Privacy Policy for Uxbridge Man and Van
This Privacy Policy explains how Uxbridge Man and Van collects, uses, stores, and shares personal data when providing services to customers in our service area. It applies to all customers and prospective customers of Uxbridge Man and Van, including individuals and business clients who contact us, request a quotation, make a booking, or otherwise use our services.
Uxbridge Man and Van is committed to protecting your privacy and handling your personal data in accordance with the UK General Data Protection Regulation, the EU General Data Protection Regulation where applicable, and all relevant data protection laws.
Personal data we collect
We collect and process different types of personal data depending on how you interact with us and the services you require. This may include:
Identity and contact details such as your name, title, billing address, collection and delivery addresses, and other contact details you choose to provide.
Service and booking information such as details of the items to be moved, property access details, dates and times of moves, special instructions, quotations, invoices, payment status, and records of services provided.
Communication records such as information you provide when you contact us by phone, online form, or other communication methods, including queries, complaints, feedback, and any associated notes.
Payment related information such as payment confirmations and transaction references. We do not directly store your full card details if payments are processed through a secure payment provider.
Technical and usage data such as general information about how you interact with our website or online content, where applicable, including basic diagnostic and performance data collected for security and statistical purposes.
How we collect personal data
We may collect personal data directly from you when you request a quotation, make a booking, contact us with an enquiry, provide feedback, or communicate with us in any other way.
We may also receive personal data about you from third parties when it is necessary for arranging the service, for example, where a business books a move on your behalf or where an estate agent or landlord provides property access details with your knowledge.
Lawful basis for processing
Uxbridge Man and Van only processes your personal data where we have a lawful basis to do so under data protection law. The main lawful bases we rely on are:
Contract. We process personal data where it is necessary to enter into a contract with you or to perform a contract for moving and related services. This includes processing your details to provide quotations, manage bookings, deliver services, and handle payments.
Legitimate interests. We process personal data where it is necessary for our legitimate business interests and those interests are not overridden by your rights and freedoms. Examples include managing and improving our services, maintaining business records, preventing fraud and misuse, and handling enquiries and complaints.
Legal obligation. We may process personal data where it is necessary to comply with legal or regulatory requirements, such as record keeping, tax, and accounting obligations.
Consent. In limited situations, we may rely on your consent, for example, where this is required for certain types of optional marketing communications. Where we rely on consent, you can withdraw it at any time.
How we use your personal data
We use your personal data for the following purposes:
To provide quotations, confirm availability, and agree the scope of our services.
To create and manage bookings, plan routes, arrange vehicles and staff, and deliver moving and related services.
To communicate with you about your enquiry, quotation, booking, or ongoing service, including sending confirmations and updates.
To process payments and manage invoices, refunds, and related financial records.
To handle complaints, resolve disputes, and respond to your questions and requests.
To manage our business operations, including internal administration, training, quality control, and service improvement.
To comply with applicable laws, respond to legal requests, and support regulatory or law enforcement requirements where necessary.
Data sharing and processors
We may share your personal data with trusted third parties where necessary for the purposes described in this Privacy Policy. These third parties act either as independent controllers or as processors acting on our behalf. Such third parties may include:
Payment service providers who process payments for services you purchase.
IT and system support providers who assist with hosting, storing, maintaining, and securing our data and systems.
Professional advisers such as accountants or legal advisers, where reasonably necessary for business management, legal advice, and compliance.
Subcontractors or partner service providers where they are engaged to assist in providing services to you, such as additional vehicles or staff for larger moves.
Regulators, law enforcement bodies, or other authorities where we are required to share personal data to comply with legal obligations or to protect our rights, property, or safety.
Where we use processors, they are only permitted to process your personal data on our documented instructions and must keep your data secure and confidential.
Data retention
We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements.
In general, we retain quotation and booking records, invoices, and related communications for a period that allows us to manage our relationship with you, handle any complaints or disputes, and comply with legal retention obligations. The exact retention period may vary depending on the type of data and the relevant legal requirements.
When personal data is no longer required, we will securely delete it or anonymise it so that it can no longer be associated with an identifiable individual.
Your data protection rights
Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all Uxbridge Man and Van customers in our service area, subject to certain conditions and legal exceptions. Your rights may include:
Right of access. You can request confirmation of whether we process your personal data and obtain a copy of the data we hold about you.
Right to rectification. You can request that we correct or complete any inaccurate or incomplete personal data we hold about you.
Right to erasure. In some circumstances, you can request that we delete your personal data. This right is not absolute and may be limited where we must retain data for legal or contractual reasons.
Right to restriction. You can request that we restrict the processing of your personal data in certain situations, for example, where you contest the accuracy of the data or object to our processing.
Right to object. You can object to our processing of your personal data where we rely on legitimate interests or where we process data for direct marketing.
Right to data portability. In certain cases, you may request that we provide you or another controller with a structured, commonly used, and machine readable copy of some of your personal data.
Right to withdraw consent. Where we rely on your consent, you can withdraw that consent at any time. This will not affect the lawfulness of processing before consent was withdrawn.
Security of your personal data
Uxbridge Man and Van takes appropriate technical and organisational measures to protect personal data from unauthorised access, disclosure, alteration, or destruction. These measures are designed to provide a level of security appropriate to the risks associated with the processing of your personal data. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.
International transfers
Our primary processing activities are carried out within the United Kingdom. If in the future we transfer personal data outside the United Kingdom or the European Economic Area, we will take appropriate steps to ensure that such transfers comply with data protection law and that your personal data remains protected by suitable safeguards.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. Any updated version will apply to all new interactions with Uxbridge Man and Van from the date it is made available. We encourage you to review this Privacy Policy periodically to remain informed about how we protect your personal data.
