Privacy Policy

Man with Van Park Royal Privacy Policy

This Privacy Policy explains how Man with Van Park Royal collects, uses, stores, and protects personal data relating to our customers and prospective customers in the Park Royal area. It also sets out your rights under the UK General Data Protection Regulation and the Data Protection Act 2018, together referred to as GDPR in this document.

This Privacy Policy applies to all Man with Van Park Royal customers and anyone who makes an enquiry or otherwise interacts with our services in the Park Royal area, whether by phone, online contact forms, written correspondence, or in person.

Data Controller

Man with Van Park Royal is the data controller for the personal data described in this policy. As data controller, we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing is carried out in accordance with GDPR.

Personal Data We Collect

We only collect personal data that is necessary for the provision and administration of our man and van services. Depending on how you interact with us, we may collect the following categories of data:

Identification and contact details, such as your name, title, and general contact details. Service and booking information, such as collection and delivery addresses, access details, preferred dates and times, details of items to be transported, and any instructions you provide about the service. Communication records, such as information you provide when you contact us with queries, feedback, or complaints. Transaction-related information, such as records of services provided, invoices issued, payments received, and any associated documentation needed for accounting and tax purposes. Technical and usage data, such as basic device or browser information and general usage data where you interact with our online content, to the extent necessary for security, service delivery, or analytics.

We do not intentionally collect special categories of personal data, such as health information or data revealing racial or ethnic origin, unless you choose to provide limited information that is directly relevant to the safe and effective delivery of our services, for example access requirements that affect how we carry out the move.

How We Collect Your Data

We collect personal data in the following ways:

Directly from you when you request a quote, make a booking, or communicate with us by phone, online forms, or in writing. During service delivery, when we confirm addresses, contact details, or additional instructions. From third parties acting on your behalf, such as an agent, relative, or business contact who arranges services for you and provides your details to us. Automatically, to a limited extent, when you interact with our website or digital content, through basic technical and usage information for security, operational, or analytical purposes.

Lawful Basis for Processing

We only process your personal data where we have a lawful basis under GDPR. The main lawful bases we rely on are:

Contract: We process personal data to provide quotes, accept bookings, deliver our man and van services, communicate about your booking, and manage payments. Legitimate interests: We may process data for our legitimate business interests, such as service improvement, responding to enquiries not yet under contract, maintaining security, preventing fraud, or managing business records, provided these interests are not overridden by your rights and interests. Legal obligations: We process certain data to comply with legal and regulatory requirements, such as tax, accounting, and record-keeping obligations. Consent: Where required by law for specific activities that are not covered by the bases above, we may rely on your consent. Where processing is based on consent, you may withdraw that consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide quotes, respond to enquiries, and manage bookings for our man and van services in the Park Royal area. To plan and deliver the requested services, including arranging vehicles, staff, routes, access requirements, and timing. To communicate with you about your booking, including confirmations, updates, and any issues that may arise. To manage billing, payments, refunds, and related financial records. To maintain and improve our services, including quality monitoring, staff training, and service optimisation. To handle complaints, disputes, or claims, and to protect our rights, property, or safety and that of our customers and staff. To comply with applicable laws, regulations, and requests from competent authorities where required.

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. The exact retention period depends on the nature of the data and the context in which it was collected, but in general:

Basic booking and service records are typically retained for a limited number of years after the end of the service to enable us to respond to queries, manage potential claims, and satisfy tax and accounting obligations. Communications and correspondence are retained for a period that allows us to resolve issues, demonstrate compliance, and maintain accurate records of our interactions. Technical and usage data related to security and analytics is retained for shorter periods, to the extent reasonably necessary for those purposes.

When personal data is no longer needed, we will securely delete, anonymise, or otherwise dispose of it in accordance with our data retention procedures.

Data Processors and Third Parties

We may share your personal data with carefully selected third parties that act as data processors on our behalf. These processors are engaged only for specific services and are required to handle your data securely and in compliance with GDPR, under a written contract. Typical processors and third parties may include:

IT and hosting providers that store or process data to support our systems, communications, or websites. Payment service providers that facilitate secure payment processing. External professional advisers, such as accountants or legal advisers, where necessary for business operations and compliance. Operational partners or subcontractors involved in delivering the man and van service, where they need certain limited data such as addresses and contact details to carry out the service.

We do not sell your personal data. Where we are required by law or regulation, we may disclose personal data to public authorities, regulators, or law enforcement agencies, but only to the extent necessary and lawful.

International Data Transfers

Where any of our processors or service providers are located outside the United Kingdom or the European Economic Area, we take appropriate steps to ensure that your personal data receives an equivalent level of protection. This may include the use of approved standard contractual clauses, adequacy decisions, or other recognised safeguards in accordance with GDPR requirements.

Security of Your Personal Data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration, or misuse. These measures include restricted access to personal data, secure storage, and internal policies and training on data protection. While we strive to protect your personal data, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Your Data Protection Rights

Under GDPR, you have a number of rights in relation to your personal data, subject to certain conditions and exceptions. These include:

Right of access: You have the right to obtain confirmation as to whether we process your personal data and, if so, to receive a copy of that data and certain related information. Right to rectification: You have the right to request the correction of inaccurate personal data and to have incomplete data completed. Right to erasure: In certain circumstances, you have the right to 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 withdraw consent and there is no other lawful basis for processing. Right to restriction of processing: You may request that we restrict the processing of your personal data in certain circumstances, such as when you contest the accuracy of the data or object to processing. Right to data portability: In certain circumstances, you have the right to receive the personal data you provided to us in a structured, commonly used, and machine-readable format, and to transmit that data to another controller. 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 that override your interests, rights, and freedoms, or the processing is required for legal claims.

You also have the right to lodge a complaint with the relevant supervisory authority if you believe your data protection rights have been infringed. In the United Kingdom, this is typically the Information Commissioner’s Office.

Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data relating to individuals under the age of 18 for the purpose of providing our man and van services. If we become aware that we have inadvertently collected such data, we will take steps to delete it where appropriate.

Changes 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 changes will take effect when the updated policy is made available. We encourage you to review this Privacy Policy periodically to remain informed about how we handle personal data for Man with Van Park Royal customers in the area.