Privacy Policy - Man With Van Belgravia

This Privacy Policy explains how Man With Van Belgravia collects, uses, stores, shares, and protects personal data relating to customers, prospective customers, and other individuals who use or interact with our services in the Belgravia area. This policy applies to all Man With Van Belgravia customers in area, including individuals who request quotes, make bookings, receive moving services, or communicate with us in connection with those 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. We only process personal data where we have a valid legal basis and we apply appropriate technical and organisational measures to safeguard that data.

1. Personal Data We Collect

We may collect and process the following categories of personal data:

Identity information, such as name and title.
Contact information, such as address, email address, and telephone number.
Service details, such as pickup and delivery addresses, property access details, item lists, moving dates, and booking preferences.
Payment information, such as billing records and transaction references. We do not intentionally retain full card details where payment services are handled securely by third-party providers.
Communication records, including emails, messages, call notes, and any feedback or complaints.
Website and technical data, where applicable, such as IP address, browser type, device information, and usage data collected through cookies or similar technologies.
Special category data only where strictly necessary and where you choose to provide it, for example information needed to support access arrangements or vulnerable customer requirements. We will process such data only where lawful and appropriate safeguards are in place.

We usually collect personal data directly from you when you make an enquiry, request a quote, confirm a booking, or communicate with us. We may also receive information from third parties where necessary to provide the service, such as building management, landlords, agents, or payment processors.

2. How We Use Your Personal Data

We use personal data for the following purposes:

To provide moving and related services.
To prepare quotes, confirm bookings, and manage service arrangements.
To communicate with you about your booking or service requirements.
To process payments and maintain financial records.
To handle complaints, enquiries, and customer support.
To improve our services, training, and operational processes.
To comply with legal and regulatory obligations.
To prevent fraud, misuse, or unauthorised access.

We process only the information that is necessary for the relevant purpose. We do not use personal data for purposes that are incompatible with the reason it was collected unless we have a lawful basis to do so.

3. Lawful Basis for Processing

Under data protection law, we must identify a lawful basis for each processing activity. Depending on the circumstances, we rely on one or more of the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes taking steps at your request before entering into a contract, such as providing quotations, arranging service dates, and completing moving services.

Legal Obligation

We may process personal data where required to comply with legal obligations, including tax, accounting, insurance, consumer law, and record-keeping requirements.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include service improvement, internal administration, managing customer relationships, fraud prevention, and maintaining secure systems. We carry out a balancing test where required.

Consent

In some cases, we may rely on your consent, for example where it is needed for certain optional communications or specific types of data processing. Where we rely on consent, you may withdraw it at any time.

Vital Interests and Public Interest

These bases are unlikely to apply in most routine customer situations, but may be used where necessary to protect someone???s life or in limited circumstances provided for by law.

4. Data Sharing and Processors

We may share personal data with trusted third parties that help us deliver our services. These third parties act as either independent controllers or processors depending on their role. Where they act as processors, they process personal data only on our documented instructions and are required to protect it appropriately.

Examples of processors and service providers may include:

IT and hosting providers who support our email, storage, and systems.
Payment processors who handle secure payment transactions.
Customer management or booking systems used to organise enquiries and appointments.
Professional advisers, such as accountants, insurers, or legal advisers, where necessary.
Subcontractors or operational partners who assist with service delivery under appropriate contractual controls.

We may also disclose personal data where required by law, court order, regulatory request, or to protect our rights, customers, staff, or the public. If personal data is transferred outside the UK, we will ensure appropriate safeguards are in place, such as adequacy regulations or approved contractual protections.

5. Data Retention

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

Booking and service records are usually retained for a period necessary to manage the customer relationship and resolve any follow-up issues.
Financial and tax records are retained for the period required by law.
Communication records may be retained for a reasonable period to support service quality, evidence of instructions, and complaint handling.
Website or technical data is retained according to system settings and operational needs.

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

6. Data Security

We take the security of personal data seriously. We use appropriate measures designed to prevent unauthorised access, alteration, disclosure, or loss. These measures may include access controls, secure storage, staff confidentiality obligations, password protection, and regular review of our procedures.

While no system can be guaranteed to be completely secure, we work to maintain safeguards proportionate to the nature of the data we process and the risks involved.

7. Your Rights

Subject to certain conditions and exemptions under data protection law, you have the following rights in relation to your personal data:

Right of access ??? to request a copy of the personal data we hold about you.
Right to rectification ??? to request correction of inaccurate or incomplete data.
Right to erasure ??? to request deletion of your data in certain circumstances.
Right to restrict processing ??? to request that we limit how we use your data in certain situations.
Right to object ??? to object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability ??? to receive certain data in a structured, commonly used, machine-readable format, where applicable.
Right to withdraw consent ??? where we rely on consent, you may withdraw it at any time.

You also have the right to raise concerns about how we handle your personal data. If you believe your data protection rights have been infringed, you may lodge a complaint with the UK Information Commissioner???s Office or the relevant supervisory authority.

8. Children???s Data

Our services are not intended for children acting in their own capacity. We do not knowingly collect personal data from children unless it is necessary in connection with a service and provided by an adult with authority to do so.

9. Automated Decision-Making

We do not usually make decisions about you based solely on automated processing that produce legal or similarly significant effects. If this changes, we will update this policy and provide the relevant information required by law.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or operational practices. Any updated version will apply from the date it is published or communicated, as appropriate. We encourage customers to review this policy periodically.

11. How This Policy Applies

This policy applies to all Man With Van Belgravia customers in area and governs the processing of personal data connected with our services in Belgravia. By using our services, requesting a quote, or engaging with us in relation to a move, you acknowledge that your personal data may be processed as described in this policy.

We are committed to respecting your privacy and handling your information with care. If we need to process your data for a new purpose, we will ensure there is a valid legal basis and that you are informed where required.

Last reviewed: This policy should be reviewed regularly to ensure it remains accurate and compliant with applicable data protection law.