Privacy Policy - Man And A Van Belgravia

This Privacy Policy explains how Man And A Van Belgravia collects, uses, stores, shares, and protects personal data in connection with its moving, transport, and related services. It applies to all Man And A Van Belgravia customers in the area, including private individuals, families, landlords, tenants, and business clients who use our services. We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable privacy laws.

We believe privacy should be handled with clarity and care. This policy sets out what information we may collect, why we collect it, the legal grounds we rely on, how long we keep it, the third parties that may process it on our behalf, and the rights you have over your personal data.

1. Data We Collect

We collect only the personal data that is necessary for us to provide services, manage our business, and meet legal obligations. The exact information depends on how you interact with us and what service you request.

Information you provide directly

Identity details such as your name and title
Contact details such as your telephone number and email address
Address details including collection, delivery, and billing addresses
Service details such as moving dates, property access information, inventory lists, special handling instructions, and preferred service requirements
Payment information where needed to process transactions or issue invoices
Communication records such as enquiries, complaints, feedback, and correspondence

Information we collect automatically

When you contact us or use our services, we may collect limited technical and operational information, such as:

Time and date of communications or bookings
Service logs and internal records relating to job completion
Basic device or browser information if you interact with digital systems we use for administration

Information from third parties

We may also receive data from third parties where relevant to your booking or service. This may include property managers, letting agents, landlords, business representatives, payment providers, or subcontracted service partners. We only use such information where permitted by law and necessary for our operations.

2. How We Use Personal Data

We use personal data for clear and limited purposes. These include:

Providing quotations and managing bookings
Planning and delivering moving and transport services
Communicating with customers about service arrangements
Processing payments, refunds, and invoices
Responding to questions, complaints, and after-service support
Maintaining business records and accounting documentation
Meeting legal, tax, and regulatory obligations
Protecting our staff, customers, and property from fraud, misuse, or unlawful activity

We do not sell personal data. We also do not use personal data for unrelated purposes without a valid legal basis and, where required, appropriate notice.

3. Lawful Basis for Processing

We process personal data only where we have a lawful basis under UK GDPR. Depending on the situation, we may rely on one or more of the following bases:

Contract

We process your data where it is necessary to take steps at your request before entering into a contract, or to perform a contract with you. This includes handling bookings, arranging collections and deliveries, and providing customer support related to our services.

Legal obligation

We may process personal data to comply with legal duties, such as tax records, accounting obligations, insurance requirements, or cooperation with lawful requests from authorities.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided your interests and rights do not override those interests. Examples include business administration, service quality, fraud prevention, record keeping, and internal performance management.

Consent

In limited cases, we may rely on your consent, for example if a particular optional communication or marketing activity requires it. Where consent is used, you may withdraw it at any time.

Vital interests and public task

These bases are unlikely to apply in normal circumstances, but we may rely on them if necessary in exceptional situations where urgent protection of someone’s life or compliance with a public task is required.

4. Data Sharing and Processors

We may share personal data with trusted third parties when necessary to deliver our services or operate our business. When these parties process data on our behalf, they act as processors and must handle the data securely and only on our instructions.

Types of processors may include

Payment processors for secure transaction handling
Accounting and bookkeeping providers for financial administration
IT and cloud service providers for secure data storage and communication tools
Scheduling and booking systems used to manage jobs and customer records
Subcontracted movers or logistics partners where needed to fulfil a booking
Professional advisers such as insurers, auditors, lawyers, or consultants

We require processors to implement appropriate technical and organisational measures to protect personal data. We do not allow them to use your data for their own independent purposes unless they are acting as separate controllers and have informed you appropriately.

We may also disclose data where required by law, court order, or regulatory authority, or where necessary to establish, exercise, or defend legal claims.

5. Data Retention

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

Booking and service records are generally retained for a period that allows us to manage queries, disputes, and service history
Financial and tax-related records are retained for the period required by law
Communication records are retained as needed to support customer service and business administration
Where data is no longer required, we will delete, anonymise, or securely archive it

We review retention periods periodically to ensure data is not kept longer than necessary. We may retain information for longer if needed to comply with legal claims, insurance matters, or regulatory requirements.

6. Data Security

We take appropriate steps to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limited data sharing on a need-to-know basis. While no system can be guaranteed completely secure, we work to maintain an appropriate level of protection proportionate to the risks involved.

7. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights are not absolute and may be subject to legal limits or exceptions.

Your rights include:

Right of access – you can request a copy of the personal data we hold about you
Right to rectification – you can ask us to correct inaccurate or incomplete data
Right to erasure – you can ask us to delete your data in certain circumstances
Right to restriction – you can ask us to limit processing in certain situations
Right to data portability – you can ask for certain information in a structured, commonly used format
Right to object – you can object to processing based on legitimate interests or direct marketing
Right to withdraw consent – where we rely on consent, you can withdraw it at any time

If you wish to exercise any of these rights, we will assess your request and respond in accordance with applicable law. We may need to verify your identity before acting on a request.

If you believe your data has been handled unlawfully, you also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) or any other relevant supervisory authority.

8. Children’s Data

Our services are intended for adults or for individuals acting on behalf of households or organisations. We do not knowingly collect personal data directly from children unless it is necessary for a service arrangement and provided by an adult with authority to do so. If we learn that we have collected data from a child without appropriate permission, we will take steps to delete it where required.

9. International Transfers

Where personal data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect it. These safeguards may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms recognised under data protection law.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, operations, or service arrangements. Any revised version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their personal data is handled.

11. Summary of Our Commitments

We collect only data needed for service delivery and business administration
We process personal data on lawful bases such as contract, legal obligation, legitimate interests, or consent
We retain data only as long as necessary and then delete or anonymise it
We use processors carefully and require them to protect your information
We respect your rights and will respond to valid data protection requests

Man And A Van Belgravia is committed to protecting your privacy and handling your personal information responsibly. This policy is designed to be clear, fair, and compliant with the requirements of UK data protection law.