financial records;
communicating about service updates, changes, delays, or issues;
handling complaints, claims, and disputes;
maintaining safety, security, and service quality;
meeting tax, accounting, insurance, and other legal requirements;
protecting our business from fraud, misuse, or unlawful activity.

Where appropriate, we may also use limited data for internal reporting, service improvement, and business administration, always in a way that respects your privacy.

4. Lawful Basis for Processing

We process personal data only where we have a lawful basis under data protection law. Depending on the context, we rely on the following bases:

Contract — to provide a quote, manage a booking, and perform the services you request.
Legal obligation — to comply with tax, accounting, record-keeping, safety, and regulatory duties.
Legitimate interests — to manage our business, improve services, communicate with customers, prevent fraud, and protect our rights, provided these interests do not override your rights and freedoms.
Consent — where required by law, for example for certain optional communications or where special category data is processed outside another lawful basis.

If we rely on consent, you may withdraw it at any time. This will not affect processing that has already taken place lawfully before withdrawal.

5. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, or reporting obligations. Retention periods depend on the type of information and the reason it is held.

Booking and service records are generally retained for the period needed to manage the service and resolve any disputes.
Financial and tax records are kept for the period required by law.
Communication records are retained for a reasonable time to support service administration and complaint handling.
Security and incident records may be kept longer where necessary to investigate claims, prevent fraud, or meet legal requirements.

When personal data is no longer required, we will securely delete, destroy, or anonymise it where possible.

6. Processors and Sharing of Data

We may share personal data with trusted third parties who act as data processors on our behalf. These parties are only allowed to use the data according to our instructions and must take appropriate security measures. Examples may include:

payment service providers;
accounting and bookkeeping services;
IT and cloud storage providers;
communication and email service providers;
customer management or scheduling systems;
professional advisers such as insurers, lawyers, or auditors;
subcontracted moving or logistics partners where needed to complete a service.

We may also disclose personal data where required by law, court order, or lawful request from a public authority. If a business transfer, merger, or restructuring occurs, personal data may be transferred as part of that process, subject to appropriate safeguards.

7. International Transfers

If any processor or service provider stores or accesses data outside the United Kingdom, we will take steps to ensure that the transfer is lawful and that appropriate safeguards are in place. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent protection measures.

8. Data Security

We use reasonable technical and organisational measures to protect personal data against accidental loss, unlawful access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, password protection, staff confidentiality obligations, and data minimisation practices. While no system can be guaranteed 100% secure, we work to keep your information safe and to respond promptly to any suspected incident.

9. Your Rights

Under UK data protection law, you have a number of rights in relation to your personal data. These rights are not absolute and may be subject to legal limits. Your rights 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 request deletion of your data in certain circumstances.
Right to restriction — to ask us to limit how we use your data in certain situations.
Right to object — to object to processing based on legitimate interests or direct marketing.
Right to data portability — to receive certain information in a structured, commonly used format where applicable.
Right to withdraw consent — where processing is based on consent.

You also have the right to raise concerns with the Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed. We encourage you to contact us first so we can try to resolve the issue promptly.

10. Children’s Data

Our services are intended for adults and businesses. We do not knowingly collect personal data from children except where it is incidentally included in service-related information and is necessary for the arrangement or delivery of a move. If we become aware that we have collected data from a child inappropriately, we will take appropriate steps to delete it.

11. Marketing Communications

We may send limited marketing or service-related communications where permitted by law. You have the right to object to marketing at any time. We will respect your preferences and stop sending marketing messages where required. Service messages that are necessary to complete a booking or fulfil a legal obligation are not marketing communications.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or the way we process personal data. Any updates will take effect when published or otherwise communicated. We recommend reviewing this policy periodically to stay informed about how we protect your information.

13. Summary of Our Commitment

We are committed to handling personal data fairly, lawfully, and transparently. We only collect information needed to provide moving services, manage business operations, and meet legal responsibilities. We use appropriate safeguards, limit retention, and work with processors who are required to protect data appropriately. Most importantly, we respect your rights and aim to make our practices clear and responsible.

Man With Van Hounslow applies this Privacy Policy to all customers in the area and to all personal data processed in connection with our services.