Man with Van Paddington Privacy Policy

This Privacy Policy explains how Man with Van Paddington collects, uses, stores and protects personal data relating to our customers and prospective customers in the Paddington area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws.

This Privacy Policy applies to all Man with Van Paddington customers and enquirers in our service area, including individuals and businesses who contact us, request a quote, make a booking or otherwise use our removal and transport services.

Who We Are

Man with Van Paddington provides man and van, removals and related transport services in the Paddington area. For the purposes of data protection law, we act as the data controller for the personal data described in this Privacy Policy. This means we decide how and why your personal data is used and are responsible for ensuring it is handled lawfully.

Personal Data We Collect

We only collect personal data that is necessary for the provision of our services and for the operation of our business. The types of data we may collect include:

Identification and contact details such as your name, contact address, collection and delivery addresses, and other contact details you choose to provide when you get in touch, request a quote or make a booking.

Service and booking details such as the type of service requested, property access information you choose to share, preferred dates and times, and any special requirements relevant to the move or transport service.

Communication records such as the contents of messages, enquiries and feedback you send to us, as well as notes of conversations relevant to your booking or enquiry.

Payment related information such as confirmation of payment, payment method used and billing details. We do not store full card details when payments are processed via secure payment providers.

Technical and usage information when you visit our online pages or interact with our digital services, which may include device information, approximate location based on your device settings, and basic analytics data such as pages viewed and time spent. This is generally collected using cookies or similar technologies, where applicable.

How We Collect Your Data

We collect personal data directly from you when you contact us, request a quote, book a service, communicate with us by phone or other channels, or provide feedback. We may also collect limited data automatically through your use of our website or online tools, such as anonymised analytics and cookie data where consent is provided or where it is strictly necessary for the functioning of the service.

Lawful Basis for Processing

We process your personal data only where we have a valid lawful basis under data protection law. Depending on the context, this may include:

Contractual necessity: to take steps at your request before entering into a contract, such as providing a quote, and to perform our contract with you, such as arranging and carrying out your move or transport service, managing bookings and processing payments.

Legitimate interests: to operate and improve our business and services, including managing our relationship with you, handling enquiries, keeping basic records, ensuring the security of our operations, and defending or establishing legal claims. When we rely on legitimate interests, we balance these interests against your rights and expectations.

Legal obligations: to comply with legal requirements such as tax and accounting rules, record keeping obligations and responding to lawful requests from public authorities.

Consent: in limited circumstances, we may rely on your consent, for example when using non essential cookies or sending certain marketing communications where consent is required. Where we rely on consent, you may withdraw it at any time.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide our services, including handling your enquiry, supplying a quote, confirming and managing your booking, planning and delivering your move or transport service, and communicating with you about all related arrangements.

To manage customer accounts and relationships, including maintaining accurate records of services provided, processing payments, handling complaints, and providing customer support.

To improve and develop our services by analysing usage trends, reviewing feedback and monitoring service performance to help us enhance our offerings and customer experience.

To protect our business and comply with the law, including preventing and detecting fraud or misuse of services, enforcing our terms, and meeting our legal and regulatory obligations.

To carry out limited marketing activities, such as informing you of relevant services or offers within the scope of applicable law. You can opt out of marketing at any time.

Data Sharing and Processors

We may share your personal data with trusted third parties where necessary for the purposes described above and in accordance with data protection law. These third parties may act as data processors on our behalf, and may include:

Payment service providers that securely process payments and help prevent fraudulent transactions.

IT and hosting providers that supply and maintain our systems, websites and data storage solutions.

Communication and customer management tools that help us manage bookings, send service updates and maintain contact records.

Professional advisers such as accountants or legal advisers, where data is required for compliance or to obtain professional advice.

Public authorities or law enforcement bodies, where we are required to share data to meet legal obligations or to protect our rights or the rights of others.

All processors acting on our behalf are required to process your personal data only in accordance with our instructions, to keep it secure, and to comply with applicable data protection laws.

International Data Transfers

If any of our service providers or systems operate outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place before transferring personal data, such as using standard contractual clauses or relying on adequacy decisions, in accordance with data protection law.

Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy, including satisfying any legal, accounting or reporting requirements.

In general, we will keep data relating to enquiries and bookings for a period that allows us to respond to questions, manage actual or potential disputes, and comply with tax and record keeping obligations. This may mean retaining some information about your bookings and payments for several years after the service has been completed, in line with legal requirements.

Where data is no longer needed for these purposes, we will securely delete it or anonymise it so that it can no longer be linked back to you.

How We Protect Your Data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration or disclosure. These measures include limiting access to personal data to those who need it for their role, using secure storage and transmission methods, and regularly reviewing our procedures and controls.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to certain conditions and exemptions, these rights may include:

The right of access, which allows you to request confirmation of whether we hold personal data about you and to request a copy of that data.

The right to rectification, which allows you to request that inaccurate or incomplete personal data be corrected.

The right to erasure, sometimes called the right to be forgotten, which allows you to request the deletion of your personal data in certain circumstances.

The right to restrict processing, which allows you to request that we limit the use of your personal data in certain situations.

The right to data portability, which allows you to request that we provide your personal data to you or to another organisation in a structured, commonly used and machine readable format, where the processing is based on consent or contract and carried out by automated means.

The right to object, which allows you to object to our processing of your personal data where we rely on legitimate interests, and to object to direct marketing at any time.

Where we rely on consent as a lawful basis for processing, you also have the right to withdraw that consent at any time, without affecting the lawfulness of processing carried out before consent was withdrawn.

Exercising Your Rights and Complaints

If you wish to exercise any of your data protection rights or have questions about how we handle your personal data, you can contact us using the details provided on our main contact channels. We may need to verify your identity before fulfilling your request and will respond within the time limits set by law.

You also have the right to lodge a complaint with the data protection supervisory authority if you are unhappy with how we have handled your personal data. In the United Kingdom, this is the Information Commissioners Office. We would however encourage you to contact us first so that we can try to resolve your concerns.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, in how we process personal data or in applicable laws. Any updated version will be made available through our usual communication channels, and the revised policy will apply from the date it is published.

By continuing to use Man with Van Paddington services after any changes come into effect, you acknowledge that you have read and understood the updated Privacy Policy.