Privacy Policy - Man And Van Belgravia

This Privacy Policy explains how Man And Van Belgravia collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Man And Van Belgravia customers in the area, including individuals and businesses that enquire about, book, receive, or otherwise use our moving, delivery, and related services.

We are committed to handling personal information in a lawful, fair, transparent, and secure manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy should be read carefully so that you understand what information we process, why we process it, and what rights you have.

1. Information We Collect

We may collect and process the following categories of personal data depending on how you interact with us:

Identity information: name, title, and any business or household name provided.
Contact details: postal address, email address, and phone number.
Booking and service details: moving date, pickup and delivery locations, property access details, item lists, special handling requirements, and service preferences.
Billing and payment information: invoice details, payment status, and limited payment-related information necessary to complete transactions.
Communication records: emails, messages, notes from calls, and any feedback or complaints you submit.
Technical data: basic website or device information if you contact us electronically, such as IP address, browser type, and usage data where relevant.
Proof of identity or authority: if needed for fraud prevention, service verification, or where access to property or goods must be confirmed.

We only collect information that is necessary for the purposes described in this policy. We do not intentionally collect special category data unless it is provided by you and is necessary for a specific service requirement or legal obligation.

2. How We Use Your Data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to manage bookings and deliver moving or transport services;
to communicate with you before, during, and after a service;
to prepare invoices, process payments, and maintain accounting records;
to plan routes, allocate staff, and coordinate equipment or vehicles;
to handle complaints, disputes, or insurance-related matters;
to comply with legal and regulatory obligations;
to maintain records for business administration and service quality;
to protect our rights, property, staff, customers, and operations.

We may also use limited data to improve our services, monitor performance, and ensure that our operations remain safe and efficient. Where required by law, we will seek your consent before using data for any purpose that is not covered by another lawful basis.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the activity, we rely on one or more of the following:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes taking bookings, arranging the service, confirming timings, issuing invoices, and carrying out the work you have requested.

Legal Obligation

We may process data where required to comply with legal duties, such as tax, accounting, record-keeping, fraud prevention, or responding to lawful requests from public authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where your rights and freedoms do not override those interests. This can include managing enquiries, improving services, protecting against misuse, maintaining internal records, and resolving operational issues. We always consider whether the processing is proportionate and appropriate.

Consent

In limited situations, we may rely on your consent. If we do, you may withdraw it at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before it was withdrawn.

4. Sharing Your Data and Processors

We may share personal data with trusted third parties who help us operate our services. These parties act as processors or, in some cases, independent controllers. We only share the minimum information necessary and require appropriate safeguards.

Payment service providers: to process transactions securely.
Accounting and bookkeeping providers: to manage records, invoices, and tax compliance.
IT and cloud service providers: to store data, support communications, and maintain systems.
Vehicle, logistics, or routing tools: to organise services efficiently.
Insurance providers or claims handlers: where an incident, loss, or damage must be reported.
Professional advisers: including legal, financial, or regulatory advisers where necessary.
Authorities or law enforcement: where disclosure is required by law or to protect rights and safety.

All processors are selected carefully and are required to process personal data only on our instructions, to keep it secure, and to comply with applicable data protection law. We do not sell your personal data.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including for legal, accounting, or reporting requirements. The retention period varies depending on the type of data and the reason for processing.

Quotation and enquiry data: kept for a reasonable period to follow up on requests and manage customer service.
Booking and service records: retained for the duration of the service and for a further period where needed for disputes, warranty, or insurance purposes.
Financial and invoice records: kept in line with tax and accounting obligations.
Communication records: kept as long as needed to manage the relationship and resolve any issues.

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you. Where retention is necessary due to legal claims or compliance requirements, we will keep the data for the relevant period and then dispose of it appropriately.

6. Data Security

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

While no system can be guaranteed to be completely secure, we take data protection seriously and work to reduce risks wherever reasonably possible. If a personal data incident occurs, we will assess the situation and take action in line with applicable legal requirements.

7. Your Rights

As a data subject, you have important rights in relation to your personal data. Subject to legal conditions and exemptions, these rights include:

Right of access: to request a copy of the personal data we hold about you.
Right to rectification: to have inaccurate or incomplete data corrected.
Right to erasure: to request deletion of your data in certain circumstances.
Right to restriction: to ask us to limit how we use your data in certain cases.
Right to data portability: to receive data you provided to us in a structured, commonly used format where applicable.
Right to object: to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent: where processing is based on consent.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data protection rights have been infringed. We encourage you to raise any concerns with us first so that we may try to resolve them promptly and fairly.

8. Children’s Data

Our services are generally intended for adults and business customers. We do not knowingly collect personal data from children unless it is necessary in connection with a household move or service arrangement and is provided by an adult customer in an appropriate context.

9. International Transfers

Where any service provider stores or processes data outside the United Kingdom, we will ensure that appropriate safeguards are in place so that your data remains protected to a standard consistent with UK data protection law.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. The most current version will apply to the processing of personal data. We recommend reviewing this policy periodically to stay informed about how we use your information.

11. Summary of Key Principles

In summary, Man And Van Belgravia only processes personal data where there is a lawful basis to do so, keeps data for no longer than necessary, uses trusted processors with proper safeguards, and respects your rights under data protection law. We aim to handle all information lawfully, fairly, and transparently, and to provide services in a way that respects privacy at every stage.

This policy applies to all Man And Van Belgravia customers in the area.