Privacy Policy - Man With Van Belgravia

This Privacy Policy explains how Man With Van Belgravia collects, uses, stores, shares, and protects personal data when providing man and van, removals, packing, loading, delivery, and related transport services. It applies to all Man With Van Belgravia customers in the area, including individuals, households, landlords, tenants, landlords’ agents, and business clients who use our services or interact with us in connection with a booking, quotation, or service enquiry.

We are committed to handling personal data in a fair, transparent, and lawful way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Belgravia acts as the data controller for the personal data collected and processed in connection with our services. This means we determine the purposes and means of processing the personal information we collect about customers, prospective customers, suppliers, and other individuals involved in the delivery of our services.

We expect this Policy to be read together with any service terms, quotation documents, booking confirmations, and notices we may provide at the point of collection. If there is any inconsistency, the specific notice provided at collection may apply to that particular processing activity.

2. Personal Data We Collect

We collect only the information needed to provide our services effectively, manage bookings, comply with legal obligations, and maintain proper business records. Depending on the nature of your interaction with us, we may collect:

Identity data, such as your name or the name of your business.
Contact data, such as phone number, email address, and service address.
Booking and service data, including dates, times, job details, property access notes, and inventory information.
Payment data, such as billing details and payment confirmation records.
Communication data, including messages, call notes, quotation requests, complaint records, and service updates.
Operational data, such as vehicle allocation, route planning, packing preferences, and delivery instructions.
Identification and verification data, where needed for fraud prevention, safety, or legal compliance.
Technical data, such as device or browser details if you interact with us electronically.

We may also collect limited special category data only where you voluntarily provide it and where it is necessary for a specific purpose, for example, accessibility needs related to a move. We do not intentionally seek special category data unless it is required and lawful to do so.

3. How We Use Your Data

We use personal data to perform our services and run our business efficiently. Typical uses include:

Providing quotations, confirming bookings, and planning services.
Carrying out removals, deliveries, loading, unloading, and associated tasks.
Contacting you about schedules, access issues, changes, and service updates.
Processing payments, refunds, and accounting records.
Managing complaints, claims, and customer support.
Meeting legal, tax, insurance, and regulatory requirements.
Preventing fraud, protecting our staff and property, and maintaining service security.
Improving our operations, training, and service quality.

We do not use your personal data for purposes that are incompatible with the reasons it was collected, unless we have a lawful basis to do so and have informed you where required.

4. Lawful Basis for Processing

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

Performance of a Contract

We process data where it is necessary to provide a quotation, arrange a booking, perform a move, or otherwise fulfil our agreement with you. This includes handling service details, addresses, contact information, and payment arrangements.

Legal Obligation

We may process and retain data where we are required to do so by law, including for accounting, tax, insurance, health and safety, and record-keeping obligations.

Legitimate Interests

We may use personal data for our legitimate business interests, provided your interests and fundamental rights do not override ours. This may include managing operations, improving services, preventing fraud, and handling business administration. Where required, we balance our interests against your privacy rights.

Consent

In limited cases, we may rely on your consent, for example where you choose to provide optional information that is not necessary for the service. If we rely on consent, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties, but only where necessary and with appropriate safeguards. Such parties may act as processors or independent controllers depending on the service they provide.

Our processors may include:

Payment service providers who process transactions securely.
IT and hosting providers who support email, storage, security, and system maintenance.
Accounting and bookkeeping providers who support financial records and compliance.
Communication providers who assist with customer correspondence and scheduling.
Insurance providers and claims handlers where a claim, incident, or liability issue arises.
Professional advisers such as accountants, auditors, or legal advisers, where necessary.

We require processors to process personal data only on our instructions, to keep it secure, and to respect applicable data protection law. We do not sell your personal data.

We may also disclose information where required by law, court order, or lawful request from public authorities, or where necessary to protect the rights, safety, and property of our business, staff, customers, or others.

6. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including for legal, accounting, tax, insurance, and dispute-resolution requirements. Retention periods depend on the type of record and the context of processing.

In general:

Quotation and booking records may be kept for a reasonable period to manage follow-up, claims, and service history.
Invoice and payment records are retained for the period required by tax and financial regulations.
Complaint, incident, and claim records may be retained longer where necessary to defend legal claims or manage insurance matters.
Unused enquiry data may be deleted once it is no longer needed for assessment or follow-up.

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you.

7. Your Rights

As a data subject under UK GDPR, you have a number of rights in relation to your personal data. These rights may be subject to legal limits and exceptions.

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 data.
Right to erasure – in certain circumstances, you may request deletion of your data.
Right to restriction – you may ask us to limit the way we use your data.
Right to object – you may object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability – in some cases, you may request a copy of your data in a commonly used format.
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 line with applicable data protection law. We may need to verify your identity before acting on a request.

8. Security Measures

We use appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures may include access controls, password protection, secure storage, staff awareness, and limiting access to those who need it for legitimate business purposes.

Although we take steps to protect your information, no system can be guaranteed completely secure. We therefore encourage customers to share only the information needed for service delivery and to keep any account or communication details secure where relevant.

9. International Transfers

If any personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place in accordance with data protection law. This may include using adequacy regulations, standard contractual clauses, or other approved transfer mechanisms where required.

10. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is incidental to providing services requested by an adult customer. If we become aware that we have collected such data without a proper basis, we will take appropriate steps to delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review the Policy periodically to stay informed about how we handle personal data.

12. Complaints

If you are concerned about how we handle your personal data, you have the right to raise a complaint with the relevant data protection supervisory authority. We also encourage you to contact us first so that we can review and address your concern promptly and fairly.

This Privacy Policy is intended to be clear, transparent, and proportionate to the services provided by Man With Van Belgravia. By using our services, making an enquiry, or providing information to arrange a move or delivery, you acknowledge that your data may be processed in the ways described above and in accordance with applicable law.