Privacy Policy
Man with Van Neasden Privacy Policy
This Privacy Policy explains how Man with Van Neasden collects, uses, stores, and protects personal data relating to our customers in the Neasden area and surrounding locations. We are committed to complying with the UK General Data Protection Regulation and the Data Protection Act, and to handling your personal data lawfully, fairly, and transparently.
This Privacy Policy applies to all customers and prospective customers of Man with Van Neasden in our service area, including individuals making enquiries and representatives of business clients. By using our services or contacting us, you acknowledge that you have read and understood this Privacy Policy.
Who we are and scope of this policy
Man with Van Neasden provides local and regional transport, moving, and related services. For the purposes of data protection law, we act as the data controller for the personal data we collect and use in connection with providing our services to you. This policy describes how we process personal data in the context of our day-to-day operations and service delivery.
Types of personal data we collect
We may collect and process the following categories of personal data in the course of our activities:
Contact details, such as your name, address, pick-up and drop-off addresses, and any alternative contact person you provide.
Communication details, including your preferred contact methods and the content of communications you send to us, such as enquiries, booking details, and feedback.
Service and booking information, such as dates and times of moves, inventory or description of items to be transported where relevant, access details, parking requirements, and any special instructions.
Payment and transaction details, including the amount charged, payment method used, and confirmation that payment has been made. We do not store full payment card details if payment is processed by a third-party payment provider.
Technical and usage information, such as basic device or browser information and interaction data where you engage with us through online forms or online advertising. We do not seek to identify you directly from this information unless necessary for booking and service provision.
Sensitive or special category data is not actively sought by Man with Van Neasden. If you choose to provide such information, we will only process it where strictly necessary and lawful, for example to accommodate specific access or health-related needs during a move.
How we collect your data
We collect personal data in several ways, including:
Directly from you when you contact us to request a quote, make a booking, or ask a question via phone, messaging services, or online forms.
During service provision, when our team records relevant details needed to complete your move safely and efficiently.
From third parties where lawful and appropriate, for example when a letting agent, relocation company, or another person books our services on your behalf and provides your details for contact and coordination.
From basic analytics and advertising tools that help us understand how people find and interact with our services, without directly identifying individual users unless they choose to provide their details.
Lawful bases for processing your personal data
We process personal data only where we have a lawful basis under data protection law. The main lawful bases we rely on are:
Contract: Where processing is necessary to enter into or perform a contract with you, such as providing quotes, confirming availability, scheduling and carrying out moves, handling payments, and managing your booking.
Legitimate interests: Where processing is necessary for our legitimate business interests, and these are not overridden by your interests or fundamental rights and freedoms. This may include managing and improving our services, responding to enquiries, maintaining records for insurance and operational purposes, and defending legal claims.
Legal obligation: Where we need to process data to comply with legal requirements, such as tax and accounting laws, or obligations related to insurance and regulatory compliance.
Consent: Where required by law for certain activities, such as specific marketing communications. Where we rely on consent, you have the right to withdraw it at any time without affecting the lawfulness of processing based on consent before its withdrawal.
How we use your personal data
We may use your personal data for the following purposes:
To provide quotes, arrange and deliver our man and van services, and manage bookings.
To communicate with you about your enquiry, booking, or any changes to our services.
To process payments and maintain financial records required for accounting and taxation.
To manage customer relationships, handle complaints, and respond to questions or feedback.
To improve our services, operations, and customer experience, including through basic analysis of service usage and performance.
To protect our business, staff, and customers, including through fraud prevention, insurance claims handling, and the defence of potential legal claims.
Data sharing and use of processors
We may share your personal data with trusted third parties where necessary and lawful, including:
Service providers acting as data processors, such as payment processing providers, accounting or invoicing services, secure data storage and backup providers, and providers of communication or scheduling tools. These processors are only allowed to process your personal data according to our instructions and are required to keep it secure.
Professional advisers, such as accountants, insurance providers, or legal advisers, where necessary to protect our business and comply with legal or regulatory requirements.
Other parties where required by law, a court order, or a regulatory authority, or where it is necessary to establish, exercise, or defend legal claims.
We do not sell your personal data to third parties. Any sharing of data is limited to what is necessary for the specific purpose and is carried out in accordance with data protection law.
International data transfers
Some of our service providers or systems may be located outside the United Kingdom or may store data in other countries. Where your personal data is transferred outside the United Kingdom, we will take appropriate steps to ensure that your data is given adequate protection, such as using standard contractual clauses or ensuring that the recipient is subject to an adequacy decision or equivalent safeguards.
Data retention and storage
We retain personal data only for as long as is necessary for the purposes for which it was collected, and to meet legal, accounting, or reporting requirements.
Booking and service records, including contact details and service details, are generally retained for a period that allows us to respond to enquiries, handle insurance or legal claims, and comply with tax and accounting obligations.
Financial and transaction records are kept for the period required by relevant tax and accounting laws.
Basic enquiry information that does not lead to a booking may be retained for a limited period to allow us to follow up on your request and manage our records efficiently.
When data is no longer needed, we will securely delete or anonymise it so that it can no longer be linked to an identifiable individual.
Security of your personal data
We take appropriate technical and organisational measures to protect your personal data from unauthorised access, accidental loss, destruction, or damage. These measures include limiting access to personal data to staff and service providers who need it for a legitimate purpose, using appropriate security practices for physical and digital records, and regularly reviewing our procedures and safeguards.
Your data protection rights
You have several rights in relation to the personal data we hold about you, subject to certain conditions and exceptions under data protection law. These include:
The right of access: You can request confirmation of whether we process your personal data and obtain a copy of that data.
The right to rectification: You can ask us to correct inaccurate or incomplete personal data.
The right to erasure: You can request the deletion of your personal data where there is no longer a lawful basis for us to retain or use it.
The right to restrict processing: You can ask us to limit how we use your data in certain circumstances, for example while we investigate a concern you have raised about its accuracy.
The right to data portability: In some cases, you can request that we provide your personal data in a structured, commonly used, and machine-readable format, or ask us to transfer it directly to another controller where technically feasible.
The right to object: You can object to processing carried out on the basis of legitimate interests, including certain forms of profiling, where you believe your rights and interests outweigh our legitimate interests.
Where we rely on your consent, you have the right to withdraw that consent at any time. This will not affect any processing already carried out with your consent, but we will stop future processing based on that consent.
How to exercise your rights and complaints
If you wish to exercise any of your rights or have concerns about how Man with Van Neasden handles your personal data, you can contact us using the contact details you ordinarily use for our services. We will respond to your request or query as soon as reasonably possible and within the time limits set by data protection law.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are not satisfied with our response or believe that your data protection rights have been infringed. We encourage you to contact us first so we can try to resolve any concerns directly.
Updates to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or how we process personal data. Any significant changes will be communicated through appropriate channels. The updated version will apply from the date it is published. We recommend that you review this Privacy Policy periodically to stay informed about how we protect your personal data.
This Privacy Policy applies to all Man with Van Neasden customers and prospective customers in our service area and remains in effect until it is superseded by an updated version.
