Privacy Policy - Man With Van Marylebone

This Privacy Policy explains how Man With Van Marylebone collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Marylebone customers in area, including anyone who requests, books, receives, or enquires about our removal, transport, storage support, or related services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with 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 With Van Marylebone acts as the data controller for personal information we collect about customers, prospective customers, business contacts, and service users. This means we determine how and why personal data is processed. We only process personal data where we have a valid legal basis and only for purposes connected to delivering and improving our services, managing our business, and meeting legal obligations.

2. Personal Data We Collect

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

Identity data, such as your name, title, and any business name you provide.
Contact data, such as telephone number, email address, and service address details.
Booking and service data, such as move dates, property access details, inventory lists, delivery instructions, and service preferences.
Payment-related data, such as billing information and payment status, where relevant.
Communication data, including messages, emails, call notes, and correspondence related to enquiries or complaints.
Technical data, such as device information, browser type, and basic usage information if you interact with our digital systems.
Special instructions, where you voluntarily provide information needed to complete a move safely and effectively.

We generally do not seek sensitive personal data unless it is strictly necessary for a particular service or required by law. If such data is provided, it will be handled with extra care and only where lawful to do so.

3. How We Collect Personal Data

We collect personal data in several ways. This includes information you provide directly when you make an enquiry, request a quote, confirm a booking, communicate with us, or otherwise use our services. We may also receive information from third parties who are acting on your behalf, such as estate agents, landlords, business representatives, or payment providers, where appropriate and lawful.

In some cases, we may collect limited technical information automatically through our systems to help maintain security, improve performance, or understand how our services are used. We only collect the information necessary for those purposes.

4. Lawful Basis for Processing

We process personal data only when we have a lawful basis under data protection law. Depending on the context, our lawful bases may include the following:

Contract: Processing is necessary to take steps at your request before entering into a contract, or to perform our contract with you. This includes managing bookings, providing moving services, handling customer instructions, and arranging service delivery.
Legal obligation: Processing is necessary to comply with legal requirements, including accounting, tax, insurance, record-keeping, and regulatory obligations.
Legitimate interests: Processing is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include service administration, fraud prevention, internal record keeping, quality control, and business improvement.
Consent: In limited situations, we may rely on your consent, for example where you voluntarily agree to certain types of communication or optional processing. You may withdraw consent at any time where consent is the lawful basis.

Where we process special category data, we will only do so if a condition under UK GDPR applies and additional safeguards are in place. We do not use personal data for automated decision-making that has legal or similarly significant effects on you.

5. How We Use Your Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To confirm and manage bookings.
To carry out removal and transport services safely and efficiently.
To communicate changes, updates, or service-related information.
To process payments and maintain business records.
To handle complaints, disputes, or claims.
To improve our operations, services, and customer experience.
To protect against misuse, fraud, and security incidents.
To meet legal, tax, and regulatory obligations.

We will only use your personal data for the purposes for which it was collected, unless we reasonably consider that another compatible purpose applies or we are legally required to do otherwise.

6. Data Sharing and Processors

We may share personal data with trusted third parties where necessary for service delivery, business administration, or compliance with the law. These third parties may act as data processors or independent controllers depending on the circumstances.

Our processors may include:

IT and cloud service providers who support secure storage and communications.
Payment processing providers who handle transactions securely.
Accounting, bookkeeping, and administrative service providers.
Customer support and communications tools.
Professional advisers, such as insurers, legal advisers, or auditors, where required.

Where a third party acts as a processor, we require them to process data only on our instructions, to keep it secure, and to comply with applicable data protection law. Where a third party acts as an independent controller, they will be responsible for their own privacy practices.

We may also disclose personal data if required to do so by law, court order, public authority request, or to establish, exercise, or defend legal claims. Man With Van Marylebone does not sell personal data.

7. International Transfers

If any service provider processes personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms designed to protect your information to an equivalent standard.

8. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, insurance, and reporting requirements. The retention period will depend on the type of data, the nature of the service, and any legal obligations that apply.

As a general approach:

Booking and service records are kept for a period reasonably required for administration, customer support, and contract management.
Financial and tax records are kept for the period required by law.
Complaint or dispute records may be retained for longer where necessary to resolve a claim or legal matter.
Data that is no longer needed is securely deleted, anonymised, or archived where appropriate.

We review retention regularly to ensure information is not kept longer than necessary. Retention periods may vary depending on legal or operational requirements.

9. Security of Personal Data

We take appropriate technical and organisational measures to protect personal data from unauthorised access, loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and data minimisation practices. While we work to protect all personal data, no system can be guaranteed completely secure. If a data incident occurs, we will respond in accordance with our legal obligations.

10. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply depending on the circumstances and the lawful basis used for processing.

Right of access: You may request a copy of the personal data we hold about you.
Right to rectification: You may ask us to correct inaccurate or incomplete information.
Right to erasure: In certain cases, you may request deletion of your data.
Right to restriction: You may ask us to limit how we use your data in certain situations.
Right to object: You may object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability: You may request transfer of certain data in a structured, commonly used format where technically feasible.
Right to withdraw consent: If we rely on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will assess your request in line with legal requirements. We may need to verify your identity before taking action to protect your information.

11. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where necessary in the context of a household move and where a parent, guardian, or authorised adult provides the information. If we become aware that personal data has been collected inappropriately, we will take steps to delete or correct it as required.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, practice, or our services. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how personal data is handled.

13. Our Commitment

Man With Van Marylebone is committed to respecting privacy and processing personal data responsibly. We aim to keep our data practices proportionate, transparent, and secure. By using our services, you acknowledge that your personal data will be processed in accordance with this Privacy Policy and applicable data protection laws.

This policy applies to all Man With Van Marylebone customers in area.