Man With a Van Belgravia Privacy Policy

This Privacy Policy explains how Man With a Van Belgravia collects, uses, stores, and protects personal data relating to customers and prospective customers in our service area. It is designed to comply with the UK General Data Protection Regulation and relevant data protection laws. By using our services, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all Man With a Van Belgravia customers and prospective customers in our operating area, including anyone who contacts us to request a quote, makes a booking, uses our transport or removal services, or otherwise interacts with us in relation to our services.

Data Controller

Man With a Van Belgravia is the data controller in respect of the personal data that we collect and process about you. This means we determine the purposes and means of processing your personal data and are responsible for complying with applicable data protection laws in relation to that processing.

Personal Data We Collect

We collect and process different types of personal data depending on how you interact with us. The data we may collect includes:

Identification and contact details: such as your name, address, service address, and any alternative contact details you choose to provide.

Booking and service information: such as dates and times of your bookings, collection and delivery addresses, details of items to be moved, access details for properties, and any special instructions you provide.

Communication data: including information you provide when you contact us by phone, through an online form, or via any other communication method, as well as notes of our communications with you.

Payment and transaction data: such as payment status and records of transactions for accounting and administrative purposes. We do not store full payment card details where payments are processed through third-party payment providers.

Technical and usage data: such as information about how you use our website or online booking tools, including basic analytics data, to help us improve our services.

How We Collect Your Personal Data

We collect personal data directly from you when you request a quote, make a booking, use our services, complete a form, or contact us with an enquiry or complaint. We may also collect limited data automatically through the use of cookies or similar technologies when you visit our website, subject to your browser settings and applicable law.

Lawful Basis for Processing

We process your personal data only where we have a lawful basis to do so under data protection law. Depending on the context, our lawful bases include:

Performance of a contract: We process personal data necessary to provide our services, manage bookings, arrange collections and deliveries, communicate with you about your booking, and fulfil our contractual obligations.

Compliance with legal obligations: We process certain data to comply with legal and regulatory requirements, including accounting, tax, and record-keeping obligations.

Legitimate interests: We process personal data where necessary for our legitimate business interests, such as managing our relationship with you, improving our services, handling complaints, ensuring the security of our operations, and conducting basic analytics. When we rely on this basis, we balance our interests against your rights and freedoms.

Consent: In specific situations, such as where required for certain optional communications or use of cookies that are not strictly necessary, we may rely on your consent. Where we rely on consent, you can withdraw it at any time.

How We Use Your Personal Data

We may use your personal data for the following purposes:

To provide our man and van services, including confirming bookings, planning routes, carrying out collections and deliveries, and keeping you informed about the status of your move.

To respond to your enquiries, provide quotes, and handle any requests, feedback, or complaints.

To manage our relationship with you as a customer, including sending service-related communications and updates.

To maintain our business records and comply with legal, regulatory, and tax obligations.

To improve the quality, safety, and efficiency of our services, including through analysis of how our services are used.

To protect our business, staff, and customers, including the prevention and detection of fraud or misuse of our services.

Data Retention

We retain personal data only for as long as is necessary for the purposes for which it was collected, and in accordance with applicable legal and regulatory requirements.

In general, we keep customer records and booking information for a period that allows us to manage our relationship with you, respond to any queries or disputes, and meet our accounting and tax obligations. At the end of the relevant retention period, we will either securely delete or anonymise your personal data so that it can no longer be associated with you.

Data Processors and Third Parties

We may share your personal data with third parties that provide services to us and act as our data processors. These may include:

IT and hosting providers that support our website, booking systems, and data storage.

Payment processing providers that handle payments and refunds on our behalf.

Professional advisers such as accountants or legal advisers where necessary for our business and compliance purposes.

These processors are only permitted to process your personal data on our instructions, for the purposes we specify, and must provide appropriate security measures to protect your data. We do not sell your personal data to third parties.

We may also need to share personal data with law enforcement agencies, regulators, or other authorities where required by law, or where it is necessary to protect our rights or the rights of others.

International Transfers

Where we use service providers located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data, such as approved standard contractual clauses or other lawful transfer mechanisms required under data protection law.

Security of Your Personal Data

We take reasonable and appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, destruction, or damage. These measures include limiting access to personal data to staff and processors who need it for their work, and using appropriate safeguards for electronic and physical records.

Your Data Protection Rights

Under data protection laws, you have several rights in relation to your personal data. These rights may be subject to certain conditions and exemptions. They include:

Right of access: You can request confirmation of whether we process your personal data and obtain a copy of the personal data we hold about you.

Right to rectification: You can request that we correct any inaccurate or incomplete personal data we hold about you.

Right to erasure: You can request that we delete your personal data in certain circumstances, for example where it is no longer needed for the purposes for which it was collected and we have no legal obligation to retain it.

Right to restriction of 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 processing.

Right to object: You can object to our processing of your personal data where we rely on legitimate interests, including any direct marketing activities. We will then stop processing unless we have compelling legitimate grounds to continue.

Right to data portability: You can request that we provide certain personal data to you or to another controller in a structured, commonly used, and machine-readable format, where the processing is based on consent or contract and carried out by automated means.

Right to withdraw consent: Where we rely on your consent, you may withdraw that consent at any time. This will not affect 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 any questions about how we handle your personal data, you can contact us using the contact details provided on our website or in your booking confirmation. We will respond to your request in accordance with applicable data protection laws.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are unhappy with how we handle your personal data. We 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, legal requirements, or how we process personal data. Any updates will be made available through our website or by other appropriate means. We recommend that you review this Privacy Policy periodically to stay informed about how we protect your personal data.