Privacy Policy - Ealing Man And Van

Last updated: June 2026

This Privacy Policy explains how Ealing Man And Van collects, uses, stores, shares, and protects personal data. It applies to all Ealing Man And Van customers in the Ealing area, including individuals who request quotes, make bookings, receive removals or delivery services, or otherwise interact with our services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Ealing Man And Van is a removals and transport service provider operating in Ealing and surrounding areas. For the purposes of data protection law, we act as a data controller when we determine the purposes and means of processing personal data. In some cases, we may also use third-party service providers that act as data processors on our behalf.

2. Personal Data We Collect

We collect only the data necessary to provide and manage our services, communicate with customers, and comply with legal obligations. The types of personal data we may collect include:

Identity data: name, title, and, where relevant, business name.
Contact data: telephone number, email address, billing address, and service address.
Booking and service data: moving dates, inventory details, property access information, special handling requirements, and service preferences.
Payment data: payment status, invoice records, and limited transaction details. We do not store full card details unless required by a secure third-party payment provider.
Communication data: emails, messages, call notes, and records of customer enquiries or complaints.
Technical data: limited website or device information such as IP address, browser type, and usage data, where applicable.
Legal and compliance data: records needed for accounting, insurance, dispute resolution, or regulatory purposes.

We do not intentionally collect special category data unless it is voluntarily provided by you and is necessary for a specific service requirement, such as access needs or health-related handling instructions. Where such data is provided, we will process it only when permitted by law and with appropriate safeguards.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotes, arrange bookings, and deliver removals or transport services.
To communicate with you about your enquiry, booking, or service updates.
To manage invoices, payments, and account records.
To assess service requirements, including access, scheduling, and item handling.
To resolve disputes, respond to complaints, and maintain service quality.
To comply with legal, tax, insurance, and regulatory obligations.
To protect our business, staff, customers, and property from fraud, misuse, or unlawful activity.

We only use your personal data for purposes that are relevant, necessary, and proportionate to the service we provide.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. Depending on the circumstances, we rely on one or more of the following bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes preparing quotations, arranging collection and delivery, providing removal services, and managing billing.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. Examples include improving our services, maintaining records, preventing fraud, and protecting our legal interests. We always consider whether the processing is reasonable and limited.

Legal Obligation

We may process and retain certain data where needed to comply with legal obligations such as accounting, tax, insurance, or dispute-handling requirements.

Consent

In limited situations, we may rely on your consent, for example where you voluntarily provide optional information beyond what is required for the service. Where consent is used, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

5. Data Sharing and Processors

We may share personal data with trusted third parties only where necessary and lawful. These third parties may act as data processors or independent controllers depending on the service they provide. Examples include:

Payment service providers for secure transaction handling.
Accounting and bookkeeping providers for financial record management.
IT and cloud storage providers for secure data hosting and business operations.
Insurance providers where claims, incidents, or liability matters require disclosure.
Legal, regulatory, or government bodies where disclosure is required by law.

Where we use processors, we ensure they act only on our instructions, apply appropriate security measures, and process data in compliance with data protection law. We do not sell your personal data.

6. International Transfers

Where a processor or service is located outside the UK, we will only transfer personal data where adequate safeguards are in place. These may include UK adequacy regulations, the International Data Transfer Agreement, or other lawful transfer mechanisms approved under data protection law.

7. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including any legal, tax, accounting, or insurance requirements. Retention periods may vary depending on the type of record and the service provided.

Booking and service records: kept for the period necessary to manage the service and handle any follow-up issues.
Financial and tax records: retained for the period required by law.
Communication records: kept for a reasonable period to support customer service and dispute resolution.
Claims and incident records: retained for the time needed to manage claims, insurance matters, or legal proceedings.

When data is no longer required, we will securely delete, anonymise, or dispose of it in line with our retention practices.

8. Data Security

We take appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, password protection, staff training, and restricted sharing of information on a need-to-know basis. While we work to protect your information, no system can be guaranteed to be completely secure.

9. Your Rights

As a customer, you have important rights under data protection law. These rights may apply subject to legal limitations and exemptions:

Right of access: you may request a copy of the personal data we hold about you.
Right to rectification: you may ask us to correct inaccurate or incomplete information.
Right to erasure: you may request deletion of your data in certain circumstances.
Right to restriction: you may ask us to limit how we use your data in certain cases.
Right to object: you may object to processing based on legitimate interests.
Right to data portability: you may request your data in a structured, commonly used format where applicable.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with applicable legal timeframes. We may need to verify your identity before responding to your request.

10. Children’s Data

Our services are not directed at children. We do not knowingly collect personal data from children except where it is incidental to providing a service requested by an adult customer, such as moving household items. If we become aware that data has been collected inappropriately, we will take steps to remove it where required.

11. Cookies and Online Data

If we use a website or online booking tools, limited technical information may be collected automatically to support functionality, security, and usage analysis. Where required, we will provide appropriate notice and obtain consent for non-essential cookies. Any such data will be handled in line with this Privacy Policy.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or services. The updated version will apply from the date of publication or as otherwise stated. We encourage customers to review this policy periodically so they remain informed about how their data is used.

13. Summary of Our Commitment

Ealing Man And Van is committed to treating your personal data with care, fairness, and respect. We collect only what is needed, use it for lawful and limited purposes, keep it only as long as necessary, and work with processors who meet appropriate data protection standards. If you are a customer in the Ealing area, this policy explains how your information is handled whenever you use our services.

We value privacy, data minimisation, and transparency in every customer interaction.