Privacy Policy - Man And Van Maida Vale

This Privacy Policy explains how Man And Van Maida Vale collects, uses, stores, shares, and protects personal data. It applies to all Man And Van Maida Vale customers in the area, including anyone who requests a quote, books a service, receives a service, or otherwise interacts with us in connection with removals, deliveries, transport, packing, and related services.

We are committed to handling personal data in a way that is lawful, fair, transparent, and secure. This policy is designed to meet the requirements of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Man And Van Maida Vale is the data controller for the personal information described in this policy. This means we decide why and how personal data is used. We take our responsibility seriously and aim to collect only the information needed to provide services efficiently and professionally.

2. Information We Collect

We may collect and process different types of personal data depending on how you interact with us. This may include:

Identity data such as your name.
Contact data such as telephone number and email address.
Address data including pickup and delivery locations, billing address, and service address.
Booking and service details such as requested date, time, item descriptions, access instructions, and service notes.
Payment-related data such as transaction status, payment confirmation, and invoice details.
Communication data such as messages, calls, complaints, feedback, and enquiries.
Technical data where relevant, such as device information, browser type, and IP address if you contact us electronically.
Special category data only if you voluntarily provide it and only when necessary for a service requirement or legal obligation. We do not seek to collect sensitive data unnecessarily.

We generally collect data directly from you when you request a quote, make a booking, communicate with us, or complete forms. In some cases, we may also receive information from third parties such as payment providers, referral partners, or people acting on your behalf.

3. How We Use Personal Data

We use personal data only for specified and legitimate purposes, including:

providing quotes and arranging bookings;
carrying out removals, collections, deliveries, and related services;
communicating with you about your enquiry, booking, or service changes;
processing payments and managing invoices;
maintaining records of services delivered;
handling complaints, claims, and customer support;
meeting legal, accounting, and tax obligations;
protecting our business, staff, and customers from fraud or misuse;
improving our operations, service quality, and internal administration.

We do not use personal data for purposes that are incompatible with the reasons it was collected, unless we are required or permitted to do so by law.

4. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis to process personal data. Depending on the situation, we rely on one or more of the following:

Contract

We process personal data when it is necessary to take steps at your request before entering into a contract or to perform a contract with you. This includes preparing quotes, confirming bookings, and providing services you have requested.

Legal Obligation

We may process data when necessary to comply with legal obligations, including tax, accounting, insurance, and record-keeping requirements.

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. Examples include service administration, quality control, fraud prevention, and business planning.

Consent

In limited cases, we may rely on your consent. If we do, you can withdraw that consent at any time. Withdrawal of consent will not affect processing carried out before the withdrawal.

5. Data Sharing and Processors

We may share personal data with carefully selected third parties who act as data processors or independent controllers, depending on the context. We only share information when necessary and when appropriate safeguards are in place.

Our processors may include:

Payment providers to process transactions securely.
IT and hosting providers to store and manage business systems.
Accounting and bookkeeping providers for financial administration.
Communication service providers for emails, messaging, and telephone systems.
Business support providers who help with administration, scheduling, or customer management.

Where a third party processes personal data on our behalf, they are required to protect that data, use it only for the services we instruct them to provide, and follow applicable data protection laws. We do not sell personal data.

We may also disclose personal data where required by law, to respond to lawful requests from public authorities, or to protect the rights, property, or safety of our business, customers, or others.

6. International Transfers

If any personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms recognised under data protection law.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements. Retention periods depend on the type of information and the reason for holding it.

In general:

Customer and booking records are retained for the duration of the service relationship and for a reasonable period afterwards.
Financial and tax records are retained for the period required by law.
Complaint and claims records may be retained for longer where needed to defend or pursue legal rights.
Enquiry data that does not lead to a booking is kept only for a limited period.

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

8. Security of Personal Data

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of data handling practices.

Although we take data security seriously, no system can be guaranteed to be completely secure. If a personal data breach occurs, we will respond in line with applicable legal requirements and take reasonable steps to reduce any risk.

9. Your Rights

As a data subject, you have rights in relation to your personal data. These rights may apply in full or in part depending on the circumstances and legal 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 information.
Right to erasure – in certain cases, you can ask us to delete your personal data.
Right to restriction – you can ask us to limit how we use your data in certain situations.
Right to data portability – you may request that data you provided to us be transferred to you or another controller, where legally applicable.
Right to object – you can object to processing based on legitimate interests, and in some cases direct marketing.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

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

10. Children’s Data

Our services are intended for adults and businesses arranging removals, transport, or related services. We do not knowingly collect personal data from children except where it is unavoidable and necessary in connection with a service request or legal requirement.

11. Automated Decision-Making

We do not rely on fully automated decision-making that produces legal or similarly significant effects about you. If this changes, we will update this policy and provide the relevant information required by law.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any updated version will apply from the date it is issued. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

13. How We Apply This Policy

This Privacy Policy applies to all Man And Van Maida Vale customers in area, including local residents, businesses, landlords, tenants, and anyone using our services in connection with a move or delivery. By engaging our services, you acknowledge that personal data may be processed in accordance with this policy and with applicable law.

We are committed to using personal data responsibly, keeping it secure, and respecting your privacy at every stage of the service relationship. If we need to change the way we process data, we will do so only where permitted by law and with appropriate safeguards.