Privacy Policy

Man with Van Twickenham Privacy Policy

This Privacy Policy explains how Man with Van Twickenham collects, uses, stores and shares personal data when providing moving and transport services. It applies to all Man with Van Twickenham customers and prospective customers in the Twickenham area, including those who contact us for quotes or general enquiries, whether by phone, online or in person.

We are committed to protecting your privacy and handling your personal data in a lawful, fair and transparent way in accordance with the UK General Data Protection Regulation GDPR and the Data Protection Act 2018.

1. Data Controller

For the purposes of data protection law, Man with Van Twickenham is the data controller in respect of the personal data we collect and process about you. This means we decide how and why your data is used and are responsible for ensuring it is processed in compliance with applicable legislation.

2. Personal Data We Collect

We only collect personal data that is relevant to providing our services and running our business. The types of information we may collect include:

Identification and contact details, such as your name, address, moving from and moving to addresses, and general location information within the Twickenham area and surrounding locations.

Communication details, such as your preferred method of contact and the content of any messages, enquiries or feedback that you send us.

Service and booking information, such as the date and time of your move, the type and size of items to be moved, access details, parking and property information, and any special instructions you provide.

Payment and transaction data, such as payment method and records of payments made and received. We do not store full payment card details; where third party payment processors are used, they handle your card details securely on our behalf.

Technical and usage data where applicable, such as basic information about how you interact with our website or online forms, including the pages you view, the time and date of your visits and general device information. This is typically collected using cookies or similar technologies where your browser settings or cookie preferences allow it.

3. How We Collect Your Data

We collect personal data directly from you when you contact us to request a quote, make a booking, ask a question or provide feedback. This may be by phone, through online forms, or in person.

We may also receive some technical and usage data automatically when you visit our website, subject to your device and browser privacy settings.

4. Lawful Basis for Processing

We rely on the following lawful bases under GDPR to process your personal data:

Contract. We process your personal data where it is necessary to enter into, or perform, a contract with you. This includes providing quotes, confirming bookings, delivering moving services, managing payments and communicating with you about your move.

Legitimate interests. We may process your data where it is necessary for our legitimate business interests and where your rights and freedoms do not override those interests. This includes managing and improving our services, keeping appropriate records, responding to queries, and protecting our business from fraud or misuse.

Legal obligations. We may process your data where we need to comply with legal or regulatory requirements, such as record keeping, tax or accounting obligations.

Consent. In limited cases, we may rely on your consent, for example for certain types of marketing communications or optional cookies. Where we rely on consent, you have the right to withdraw it at any time.

5. How We Use Your Personal Data

We use your personal data for the following purposes:

To provide and manage our services, including preparing quotes, planning moves, carrying out collections and deliveries, and handling follow up queries.

To communicate with you, including confirming bookings, sending service updates, responding to requests and dealing with any complaints or issues.

To process payments and manage our accounts, including issuing invoices and receipts and maintaining appropriate business and financial records.

To manage our business operations, such as scheduling staff and vehicles, improving our services, and ensuring the safety and security of our team and customers.

To comply with legal and regulatory obligations, including record keeping, tax reporting and responding to lawful requests from authorities where required.

To protect our rights, property and safety, including the prevention and detection of fraud, misuse or other unlawful activity.

6. Data Sharing and Processors

We do not sell your personal data. We may share your data with trusted third parties where necessary to provide our services or to operate our business, including:

Service providers and data processors who perform services on our behalf, such as payment processing companies, IT and hosting providers, communication and booking systems, and accountancy or administrative support providers. These parties only process data under our instructions and are required to handle it securely and in accordance with data protection law.

Professional advisers, such as accountants, lawyers and insurers, where necessary for business management, legal or insurance purposes.

Public authorities, regulators or law enforcement agencies where we are legally required to do so, or where it is necessary to protect our legal rights or the safety of others.

Where we use external processors, we put in place appropriate contractual safeguards to ensure your data is protected and only used for specified purposes.

7. Data Retention

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

In general, data relating to quotes, bookings and completed services is kept for a period that allows us to manage any follow up questions, complaints or legal claims, and to satisfy tax and accounting obligations. After this period, data is securely deleted or anonymised so that it can no longer be linked to you.

Specific retention periods may vary depending on the type of data and the context of our relationship with you. Factors we consider include the nature of the information, potential risk of harm from unauthorised use, the purposes for which we process it, and applicable legal requirements.

8. International Transfers

Our core services are provided within the United Kingdom. If any of our processors or service providers transfer your data outside the UK or European Economic Area, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent protection measures required by data protection law.

9. Data Security

We take reasonable technical and organisational measures to protect your personal data against loss, misuse, unauthorised access, disclosure, alteration or destruction. These measures include limiting access to personal data to those who need it, using secure storage and communication tools where appropriate, and maintaining internal policies and procedures for data handling.

While we aim to protect your information, no system can be completely secure. You are also responsible for taking reasonable steps to protect your own information when communicating with us.

10. Your Rights Under GDPR

As a customer of Man with Van Twickenham in the Twickenham area, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions under law. These include:

The right of access. You can request a copy of the personal data we hold about you and information about how we use it.

The right to rectification. You can ask us to correct inaccurate or incomplete personal data.

The right to erasure. In some circumstances, you can ask us to delete your personal data, for example where it is no longer needed for the purposes for which it was collected.

The right to restrict processing. You can ask us to limit how we use your data in certain situations, for example while we investigate a concern about its accuracy.

The right to data portability. You may have the right to receive the personal data you provided to us in a structured, commonly used and machine readable format and to request that we transfer it to another controller where technically feasible.

The right to object. You can object to certain types of processing based on our legitimate interests or for direct marketing purposes.

The right to withdraw consent. Where we rely on consent as the lawful basis for processing, you can withdraw your consent at any time, although this will not affect the lawfulness of processing before withdrawal.

You also have the right to lodge a complaint with the UK data protection authority if you believe your rights have been infringed.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, business practices or legal obligations. Any changes will take effect when the updated policy is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.

12. Contacting Us About Privacy

If you have any questions about this Privacy Policy, how we process your personal data, or if you wish to exercise any of your rights, you can contact Man with Van Twickenham using your usual communication channel with us. We will respond to your request as soon as reasonably possible and within the timescales required by data protection law.