Man with Van Maida Vale Privacy Policy

This Privacy Policy explains how Man with Van Maida Vale collects, uses, stores, and protects personal data relating to our services. It applies to all Man with Van Maida Vale customers in the Maida Vale area and to anyone who contacts us to enquire about, book, or receive our services.

We are committed to safeguarding your privacy and handling your personal data in a transparent and lawful way in accordance with the United Kingdom General Data Protection Regulation and the Data Protection Act 2018.

Who this Privacy Policy applies to

This Privacy Policy applies to individuals and businesses who use, or consider using, Man with Van Maida Vale services in the Maida Vale area. This includes customers, prospective customers, and any person acting on their behalf when they communicate with us or provide us with information.

What personal data we collect

We may collect and process the following categories of personal data when you contact us, request a quote, make a booking, or use our services:

Identification and contact details such as name, address, collection and delivery addresses, and other relevant location details.

Booking and service information such as preferred service date and time, type of move or transport, access details, and any instructions you provide.

Communication data including information contained in messages, calls, or correspondence you send to us regarding quotes, bookings, or service issues.

Payment related information such as payment status and method. We do not store full payment card details when payments are processed through third party payment processors.

Technical and usage data where applicable, such as basic device and usage information if you interact with our online content or digital tools, to the extent that this is necessary to provide and protect our services.

How we collect personal data

We collect personal data directly from you when you contact us to request information or a quote, book a service, or otherwise communicate with us. This may be by phone, online form, messaging, or in writing.

We may also receive personal data from third parties who are booking services on your behalf, such as businesses arranging moves for their customers or employees, or other individuals acting as your representative. In these cases, we expect that they have your permission to share this information with us.

Lawful basis for processing your data

We rely on one or more of the following lawful bases under the UK GDPR when processing your personal data:

Contract. We process personal data when it is necessary to provide you with a quote, to enter into a contract with you, and to perform that contract. This includes arranging and delivering moving, transport, or related services you have requested.

Legitimate interests. We may process personal data where it is necessary for our legitimate business interests and these interests are not overridden by your rights. This includes managing our business operations, improving our services, responding to enquiries, handling complaints, and protecting our legal rights.

Legal obligation. We may process personal data to comply with legal and regulatory requirements, including record keeping, tax, and accounting obligations.

Consent. In limited situations, we may rely on your consent, for example for certain types of direct marketing where required by law. Where we rely on consent, you may withdraw it at any time.

How we use your personal data

We use your personal data for the following purposes:

To provide quotes, discuss your requirements, and respond to your enquiries.

To set up, manage, and fulfil your bookings and provide moving and transport services.

To communicate with you about changes to your booking, service updates, and practical arrangements.

To manage payments, billing, invoicing, and related financial administration.

To handle queries, feedback, and complaints, and to provide support.

To manage our business operations, including scheduling, route planning, resource allocation, and service improvement.

To comply with legal obligations and to establish, exercise, or defend legal claims.

Data retention and storage

We retain personal data only for as long as is necessary for the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements.

In general, we keep customer and booking records for a period that enables us to manage our relationship with you, respond to queries about completed jobs, and comply with legal retention periods. After this period, personal data will be securely deleted, anonymised, or archived where continued retention is required by law.

The specific retention period may vary depending on the type of data and the relevant legal and operational requirements. We review our retention periods regularly to ensure that we do not store personal data longer than needed.

Data processors and third parties

We may share your personal data with trusted third party service providers who act as data processors on our behalf. These may include:

Payment processing providers who handle transactions securely on our behalf.

IT and hosting providers who support our systems and data storage.

Communication and scheduling tools that help us manage bookings and customer communications.

Professional advisers such as accountants or legal professionals where necessary for our business operations and compliance.

Where we use data processors, we ensure that they only process your personal data in accordance with our instructions, provide appropriate security measures, and comply with data protection law.

We may also disclose personal data where required by law, regulation, or court order, or where it is necessary to protect our rights, property, or safety, or that of our customers or others.

International data transfers

Where data processors or service providers are located outside the United Kingdom, we will ensure that appropriate safeguards are in place before any personal data is transferred. These may include using countries that are deemed to provide an adequate level of protection for personal data or putting in place standard contractual clauses or other approved transfer mechanisms.

How we protect your data

We take appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include restricting access to personal data to those who need it for their role, using secure systems and storage methods, and maintaining appropriate security procedures.

Your data protection rights

Under the UK GDPR, you have a number of rights in relation to the personal data we hold about you. These include:

Right of access. You have the right to request confirmation that we process your personal data and to request a copy of that data.

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

Right to erasure. You may, in certain circumstances, request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected.

Right to restriction of processing. You may request that we restrict the processing of your personal data in certain situations, such as while we are verifying its accuracy or considering an objection you have raised.

Right to object. You have the right to object to our processing of your personal data where we are relying on legitimate interests as our lawful basis. We will stop processing unless we have compelling legitimate grounds or need to continue the processing for legal reasons.

Right to data portability. In certain circumstances, you may request that we provide you with personal data you have given us in a structured, commonly used, and machine readable format, or that we transmit it to another controller where technically feasible.

Right to withdraw consent. Where processing is based on your consent, you have the right to withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before you withdrew consent.

Exercising your rights and complaints

If you wish to exercise any of your data protection rights or raise a concern about how we handle your personal data, you can contact us using the usual contact methods you use for our services. We will respond to your request or complaint in accordance with data protection law.

You also have the right to lodge a complaint with the Information Commissioner's Office in the United Kingdom if you are not satisfied with our response or believe that your data protection rights have been infringed.

Updates to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. Any updated version will apply from the date it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.