Shepherd's Bush Man and Van Privacy Policy
This Privacy Policy explains how Shepherd's Bush Man and Van collects, uses, stores and shares personal data when providing man and van and related services. It applies to all Shepherd's Bush Man and Van customers and prospective customers in the Shepherd's Bush area and surrounding locations, as well as visitors who make enquiries about our services.
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 and the Data Protection Act 2018.
Data Controller
For the purposes of data protection law, Shepherd's Bush Man and Van is the data controller of the personal data we collect and process about you in connection with our services. This means we determine the purposes and means of processing your personal data.
Personal Data We Collect
We may collect and process the following categories of personal data about you:
Identity and contact details, such as name, address, collection and delivery addresses, and general location details relevant to the service.
Communication details, such as your preferred contact method, notes of your instructions, and any correspondence you send to us or that we send to you.
Service and booking information, such as descriptions of the items to be moved, access details at pick up and drop off locations, dates and times of bookings, special instructions relevant to the move, and service history.
Payment related information, such as limited payment details necessary to confirm that a payment has been made or refunded. Card or bank details are processed only by our selected payment providers and are not stored by us where this can be avoided.
Website and usage information, such as basic technical data provided by your device or browser where relevant to a booking or enquiry. This may include internet protocol address, browser type, or pages visited on our website where applicable.
Any other information you voluntarily provide to us when you contact us, request a quote, make a booking, or provide feedback.
How We Collect Your Data
We collect personal data in the following ways:
Directly from you when you contact us by phone, via online forms, in person, or by any other communication method to request a quote, confirm a booking, or ask a question.
From third parties, for example where a person books our services on your behalf or provides your details as a contact or delivery address.
Automatically through limited technical information generated when you visit our website, only to the extent necessary for the website to operate, for security, or to assist with enquiries.
Lawful Basis for Processing
We only process your personal data where we have a lawful basis under data protection law. Depending on the circumstances, we rely on the following lawful bases:
Contract. We process your data where it is necessary to take steps at your request before entering into a contract, and to perform the contract for man and van services that we have agreed with you. This includes handling bookings, planning routes, providing the service, and communicating with you.
Legitimate interests. We may process your data where it is necessary for our legitimate business interests and these interests are not overridden by your rights. This may include managing our business operations, responding to general enquiries, improving our services, handling complaints, and protecting our rights and property.
Legal obligation. In some cases, we may need to process personal data to comply with legal or regulatory obligations, such as keeping certain records for tax or accounting purposes or responding to lawful requests from authorities.
Consent. In limited situations, we may rely on your consent, for example where this is required to send certain types of marketing communications. Where we rely on consent, you are free to withdraw it at any time.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To provide quotes, estimate jobs, and respond to your enquiries.
To confirm and manage bookings, schedule visits, and deliver the requested man and van services.
To communicate with you about your booking, changes to services, and relevant updates before, during and after your move.
To process and confirm payments, handle invoices, and manage refunds or adjustments as required.
To maintain internal records, including service history and basic financial records for tax and accounting purposes.
To improve our services, including monitoring demand patterns, addressing operational issues, and training staff.
To manage complaints, resolve disputes, and protect our business from fraud or misuse of our services.
To comply with legal and regulatory requirements and to cooperate with authorities where legally required.
Data Sharing and Processors
We will not sell your personal data. We may share your personal data with trusted third parties where this is necessary for the purposes described in this Privacy Policy.
These third parties may include:
Service providers and subcontractors who help us deliver man and van services, for example drivers, assistants, or specialist carriers who work with us to complete your move.
Payment processors who handle card or online payments on our behalf.
Professional advisers such as accountants, insurers, or legal advisers, where this is necessary for our business operations or to protect our legal interests.
Government bodies, law enforcement agencies, or regulators when we are legally obliged to share certain information.
Where we use third parties to process personal data on our behalf, they act as data processors and are only permitted to use your data in accordance with our instructions and applicable data protection laws. We take reasonable steps to ensure that these parties maintain appropriate security to protect your personal data.
International Data Transfers
Our primary operations are based in the United Kingdom. If, in limited circumstances, personal data is transferred outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place so that your personal data remains protected in accordance with applicable data protection laws.
Data Retention
We keep your personal data only for as long as reasonably necessary to fulfil the purposes for which it was collected and to comply with our legal, accounting, or reporting requirements.
In general, we may keep booking and service records, including basic contact details and invoices, for several years after the service has been completed in order to comply with tax and accounting rules and to manage any potential legal claims.
Data related to enquiries that do not result in a booking may be retained for a shorter period, sufficient to follow up on the enquiry, manage our operations, and analyse service demand.
When personal data is no longer required, we will take reasonable steps to securely delete or anonymise it.
Security of Your Data
We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, or disclosure. These measures include restrictions on access to personal data, secure storage, and staff awareness of data protection responsibilities.
While we strive to protect your personal data, no transmission or storage system can be guaranteed as completely secure. You are responsible for ensuring that any personal data you send to us is transmitted safely.
Your Data Protection Rights
Under data protection laws, you have a number of rights in relation to the personal data we hold about you. These include:
The right to access. You can request confirmation of whether we process your personal data and obtain a copy of the information we hold about you, subject to certain exceptions.
The right to rectification. You can ask us to correct any inaccurate or incomplete personal data we hold about you.
The right to erasure. In certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected or where you withdraw consent and there is no other legal basis for processing.
The right to restrict processing. You can ask us to restrict the processing of your personal data in certain situations, such as where you contest the accuracy of the data or object to our use of it.
The right to object. You can object to our processing of your personal data where we rely on legitimate interests as the lawful basis, including any direct marketing activities.
The right to data portability. In some cases, you may request that we provide your personal data to you or a third party in a structured, commonly used and machine readable format.
The right to withdraw consent. Where we rely on consent to process your personal data, you can withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing that took place before consent was withdrawn.
How to Exercise Your Rights
If you wish to exercise any of your data protection rights or have any questions about how we handle your personal data, you can contact Shepherd's Bush Man and Van using the contact details provided on our website or through the same channel you used to make your booking or enquiry.
We may need to verify your identity before responding to certain requests in order to protect your personal data. We aim to respond to all valid requests within the time limits set by data protection law.
Right to Complain
If you have concerns about how we use your personal data, we encourage you to contact us first so that we can try to resolve the issue. You also have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom.
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 process personal data. Any updated version will be made available through our usual communication channels. We encourage you to review this Privacy Policy periodically so that you remain informed about how we protect your personal data.
This Privacy Policy applies to all Shepherd's Bush Man and Van customers and prospective customers in the Shepherd's Bush area and any nearby locations where we provide services.
