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 the Belgravia area. It also describes your rights under the UK General Data Protection Regulation and the Data Protection Act 2018, and how you can exercise those rights.

Scope of this Privacy Policy

This Privacy Policy applies to all Man with Van Belgravia customers and individuals who make enquiries, request quotations, or use our man and van, removals or related services in the Belgravia area. By contacting us, requesting a quote or booking our services, you acknowledge that you have read and understood this Privacy Policy.

Data Controller

Man with Van Belgravia is the data controller for the personal data described in this Privacy Policy. As data controller, we determine the purposes and means of processing your personal data in accordance with applicable data protection laws.

Personal Data We Collect

We may collect and process the following categories of personal data when you use our services or interact with us:

Identification and contact details, such as your name, address, service addresses for collection and delivery, and general contact preferences.

Booking and service information, such as details of your move or transport request, property access information, inventory or description of items to be moved, preferred dates and times, and any special instructions you provide.

Communication records, such as details of enquiries, quotations, complaints and feedback, including notes of telephone conversations and messages exchanged with you.

Payment and transaction information, such as details of payments made, payment method and billing history. We do not store full payment card details; these may be processed securely by our payment service providers.

Technical and usage information, where applicable, such as basic analytics data about how you access and use our website or online forms, including date and time of access and general device or browser information. We do not seek to identify you from this data unless it is necessary for security or legal reasons.

How We Collect Your Data

We collect personal data directly from you when you contact us, request a quote, complete booking forms, communicate with us by telephone, messaging services or other channels, and when you provide information at the time of service delivery.

We may also receive personal data about you from third parties who lawfully provide us with your details so that we can fulfil a requested service, such as property managers, relocation agents, or friends and family arranging a move on your behalf. In such cases, we will treat your personal data in accordance with this Privacy Policy.

Lawful Basis for Processing

We process your personal data only where we have a lawful basis under data protection law. Depending on the context, we may rely on the following lawful bases:

Performance of a contract. We process personal data where it is necessary to provide a quotation, enter into a contract with you, and perform our services, including arranging and carrying out your move or transport.

Legitimate interests. We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. These interests include managing our business operations, improving our services, maintaining security of our systems, preventing fraud, and responding to enquiries and complaints.

Legal obligations. We process certain personal data where necessary to comply with our legal obligations, such as record-keeping, tax, accounting and responding to lawful requests from authorities.

Consent. In limited circumstances, we may rely on your explicit consent, for example for 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 the personal data we collect for the following purposes:

To provide quotations, manage bookings and deliver man and van services in the Belgravia area, including planning routes, scheduling teams and managing any changes to your booking.

To communicate with you about your enquiries, quotations, bookings, service updates and after-service feedback.

To manage our relationship with you, including handling complaints, resolving issues and providing customer support.

To manage our business operations, including internal administration, accounting, auditing, and monitoring service quality.

To protect our business, personnel and customers, including the prevention and detection of fraud or misuse of services.

To comply with applicable legal obligations and respond to lawful requests from regulatory or law enforcement authorities.

Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including to provide services to you, meet our legal and regulatory obligations, and handle any disputes or complaints.

In general, booking and service records are retained for a period consistent with statutory limitation periods and tax and accounting requirements. Communication records may be retained for a reasonable period to allow us to respond to queries, monitor service quality and manage our relationship with you. When personal data is no longer required, we will securely delete or anonymise it.

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, strictly for the purposes described in this Privacy Policy.

These processors may include providers of IT, hosting and communications systems, payment service providers, bookkeeping or accounting service providers, and other professional advisers who support our business operations. These processors are contractually required to handle your personal data securely, use it only in accordance with our instructions, and comply with applicable data protection laws.

We may also share your personal data where required by law or where necessary to protect our rights, property or safety, or the rights, property or safety of our customers or others. In such circumstances, we will limit the data shared to what is strictly necessary.

International Data Transfers

Where any of our service providers are located outside the United Kingdom or the European Economic Area, and your personal data is transferred internationally, we will ensure that appropriate safeguards are in place. These may include the use of standard contractual clauses approved by relevant authorities or equivalent protective measures required by data protection law.

Data Security

We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include limiting access to personal data to personnel and processors who need it for legitimate business purposes, using secure storage and communications systems where appropriate, and training staff on data protection responsibilities.

Your Data Protection Rights

Under data protection law, you have certain rights in relation to your personal data. These include:

Right of access. You have the right to request confirmation of whether we process your personal data and to obtain a copy of that data, along with information about how it is used.

Right to rectification. You have the right to request that inaccurate or incomplete personal data be corrected or updated.

Right to erasure. In certain circumstances, you have the right to request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected or where you withdraw consent and there is no other lawful basis for processing.

Right to restriction. You may request that we restrict the processing of your personal data in certain situations, such as while we consider a request to rectify data or an objection to processing.

Right to object. You have the right to object to processing based on our legitimate interests, on grounds relating to your particular situation. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or we need to continue processing for legal claims.

Right to data portability. Where processing is based on your consent or on a contract with you and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used and machine-readable format and to request that it be transmitted to another controller where technically feasible.

Right to withdraw consent. Where we rely on your consent, you can withdraw it at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before the withdrawal.

Exercising Your Rights and Complaints

If you wish to exercise any of your rights or have questions about how Man with Van Belgravia processes your personal data, you can contact us using the contact details provided on our website or through the channel you used to arrange your service. We may need to verify your identity before responding to your request.

You also have the right to lodge a complaint with the UK Information Commissioner's Office if you are concerned about how we handle your personal data. We encourage you to contact us first so we can try to resolve your concerns directly.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations or how we handle personal data. Any updates will be made available through our usual communication channels. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.