Man with Van Belgravia Privacy Policy
This Privacy Policy explains how Man with Van Belgravia collects, uses, stores, and protects personal data relating to customers and prospective customers in our service area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. By using our services, you acknowledge that you have read and understood this Privacy Policy.
Scope and Data Controller
This Privacy Policy applies to all Man with Van Belgravia customers and prospective customers in our service area, including individuals and businesses who contact us, request a quote, make a booking, or otherwise use our services. Man with Van Belgravia is the data controller for the personal data described in this document, meaning we decide how and why your personal data is processed.
Personal Data We Collect
We collect and process personal data that is necessary to provide our services, operate our business, and comply with our legal obligations. The types of personal data we may collect include:
Contact details such as your name, address, pick-up and drop-off addresses, and any alternative contact address you provide.
Communication details such as your preferred contact method and the content of communications you send to us, including enquiries, booking information, and feedback.
Service details such as the date and time of your booking, details of items to be transported, access instructions, and any particular requirements you tell us about.
Payment and billing information such as billing address, payment status, invoice details, and records of transactions. We do not store your full payment card details when payments are processed by external payment providers.
Technical and usage data such as basic device or browser information, or information collected through cookies or similar technologies where used, to help us operate and improve any online services.
Lawful Bases for Processing
We only process your personal data when we have a lawful basis to do so. The main lawful bases we rely on are:
Performance of a contract: We process your data to provide our services, including responding to enquiries, issuing quotes, confirming bookings, scheduling jobs, and managing payments.
Legitimate interests: We may process your data for our legitimate business purposes, provided your rights and interests are not overridden. This may include managing and improving our services, handling customer support, protecting our business from fraud or misuse, and maintaining accurate records.
Legal obligations: We may process and retain certain information to comply with legal and regulatory requirements, such as tax, accounting, and record-keeping obligations.
Consent: In some cases, we may rely on your consent, for example for specific types of marketing communications where required by law. You can withdraw consent at any time, although this will not affect the lawfulness of processing before consent was withdrawn.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide our services, including arranging and carrying out moves, transportation, and related services, and to communicate with you about these services.
To respond to your enquiries, provide quotes, and manage bookings or changes to bookings.
To process payments, handle invoices and receipts, and manage any refunds or disputes.
To manage our relationship with you, including handling feedback, queries, and complaints.
To operate, evaluate, and improve our services and internal processes, including training and quality assurance.
To comply with legal obligations and to establish, exercise, or defend legal claims.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with trusted third parties who act as data processors on our behalf, or as independent controllers where appropriate. These may include:
IT and hosting providers who store or process data to help us operate our systems and communications.
Payment service providers who process payments securely on our behalf.
Professional advisers such as accountants or legal advisers where necessary for our business operations or to protect our legal rights.
Other service providers involved in delivering our services, such as subcontracted drivers or removal partners, where necessary to fulfil your booking.
Public authorities, regulators, or law enforcement agencies where we are legally required or permitted to do so.
Whenever we use data processors, we ensure they only process your personal data on our instructions, subject to duties of confidentiality and appropriate technical and organisational security measures.
Data Transfers Outside the UK or EEA
Our primary data processing activities are intended to take place within the United Kingdom or the European Economic Area. If we ever need to transfer your personal data to a country outside the UK or EEA that does not provide the same level of data protection, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or other mechanisms approved by data protection authorities.
Data Retention
We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, or reporting requirements. The specific retention period will depend on the type of data and the context in which it is processed.
In general, booking and transaction records are kept for a number of years to comply with tax and accounting rules and to enable us to address any disputes or queries arising from the services provided. Enquiry records and communications may be kept for a reasonable period to help us respond to follow-up enquiries and to improve our services.
When personal data is no longer needed, we will securely delete or anonymise it so that it can no longer be linked back to you.
How We Protect Your Data
We take appropriate technical and organisational measures to protect your personal data from unauthorised access, accidental loss, misuse, or destruction. These measures may include access controls, secure storage, and internal policies and training for staff and contractors. While we work hard to protect your data, no system can be completely secure and you should take care when sharing information with us.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These include:
Right of access: You can request confirmation of whether we hold personal data about you and request a copy of that data.
Right to rectification: You can ask us to correct inaccurate or incomplete personal data.
Right to erasure: In certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected.
Right to restriction: You can ask us to restrict the processing of your personal data in specific situations, such as while we are verifying its accuracy or assessing an objection you have raised.
Right to object: You can object to our processing of your personal data where we are relying on legitimate interests, including any direct marketing activities.
Right to data portability: In some cases, you can request that we provide your personal data in a structured, commonly used, and machine-readable format or transmit it to another controller.
Right to withdraw consent: Where we rely on your consent, you can withdraw it at any time.
You also have the right to lodge a complaint with the relevant data protection authority if you believe your rights have been infringed. We encourage you to contact us first so that we can address your concerns.
Children
Our services are intended for adults and business customers. We do not knowingly collect personal data relating to children. If you believe that a child has provided us with personal data, please contact us so that we can delete it where appropriate.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal requirements. Any updated version will apply from the date it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.
Contacting Us About Privacy
If you have any questions about this Privacy Policy or how we process your personal data, or if you wish to exercise any of your data protection rights, you can contact Man with Van Belgravia using the usual contact methods made available to you as a customer.
