Privacy Policy - Man With Van Belgravia

This Privacy Policy explains how Man With Van Belgravia collects, uses, stores, shares, and protects personal data in connection with its services. It applies to all Man With Van Belgravia customers in the area, including individuals and businesses who enquire about, book, or receive removals, man and van transport, collection, delivery, packing, loading, unloading, storage support, and related services. We are committed to handling personal data in a lawful, fair, transparent, and secure manner in accordance with the UK GDPR and the Data Protection Act 2018.

By using our services, submitting an enquiry, or otherwise interacting with us, you acknowledge that your personal data may be processed as described in this policy. We only collect and use data where it is necessary for a specified purpose and where a lawful basis exists.

1. Personal Data We Collect

We may collect different types of personal data depending on how you interact with us and which services you request. This can include information you provide directly, information generated during the provision of services, and limited technical information collected through our systems.

Information you provide

Identity details such as your name and title.
Contact details such as your telephone number and email address.
Service details including addresses for collection and delivery, access instructions, preferred moving dates, inventory information, and any notes relevant to the job.
Payment and billing information where required to process transactions and issue invoices.
Communication records such as emails, text messages, call notes, complaint details, and feedback.
Special instructions you provide about fragile, valuable, or sensitive items.

Information collected automatically or generated during service delivery

Transaction records showing bookings, changes, cancellations, and completed services.
Operational records such as job allocation, route planning, delivery confirmation, and service notes.
Technical data limited to what is necessary for security, system administration, and service improvement.

We do not intentionally collect special category data unless you choose to provide it to us and it is necessary for a legitimate service reason, for example where access needs, health-related delivery precautions, or vulnerability considerations must be noted. If such information is shared, we handle it with extra care and only for the specific purpose for which it was provided.

2. How We Use Personal Data

We use personal data to manage our relationship with customers and to deliver services effectively. Typical uses include:

responding to enquiries and preparing quotations;
managing bookings and scheduling services;
performing removals, transport, loading, unloading, and related tasks;
processing payments, refunds, and invoices;
communicating with you about your booking or service updates;
handling complaints, queries, and claims;
maintaining records for administration, accounting, and legal compliance;
protecting against fraud, misuse, or security incidents;
improving our operations, training, and service quality.

We only use data in ways that are compatible with the purpose for which it was collected, unless we have a lawful basis for a new purpose.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the activity, we may rely on one or more of the following:

Contract: processing is necessary to enter into or perform a contract with you, such as arranging and delivering a removal service.
Legal obligation: processing is required to meet our legal duties, including tax, accounting, and regulatory obligations.
Legitimate interests: processing is necessary for our legitimate business interests, provided those interests do not override your rights and freedoms. This may include customer service, service improvement, fraud prevention, and internal administration.
Consent: in limited situations, we may rely on your consent, for example where you voluntarily provide optional information not required for the service. You may withdraw consent at any time.

Where we process special category data, we will only do so when a separate condition under data protection law applies and where additional safeguards are in place.

4. Sharing and Processors

We may share personal data with trusted third parties where necessary for service delivery, compliance, or operational support. These third parties act either as processors or independent controllers, depending on the circumstances.

Processors we may use

Payment processors to handle secure payment transactions.
IT and hosting providers to support email, record storage, scheduling, and system security.
Accounting and invoicing providers to manage financial administration.
Customer communications tools used for booking confirmations, service updates, and follow-up messages.
Operational subcontractors where needed to complete a service request, subject to appropriate confidentiality and data protection obligations.

We require processors to process personal data only on our instructions, to keep it secure, and to use it only for the agreed purpose. We do not sell personal data.

We may also disclose personal data where required by law, by a court order, or to respond to lawful requests from public authorities. If a business transfer, restructuring, or merger occurs, personal data may be transferred as part of that process, subject to appropriate safeguards.

5. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting, or reporting requirements. Retention periods vary depending on the type of information and the nature of the relationship.

Booking and service records are retained for as long as needed to administer the service and resolve any disputes.
Financial records are retained for the period required by tax and accounting laws.
Correspondence and complaint records are kept for a reasonable period to manage service issues and demonstrate compliance.
Technical and security logs are kept only as long as needed for system protection and troubleshooting.

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

6. Security of Personal Data

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff awareness, confidentiality obligations, and regular review of our data handling practices. While no system can be completely secure, we work to reduce risk and respond promptly to suspected incidents.

7. Your Rights

Depending on your circumstances and the legal conditions that apply, you may have the following rights under data protection law:

Right of access to request a copy of the personal data we hold about you.
Right to rectification to correct inaccurate or incomplete information.
Right to erasure in certain situations, also known as the right to be forgotten.
Right to restriction to limit how we use your data in certain circumstances.
Right to data portability for data you provided to us in a structured, commonly used format, where applicable.
Right to object to processing based on legitimate interests or direct marketing, where applicable.
Right to withdraw consent where processing is based on consent.
Right to complain to the relevant data protection authority if you believe your data rights have been infringed.

To exercise your rights, you should provide enough information for us to identify your records and understand your request. We may need to verify your identity before responding. We aim to respond within the time limits required by law.

8. International Transfers

If personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it. These safeguards may include adequacy regulations or approved contractual protections. We will only transfer data where it is lawful and necessary for the relevant service or business operation.

9. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children for marketing or account purposes. If we become aware that a child’s personal data has been collected inadvertently, we will take steps to delete it where appropriate.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or services. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their data is used.

11. Summary of Our Commitment

Man With Van Belgravia respects your privacy and processes personal data only when there is a valid reason to do so. We collect only what is needed, use it for clear and legitimate purposes, keep it no longer than necessary, and share it only with trusted processors or where required by law. We aim to ensure that all customers in the area can rely on a service that is both efficient and respectful of privacy rights.

This Privacy Policy applies to all Man With Van Belgravia customers in area.