Man and a Van Belgravia Privacy Policy
This Privacy Policy explains how Man and a Van Belgravia collects, uses, stores and protects personal data relating to our services. It applies to all Man and a Van Belgravia customers in the Belgravia area, as well as prospective customers who contact us about our services.
We are committed to handling your personal data lawfully, fairly and transparently, and to complying with the requirements of the UK General Data Protection Regulation and related data protection laws.
Who We Are
Man and a Van Belgravia provides removal and transportation services within the Belgravia area and surrounding locations. For the purposes of data protection law, Man and a Van Belgravia is the controller of the personal data described in this Privacy Policy. This means we decide how and why your personal data is processed.
Personal Data We Collect
We only collect personal data that is necessary for us to provide our services, manage our business and comply with legal obligations. The types of personal data we may collect include:
Identity details, such as your name and, where relevant, company name or contact person details if you are booking on behalf of an organisation.
Contact details, such as your address, service addresses, email address and any contact numbers you choose to provide to us.
Service information, including details of the items to be moved, property access information, dates and times of bookings, and any special instructions you provide.
Booking and transaction details, such as records of estimates and quotes, confirmations of bookings, invoices, payment status and associated correspondence.
Communication records, including information you provide when you contact us by phone, through online forms or other channels, and any feedback or complaints you submit.
Technical and usage information, where relevant, such as basic information about how you interact with our website or online booking tools, including time and date of visits and pages viewed. We do not seek to identify you from this information unless it is necessary for security, fraud prevention or to comply with legal obligations.
How We Collect Your Data
We collect personal data in a number of ways:
Directly from you when you contact us to request a quote, make a booking, ask a question, make a complaint or provide feedback.
During the provision of our services when we visit your property or complete a job, and you provide further information relating to access, items, timings or other service requirements.
From publicly available sources or third parties in limited circumstances, for example where we need to confirm address details for invoicing or to protect against fraud.
Lawful Basis for Processing
We will only process your personal data where we have a lawful basis to do so under data protection law. Depending on the context, we rely on the following lawful bases:
Contract. We process your personal data when it is necessary to enter into a contract with you or to perform a contract, such as providing a quote, confirming a booking, carrying out the move and issuing invoices.
Legal obligation. We may process your data when necessary to comply with legal duties, such as tax, accounting and record-keeping requirements, or to respond to lawful requests from authorities.
Legitimate interests. We may process your data when it is necessary for our legitimate business interests and these interests are not overridden by your rights and freedoms. Examples include managing our customer relationships, improving our services, handling enquiries and complaints, and protecting our business against fraud or misuse.
Consent. In limited situations, we may rely on your consent, for example where you choose to receive optional marketing communications. Where we rely on consent, you have the right to withdraw it at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide quotes and estimates for our services based on the information you supply.
To manage bookings, including confirming dates and times, planning resources and communicating with you about your move.
To deliver our services at the agreed addresses and in line with your instructions.
To handle payments, invoicing, accounting and financial reporting.
To manage customer service, including dealing with queries, complaints, feedback and any claims.
To maintain business records for administrative, tax and legal purposes.
To protect our services and business interests, for example by preventing misuse, fraud or unauthorised access.
To send you information related to your existing or past bookings, or, where permitted, to inform you of updates to our services that may be of interest. You can ask us to stop such communications at any time.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with third parties only when this is necessary, lawful and subject to appropriate safeguards.
We may share your data with trusted service providers who act as processors on our behalf, such as providers of scheduling or booking tools, customer relationship management systems, secure data storage, accountants or payment processing services. These processors are only permitted to use your data in accordance with our instructions and for the purposes we specify, and they must protect your data in line with data protection law.
We may also share your information with professional advisers such as accountants or legal advisers when necessary for our business, or with authorities and regulators where we are required to do so by law or in connection with legal proceedings or suspected unlawful activity.
If we ever restructure or transfer part of our business, your personal data may be transferred as part of those arrangements, but it will remain protected under this Privacy Policy or an equivalent policy.
International Transfers
Where possible, we store and process your personal data within the United Kingdom or the European Economic Area. If we use service providers who process data in other countries, we will ensure that appropriate safeguards are in place, such as data protection agreements that include standard contractual clauses or equivalent protections required by law.
Data Retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected and to meet legal, accounting or reporting requirements.
Customer records and booking information are generally kept for a period that allows us to manage our relationship with you, respond to queries or complaints, and demonstrate that we have fulfilled our obligations. Financial and invoicing records may need to be kept for longer periods in line with tax and accounting rules.
When personal data is no longer required, we will securely delete or anonymise it so that it can no longer be linked to you.
Security of Your Personal Data
We take reasonable and appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, misuse, alteration or disclosure. These measures include limiting access to personal data to those who need it for their role, using secure storage methods and maintaining procedures to deal with any suspected personal data breach.
Your Data Protection Rights
Under data protection law, you have certain rights in relation to your personal data. These rights apply to all Man and a Van Belgravia customers in the Belgravia area, subject to any limitations under applicable law. Your rights may include:
Right of access. You can request confirmation of whether we hold personal data about you and ask for a copy of that data.
Right to rectification. You can ask us to correct or complete personal data that you believe is inaccurate or incomplete.
Right to erasure. In certain circumstances, you can ask us to delete your personal data, for example where it is no longer needed for the purpose for which it was collected and we have no legal reason to continue processing it.
Right to restriction of processing. You can request that we restrict the processing of your personal data in certain situations, such as when you contest its accuracy or object to our use of it.
Right to object. You can object to our processing of your personal data where we rely on legitimate interests as our lawful basis, including for direct marketing.
Right to data portability. In certain cases, you can ask us to provide you or another controller with your personal data in a structured, commonly used and machine-readable format.
Where we rely on consent to process your personal data, you have the right to withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before you withdrew it.
Exercising Your Rights and Contacting Us
If you wish to exercise any of your rights or have questions about how we handle your personal data, you can contact us using the usual contact details you use for our services. To help us respond efficiently, please provide your name, contact details and enough information to identify your records. We may need to verify your identity before we can act on your request.
You also have the right to lodge a complaint with the data protection authority if you are unhappy with how we handle your personal data. We would, however, welcome the opportunity to address your concerns directly in the first instance.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations or data protection practices. The 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 protect your personal data.
