Privacy Policy
Man with Van Acton Data Protection and Privacy Policy
This Privacy Policy explains how Man with Van Acton collects, uses, stores, and shares personal data of its customers and prospective customers in the Acton area. It is designed to be compliant with the UK General Data Protection Regulation and related data protection laws. This policy applies to all individuals who use or request our services within the Acton area, whether you contact us online, by phone, or in person.
Who We Are and Scope of This Policy
Man with Van Acton provides removal, transport, and related services to customers in the Acton area. For the purposes of applicable data protection laws, Man with Van Acton is the data controller in relation to the personal data described in this policy. This Privacy Policy applies to all Man with Van Acton customers and prospective customers located in or requesting services in the Acton area.
Personal Data We Collect
We only collect personal data that is necessary to provide and manage our services, handle enquiries, and comply with legal obligations. The categories of personal data we may collect include:
Identification and contact data such as your name, address, service addresses for collection and delivery, and preferred contact details such as communication channels you provide to us.
Service and booking details such as requested dates and times of service, details of the items or type of move, property access information, special instructions, and information about the type of vehicle or team you require.
Billing and payment data such as details required to issue invoices, records of quotes and payments, transaction history, and relevant accounting records. Payment card details are handled via secure payment processors and are not stored by us beyond what is necessary to confirm transactions.
Communications and correspondence such as enquiry details, feedback, complaints, and any other information you choose to share when you contact us or respond to our requests for information.
Technical and usage data such as basic information generated when you visit our online pages, make an enquiry through a form, or interact with our digital services. This may include device information, approximate location data, or log data, where applicable and subject to your device or browser settings.
How and Why We Use Your Personal Data
We process your personal data only where we have a lawful basis to do so. The main purposes and corresponding lawful bases are:
To provide our services and manage bookings. We use your identification, contact, and service details to provide removal and transport services, manage enquiries, send confirmations, coordinate our team, and handle follow up. The lawful basis is performance of a contract or taking steps at your request before entering into a contract.
To manage billing and payments. We use your billing and transaction data to issue quotes, provide invoices, process payments through our chosen payment processors, manage refunds where applicable, and maintain financial records. The lawful bases are performance of a contract and compliance with legal obligations in relation to accounting and taxation.
To respond to enquiries and customer support requests. We use your contact and communication data to respond to queries, handle complaints, and provide after service support. The lawful bases are performance of a contract, taking steps before entering into a contract, and our legitimate interests in providing good customer service.
To improve and protect our services. We may use aggregated or pseudonymised usage data, as well as limited personal data, to improve our services, manage our business operations, address security issues, and prevent fraud. The lawful basis is our legitimate interests in running and protecting our business, provided these interests are not overridden by your rights and interests.
To comply with legal and regulatory obligations. We may process and retain certain data to meet record keeping duties, respond to lawful requests from authorities, and comply with relevant laws. The lawful basis is compliance with legal obligations.
Where required by law, or where we wish to send you certain types of optional messages that go beyond our core services, we will ask for your consent. Where we rely on consent, you are free to withdraw it at any time.
Sharing Your Personal Data and Use of Processors
We do not sell your personal data. We may share your personal data with selected third parties strictly for the purposes described in this Privacy Policy and only where appropriate safeguards are in place. These third parties act either as data processors on our behalf or as independent controllers where required by law.
Service providers and processors. We may engage third party providers for services such as secure payment processing, accounting support, digital platform hosting, communications tools, and customer relationship management systems. These providers act as processors and may only process your personal data under our instructions, in line with contractual obligations that protect your data.
Professional advisers. We may share personal data with legal, financial, or business advisers where necessary for the establishment, exercise, or defence of legal claims, or for auditing and compliance purposes.
Authorities and law enforcement. We may disclose personal data where required by law or where we believe it is necessary to protect our rights, the rights of our customers, or the safety of others, such as in response to court orders, legal processes, or lawful requests from public authorities.
If any processors are located outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data, such as standard contractual clauses or other recognised mechanisms under data protection law.
Data Retention and Storage
We retain your personal data only for as long as is necessary for the purposes for which it was collected, or for longer where required by law. The retention period will vary depending on the type of data and the context in which it was collected.
Operational and booking records, including contact details, service information, and related correspondence, are generally kept for a period that allows us to manage ongoing relationships, handle potential disputes, and maintain accurate service histories.
Financial and billing records, including invoices, transaction details, and related accounting data, are retained for the period required under applicable tax and accounting laws.
Where we hold data based on your consent and you withdraw that consent, we will delete or anonymise that data where it is no longer required for any other lawful purpose. We will also take reasonable steps to ensure that processors acting on our behalf do the same.
When personal data is no longer required, we will securely delete or anonymise it so that it can no longer be associated with you.
Your Data Protection Rights
Under data protection laws, you have important rights in relation to your personal data. These include:
Right of access. You have the right to obtain confirmation as to whether we process your personal data and to request a copy of the personal data we hold about you, along with certain information about how we use it.
Right to rectification. You have the right to request correction of inaccurate personal data and completion of incomplete data relating to you.
Right to erasure. In certain circumstances, you may request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected or where you have withdrawn consent and there is no other lawful basis for processing.
Right to restriction. You may request that we restrict our processing of your personal data in certain situations, such as while we verify the accuracy of data or assess an objection you have raised.
Right to data portability. In certain cases, you have the right to receive personal data you have provided to us in a structured, commonly used, and machine readable format and to transmit that data to another controller, where technologically feasible.
Right to object. You have the right to object to our processing of your personal data where we rely on legitimate interests as our lawful basis, including any related profiling. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests and rights or where the processing is needed for legal claims.
Rights in relation to consent. Where we process your data based on your consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing carried out before the withdrawal.
You also have the right to lodge a complaint with the relevant supervisory authority if you believe your data protection rights have been infringed. We encourage you to contact us first so we can attempt to resolve your concern.
Security of Your Personal Data
We take reasonable technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures include limiting access to personal data to staff and processors who need it for their role, using secure systems where appropriate, and reviewing our safeguards regularly. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.
Updates to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any significant changes will be posted on our main customer information channels. The updated policy will apply from the date it is published.
