Privacy Policy - Man With Van Maida Vale

This Privacy Policy explains how Man With Van Maida Vale collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Maida Vale customers in the Maida Vale area, including individuals and businesses using our moving, transport, packing, loading, unloading, and 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.

By using our services, making an enquiry, or providing information to us, you acknowledge that your personal data may be processed in line with this policy.

1. Data We Collect

We collect only the information that is necessary to provide and manage our services effectively. The categories of personal data we may collect include:

Identity information such as your name and title.
Contact details such as address, email address, and telephone number.
Service details including moving dates, collection and delivery addresses, property access details, inventory information, and service preferences.
Billing and payment information such as invoice details and payment records.
Communication records including notes from enquiries, quotations, complaints, service updates, and correspondence.
Technical data if you interact with us electronically, such as IP address, device information, and basic usage information.
Special instructions relevant to your move, such as parking arrangements, access requirements, or items requiring extra care.

We generally collect personal data directly from you when you request a quote, book a service, communicate with us, or otherwise provide information during the course of a move. In some cases, data may also be provided by third parties acting on your behalf, such as landlords, estate agents, employers, or payment providers, where appropriate and lawful.

2. How We Use Personal Data

We use personal data for the following purposes:

to provide quotations and manage bookings;
to carry out removals and related services;
to plan routes, schedules, vehicle use, and staffing;
to communicate with you about your booking or service;
to issue invoices, process payments, and maintain financial records;
to respond to questions, complaints, or claims;
to maintain service quality, safety, and operational records;
to meet legal, regulatory, tax, and accounting obligations;
to prevent fraud, misuse, or unlawful activity;
to defend or establish legal rights where necessary.

We will only use your personal data for the purpose for which it was collected, unless we reasonably determine that we need to use it for another compatible purpose and that such use is lawful.

3. Lawful Basis for Processing

Under 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 bases:

Contract: Processing is necessary to enter into or perform a contract with you, such as providing a moving service, preparing quotations, or managing payment.
Legal obligation: Processing is necessary to comply with laws, including tax, accounting, and record-keeping obligations.
Legitimate interests: Processing is necessary for our legitimate business interests, such as improving services, managing operations, handling disputes, preventing fraud, and ensuring the security of our business, provided those interests do not override your rights and freedoms.
Consent: In limited cases, we may rely on your consent, for example where you have chosen to receive certain marketing communications. You may withdraw consent at any time where it is used as the basis for processing.

Where special category data is accidentally or unavoidably disclosed to us, we will process it only where a lawful condition applies and where required for the service or to comply with law.

4. Data Sharing and Processors

We may share personal data with carefully selected third parties who help us run our business. These parties act as processors or independent controllers depending on the circumstances. We take steps to ensure that any third party handling personal data does so securely and in compliance with applicable data protection law.

Typical processors and recipients may include:

Payment service providers for handling card or electronic transactions.
Accounting and bookkeeping providers for invoicing, financial administration, and tax compliance.
IT and cloud service providers for data storage, email, scheduling, and system support.
Customer communication tools used for booking confirmations, reminders, and service updates.
Professional advisers such as insurers, legal advisers, or auditors where required.
Subcontractors or operational partners assisting with delivery of the moving service, where necessary.
Public authorities where we are legally required to disclose information or where disclosure is necessary to protect rights, safety, or property.

We do not sell your personal data. If we transfer data outside the UK, we will ensure that appropriate safeguards are in place to protect it.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements. The exact retention period depends on the type of information and the reason it is held.

Quotation and booking records may be retained for a reasonable period to manage follow-up questions, service administration, and dispute resolution.
Invoice and payment records are typically retained for the period required by tax and accounting law.
Communication records may be retained to evidence instructions, service quality, or complaint handling.
Operational and safety records may be kept where needed for insurance, claims, or legal purposes.

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

6. Data Security

We use appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and restricted sharing of data on a need-to-know basis.

While we work to protect your information, no system can be guaranteed completely secure. If a data breach occurs that is likely to result in a risk to your rights and freedoms, we will act in accordance with applicable law, including notifying the relevant authority where required.

7. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to conditions or exemptions depending on the circumstances.

Your rights include:

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: You may request deletion of your data in certain circumstances.
Right to restriction: You may request that we limit processing in certain situations.
Right to object: You may object to processing based on legitimate interests, including direct marketing where applicable.
Right to data portability: You may request that certain data be provided in a structured, commonly used format where the legal conditions are met.
Right to withdraw consent: Where we rely on consent, you may withdraw it at any time.

To protect your privacy, we may need to verify your identity before responding to a request. We will respond within the time limits set by law.

8. Marketing and Communication Preferences

We may send service-related communications where necessary to fulfil a booking or comply with legal obligations. We will only send marketing communications where permitted by law. You can opt out of marketing at any time if such communications are used.

Operational messages such as booking updates, reminders, or service notices may still be sent when necessary for the provision of our services.

9. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is necessary in connection with a customer’s booking and provided by an adult with authority to do so. If we become aware that we have collected data from a child without appropriate authority, we will take reasonable steps to delete it.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data handling practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers in Maida Vale and the surrounding area to review this policy periodically.

11. Summary of Our Commitment

Man With Van Maida Vale is committed to using personal data responsibly and transparently. We collect only the information needed to deliver our services, rely on lawful bases under UK GDPR, retain data only as long as necessary, and work with processors who are required to handle information securely. We also respect your rights and aim to make data protection a core part of our service approach.

Under this policy, all Man With Van Maida Vale customers in the area are protected by the same privacy standards and data handling practices.