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 moving, transport, delivery, and related services. It applies to all Man With Van Belgravia customers in the area, including individuals, households, landlords, tenants, businesses, and anyone who makes an enquiry, books a service, or otherwise interacts with our services. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Personal Data We Collect

We may collect and process personal data directly from you, from third parties acting on your behalf, and from systems used to manage service delivery. The information we collect depends on the type of service requested and the nature of your interaction with us.

Information you provide to us

Identity details such as your name and title.
Contact details including your telephone number, email address, billing address, collection address, and delivery address.
Booking information such as preferred moving dates, property access details, inventory lists, and service instructions.
Payment information where needed to process transactions, confirm invoices, or resolve disputes.
Correspondence including emails, messages, notes from calls, and any feedback or complaints you send to us.
Special instructions relevant to the move, for example handling requirements for fragile items or access constraints.

Information collected automatically

Technical data such as device type, browser type, and basic usage details when you interact with our digital systems.
Operational data including records of service requests, quotes, scheduling, and job completion details.

Information from third parties

We may also receive personal data from third parties where necessary to provide our services, for example from a person making a booking on your behalf, property managers, landlords, estate agents, payment providers, or other service partners.

2. How We Use Your Data

We only use personal data where we have a valid legal reason to do so. Our uses of personal information may include the following:

To respond to enquiries and provide quotations.
To manage bookings, plan logistics, and deliver moving services.
To communicate service updates, arrival times, and relevant operational information.
To process payments, issue invoices, and maintain financial records.
To keep records of services provided and handle complaints or disputes.
To improve our service quality, efficiency, and customer experience.
To comply with legal, tax, accounting, and insurance obligations.
To protect against fraud, misuse, or unlawful activity.

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

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each activity involving personal data. Depending on the situation, we rely on one or more of the following grounds:

Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes taking bookings, planning and carrying out a move, providing quotes, and managing payments.

Legal obligation

We process certain data to comply with legal duties, including accounting, tax, record-keeping, fraud prevention, and regulatory compliance.

Legitimate interests

We may process 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 administration, customer support, internal record management, security, and quality improvement.

Consent

In limited circumstances, we may rely on your consent, for example where specific optional communications or certain categories of processing require it. If we rely on consent, you may withdraw it at any time.

4. How We Share Personal Data

We may share personal data with selected third parties only where necessary and only to the extent required to provide our services, manage our business, or comply with the law. These parties act as processors or, in some cases, independent controllers depending on the service they provide.

Processors and service providers

Payment processors to handle card or online payment transactions securely.
IT and hosting providers to store and secure business data and support our systems.
Communication providers to facilitate sending emails, messages, or notifications.
Accounting and bookkeeping providers to manage records, invoices, and tax-related obligations.
Administrative and operational support services where needed to coordinate bookings or customer records.

Other disclosures

We may also disclose personal data if required by law, court order, government request, or to protect our rights, property, employees, customers, or the public. If our business is sold, reorganised, or transferred, personal data may be transferred as part of that transaction, subject to applicable legal safeguards.

5. International Transfers

If any personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it. This may include recognised adequacy decisions, standard contractual clauses, or equivalent legal protections, depending on the destination and the nature of the transfer.

6. 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, tax, insurance, and operational requirements. Retention periods vary depending on the type of information and the reason it is held.

Enquiry records may be retained for a limited period to manage follow-up questions and internal administration.
Booking and service records are generally retained for the duration of the service relationship and for a reasonable period afterwards.
Financial and tax records are retained in line with applicable legal obligations.
Complaints and dispute records may be kept longer where needed to resolve issues or defend legal claims.

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

7. Data Security

We take reasonable and appropriate technical and organisational measures to protect personal data from unauthorised access, alteration, disclosure, loss, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and procedures designed to reduce the risk of accidental or unlawful processing.

While no system can be guaranteed completely secure, we work to maintain a level of security appropriate to the risks involved.

8. Your Rights Under GDPR

You have a number of rights in relation to your personal data. These rights may be subject to conditions or exemptions under data protection law.

Your rights include:

The right to be informed about how your data is used.
The right of access to obtain a copy of the personal data we hold about you.
The right to rectification to correct inaccurate or incomplete information.
The right to erasure in certain circumstances, sometimes called the right to be forgotten.
The right to restrict processing where you contest accuracy or object to certain uses.
The right to data portability for certain data provided by you, where processing is based on consent or contract and carried out by automated means.
The right to object to processing based on legitimate interests or direct marketing.
Rights relating to automated decision-making where such processing is used and has legal or similarly significant effects.

To exercise any of these rights, you should make a request using the appropriate channels made available to you. We may need to verify your identity before acting on your request.

9. Marketing Communications

Where permitted by law, we may send service-related updates that are necessary for the performance of a booking or customer relationship. If we send optional marketing communications, we will only do so where we have a lawful basis such as consent or legitimate interests, and you can opt out where applicable. You may object to direct marketing at any time.

10. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is necessary in connection with a move or service arrangement and provided by an adult acting on their behalf. If we become aware that we have collected data from a child without proper authorisation, we will take appropriate steps to delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. The most current version will apply from the date it is made available. We encourage customers to review it periodically to stay informed about how their data is protected.

12. Summary of Key Points

Man With Van Belgravia collects and uses personal data only when needed to deliver moving and related services, meet legal obligations, and run the business responsibly. We share data only with trusted processors and other parties where necessary, retain it only for as long as needed, and respect your GDPR rights. This policy applies to all Man With Van Belgravia customers in the area.