Privacy Policy

Ruislip Man and Van Privacy Policy

This Privacy Policy explains how Ruislip Man and Van collects, uses, stores, and protects personal data relating to its customers and prospective customers. It applies to all Ruislip Man and Van customers in our service area, including individuals and businesses who request quotes, book services, or otherwise interact with us.

Who We Are

Ruislip Man and Van provides man and van, removals, and related transport and collection services. In relation to the personal data we process, we act as a data controller. This means we are responsible for deciding how and why we use your personal data and for ensuring that such use is in compliance with the UK General Data Protection Regulation and any applicable data protection laws.

Personal Data We Collect

We collect and process personal data that is necessary to provide our services, manage our relationship with you, and operate our business. The types of personal data we may collect include:

Identification and contact details, such as your name, address, service address, billing address, and general location information required to plan and deliver services.

Communication details, such as your preferred contact method and the content of any communications you send us, including booking requests, complaints, feedback, or general enquiries.

Service information, such as details about the job you ask us to carry out, pick-up and drop-off locations, access information that you choose to provide, inventory or item descriptions where relevant, and any special instructions related to the service.

Transaction and payment information, such as the amount paid, date and time of payment, and partial card or transaction details where necessary for accounting and record keeping. We do not store full payment card details ourselves where payments are processed by third-party payment providers.

Technical and usage information, where applicable, such as basic information from your interactions with our website or online booking tools, including pages visited, date and time of visits, and general device or browser data. We do not seek to identify you from this data unless it is necessary to do so for security, legal, or fraud prevention reasons.

How We Collect Your Data

We collect personal data directly from you when you contact us by phone, through our website, or in person. We may also collect information when you request a quote, confirm a booking, provide feedback, or engage with our communications.

In some cases, we may receive limited personal data from third parties where you have authorised them to share your details for the purpose of arranging a service, for example property agents or comparison sites. When this happens, we treat your data in accordance with this Privacy Policy.

Lawful Basis for Processing

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

Performance of a contract. We use your personal data to provide the services you have requested, to manage your bookings, and to communicate with you about your move or job.

Legitimate interests. We process personal data where it is necessary for our legitimate business interests, such as improving our services, managing and developing our business, and ensuring the safety and security of our operations. When relying on legitimate interests, we balance our interests against your rights and freedoms and only proceed where your interests do not override ours.

Legal obligation. We may process your personal data to comply with our legal and regulatory obligations, including tax, accounting, and record-keeping requirements, and to respond to lawful requests from authorities.

Consent. In some situations, we may ask for your clear consent before processing your personal data. This may include certain types of marketing communications that you can choose to receive or decline. Where we rely on consent, you can withdraw it at any time.

How We Use Your Personal Data

We use the personal data we collect for the following purposes:

To provide and manage our services, including handling enquiries, preparing and issuing quotes, planning routes, allocating vehicles and staff, and carrying out moves and related services at your request.

To manage our relationship with you, including handling bookings, communicating with you about upcoming jobs or changes, dealing with queries or complaints, and maintaining our customer records.

To manage payments and billing, including the issuing of invoices, receipt of payments, and keeping accurate financial and accounting records.

To improve and develop our services, including reviewing feedback, monitoring service performance, and analysing general trends in how our services are used.

To protect our business, our staff, and our customers, including preventing and detecting fraud, responding to disputes, and enforcing our contractual or legal rights.

To comply with legal and regulatory requirements, including tax law, accounting rules, and obligations relating to data protection and law enforcement requests.

Data Sharing and Processors

We may share your personal data with trusted third parties who help us deliver our services and operate our business. These third parties act as data processors and only process your data on our instructions and for the purposes set out in this Privacy Policy.

Categories of data processors may include:

Payment and financial service providers, who process your payments and help us manage refunds, chargebacks, and financial records.

IT and system providers, who supply or support our booking, communication, and data storage systems and help us maintain the security and reliability of our technology.

Professional advisers, such as accountants or legal advisers, where necessary for us to obtain specialist advice and meet our legal obligations.

Where we use data processors, we ensure that appropriate contracts and safeguards are in place to protect your personal data and to ensure that it is processed securely and lawfully.

We will not sell your personal data. We will only disclose personal data to other third parties if required or permitted by law, such as regulatory bodies, law enforcement agencies, or courts, where we believe disclosure is necessary to comply with legal obligations or to protect our rights or the safety of others.

Data Retention

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

In general, we keep customer and transaction records for a period that reflects applicable limitation periods for legal claims and statutory record-keeping obligations. Once personal data is no longer required, we will delete it or anonymise it so that it can no longer be linked to you.

International Transfers

Where possible, we aim to keep your personal data within the United Kingdom or the European Economic Area. If it becomes necessary to transfer personal data to countries outside this area, we will ensure that appropriate safeguards are in place so that your data continues to receive a level of protection that is essentially equivalent to that provided by UK data protection law. These safeguards may include standard contractual clauses or other recognised protection mechanisms.

How We Protect Your Data

We take appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, misuse, disclosure, or alteration. These measures include access controls, secure systems, staff training, and regular review of our data handling practices. While we work to safeguard your personal data, no system can be completely secure, and you should take care when sharing information with us, particularly over open networks.

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 Ruislip Man and Van customers in our service area, although their exact scope may vary depending on the circumstances and the lawful basis for processing. Your rights include:

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

The right to rectification. You can ask us to correct inaccurate or incomplete personal data that we hold about you.

The right to erasure. In certain situations, you can ask us to delete your personal data, for example where it is no longer needed for the purpose for which it was collected and we do not need to keep it for legal reasons.

The right to restrict processing. You can ask us to restrict the way we use your personal data in certain circumstances, for example while we are investigating a concern you have raised about accuracy or lawful use.

The right to object. You can object to our processing of your personal data where we rely on legitimate interests as our lawful basis. We will stop processing unless we have compelling legitimate grounds to continue that override your interests, rights, and freedoms or we need to continue for legal claims.

The right to data portability. In some cases, you can request that we provide your personal data in a structured, commonly used, machine-readable format or that we transmit it to another organisation, where this is technically feasible and the processing is based on consent or contract and carried out by automated means.

The right to withdraw consent. Where we rely on your consent, you can withdraw it at any time. This will not affect the lawfulness of processing before consent was withdrawn.

You also have the right to lodge a complaint with the relevant data protection authority if you are concerned about how we handle your personal data. We encourage you to contact us first so that we can try to resolve any concerns directly.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or how we handle personal data. Any updates will take effect from the date of publication. We recommend that you review this Privacy Policy periodically so that you remain informed about how we use and protect your personal data.