Man and Van Belgravia Privacy Policy

This Privacy Policy explains how Man and Van Belgravia collects, uses, stores and shares personal data when providing our moving and related services. It applies to all Man and Van Belgravia customers and prospective customers located in our service area, as well as visitors who contact us to request a quote or information.

Who We Are

Man and Van Belgravia is a moving and transport service operating in the Belgravia area and surrounding locations. For the purposes of applicable data protection laws, including the UK General Data Protection Regulation and the EU General Data Protection Regulation where applicable, Man and Van Belgravia is the controller of the personal data described in this Privacy Policy.

Scope of This Policy

This Privacy Policy covers personal data that we collect in connection with:

Requests for quotes or information about our services.

Bookings and performance of our man and van and related services.

Customer service communications and complaints handling.

Marketing and customer relationship management where permitted by law.

This Privacy Policy applies to all Man and Van Belgravia customers in our service area, as well as any individuals who interact with us in the context of booking or enquiring about our services.

Personal Data We Collect

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

Identity and contact information: name, address, pickup and delivery addresses, contact details such as mobile or landline numbers, and other contact preferences.

Service and booking details: information about the services you request or purchase, dates and times of moves, property access details where provided by you, and any special instructions relevant to the service.

Billing and payment information: transaction details, invoices, and limited payment-related information necessary to process your payment. We do not store full card details if payment is taken through a secure payment provider.

Communication data: records of emails, messages, or other communications you send to us and our responses, including any feedback, reviews or complaints you share.

Technical and usage data: limited technical information that may be collected when you visit our website, such as IP address, browser type and device information, and basic usage data that helps us understand how our website and services are used.

Any other information you choose to provide to us that is relevant to the performance of our services, for example access instructions, parking information, or details about items to be moved.

Lawful Basis for Processing

We process your personal data only where we have a lawful basis to do so under data protection laws. The main lawful bases we rely on are:

Contract: to take steps at your request before entering into a contract and to perform our contract with you. This includes arranging and carrying out bookings, communicating with you about your move, and managing payments.

Legal obligation: to comply with legal and regulatory requirements, such as tax and accounting obligations and responding to lawful requests from public authorities.

Legitimate interests: to pursue our legitimate business interests in a way that does not override your rights and freedoms. This may include improving our services, managing business operations, preventing fraud, handling customer queries, and maintaining appropriate business records.

Consent: where the law requires your consent for certain processing activities, such as some forms of direct marketing. Where we rely on consent, you may withdraw it at any time.

How We Use Your Personal Data

We may use your personal data for the following purposes:

To provide quotes, respond to enquiries, and manage bookings for our services.

To plan, schedule, and deliver our man and van services, including coordination with drivers and movers.

To process payments, issue invoices and handle any related billing queries.

To provide customer support, handle complaints and resolve disputes.

To manage our relationship with you, including sending important service updates and information relevant to your booking.

To keep appropriate business and financial records.

To improve our services, operations and customer experience.

To send you marketing communications about our services where permitted by law and in line with your preferences.

Data Retention

We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting or reporting requirements.

In general, we will retain booking and transaction records, including basic contact and billing data, for the period required by applicable tax and accounting laws and to handle any potential legal claims. Communications data and service-related information may be retained for a reasonable period to enable us to respond to any follow-up queries or complaints and to improve our services.

When we no longer need your personal data, we will delete it or anonymise it so that it can no longer be associated with you.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with trusted third parties who act as processors on our behalf and who process data only on our instructions and for the purposes described in this Privacy Policy. These may include:

IT and hosting providers who support our website, email and data storage systems.

Secure payment processors who handle card payments and other payment methods.

Professional advisers such as accountants or legal advisers where necessary for our legitimate interests and legal obligations.

Service partners or subcontractors engaged to help us deliver our moving services, where they need specific information such as addresses and contact details to perform the work.

Public authorities, regulators or law enforcement where required by law or where necessary to protect our rights, property or safety or that of our customers or others.

We require all processors to implement appropriate technical and organisational measures to protect your personal data and to process it only in accordance with our instructions and applicable data protection laws.

Data Storage and Security

We take reasonable technical and organisational measures designed to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures may include access controls, secure storage systems, and staff training on data protection responsibilities.

While we work to protect your information, no system can be completely secure. You are responsible for ensuring that any personal information you send to us is provided in a secure way, especially when using shared or public networks or devices.

Your Data Protection Rights

Under data protection laws, you may have the following rights in relation to your personal data, subject to certain conditions and exceptions:

Right of access: to obtain confirmation of whether we process your personal data and to receive a copy of the data we hold about you.

Right to rectification: to have inaccurate or incomplete personal data corrected or updated.

Right to erasure: to request deletion of your personal data where there is no good reason for us to continue processing it, for example where it is no longer necessary for the purposes for which it was collected.

Right to restriction: to request that we restrict the processing of your personal data in certain circumstances, such as while we verify its accuracy.

Right to object: to object to processing based on our legitimate interests, and to object at any time to the use of your personal data for direct marketing.

Right to data portability: to receive certain personal data in a structured, commonly used and machine readable format and to transmit that data to another controller where technically feasible and where processing is based on consent or contract.

Where we rely on your consent to process personal data, you have the right to withdraw your consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before you withdrew it.

Exercising Your Rights and Complaints

If you wish to exercise any of your data protection rights, or if you have any questions or concerns about how we handle your personal data, you can contact us using the contact methods provided on our website or in your booking documentation.

You also have the right to lodge a complaint with the relevant data protection authority if you believe that your rights have been infringed. We would, however, appreciate the chance to address your concerns directly before you contact a supervisory authority.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or other factors. Any changes will be posted in the latest version of the Privacy Policy available through our website or booking documentation. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.

Contacting Man and Van Belgravia

If you have any questions about this Privacy Policy or our data protection practices, please contact us using the details provided on our website or in your booking confirmation. Please specify that your query relates to privacy or data protection so that it can be directed to the appropriate person.