Privacy Policy - Man With Van Belsizepark

Man With Van Belsizepark is committed to protecting the privacy of its customers and service users. This Privacy Policy explains how personal data is collected, used, shared, stored, and protected when you use our removal, moving, packing, transport, and related services. It applies to all Man With Van Belsizepark customers in the area, including individuals, households, landlords, tenants, and business clients who engage our services.

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is intended to be clear and transparent so that you understand what information we collect, why we collect it, and what rights you have in relation to that information.

1. Data We Collect

We may collect and process different types of personal data depending on how you interact with us and what services you request. This may include:

Identity information such as your name, title, and any company or business name you provide.
Contact information such as your address, email address, and telephone number.
Service details including the moving date, pickup and delivery addresses, property access details, inventory lists, and special handling requirements.
Payment information such as billing details and transaction records. We do not intentionally store unnecessary payment data beyond what is required for processing and accounting purposes.
Communication records including emails, messages, quotes, booking notes, complaints, and any other correspondence.
Operational information such as photographs of items or premises where needed for damage assessment, service planning, or evidence of work completed.
Technical information that may be gathered when you interact with digital systems, such as IP address or device information, if applicable.

We only collect data that is relevant and necessary for arranging, delivering, improving, and administering our services. We do not seek to collect more information than is needed.

2. How We Use Your Data

We use personal data for the following purposes:

To provide quotes and assess service requirements.
To confirm and manage bookings.
To perform removal, transport, packing, loading, unloading, and related services.
To communicate with you before, during, and after the service.
To process payments, issue invoices, and maintain financial records.
To manage customer service enquiries, complaints, and claims.
To improve our operations, scheduling, and service quality.
To comply with legal, tax, insurance, and regulatory obligations.

Where necessary, we may use your information to protect our legitimate business interests, for example to prevent fraud, secure our vehicles and equipment, or resolve disputes. All such use is carried out in a proportionate and lawful manner.

3. Lawful Basis for Processing

We process personal data only where we have a lawful basis under data protection law. Depending on the circumstances, the lawful bases we rely on are:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes taking bookings, arranging moves, providing the requested service, and handling payments.

Legal Obligation

We may process information where needed to comply with legal requirements, including accounting rules, tax laws, insurance obligations, or lawful requests from public authorities.

Legitimate Interests

We may process certain data where it is necessary for our legitimate interests and where those interests are not overridden by your rights and freedoms. Examples include maintaining service records, improving efficiency, protecting our property, and defending legal claims.

Consent

In limited situations, we may rely on your consent, for example where it is needed for optional marketing communications or certain non-essential processing. Where consent is used, you may withdraw it at any time.

4. Sharing Your Data and Processors

We may share personal data with selected third parties when necessary for service delivery, administration, or compliance. These third parties act as data processors or, in some cases, independent controllers. We ensure that any processor we use is subject to appropriate data protection obligations.

Examples of processors or service providers may include:

Payment processors who handle card or online payment transactions.
Accounting and bookkeeping providers who assist with invoicing, tax records, and financial administration.
IT and cloud storage providers who support secure data storage, email systems, and business software.
Communication platforms used for sending service-related messages or managing enquiries.
Insurance providers or claims handlers where needed to manage incidents or liability matters.
Professional advisers such as legal or financial advisers, where necessary.

We may also disclose information where required by law, court order, or to cooperate with law enforcement or regulatory bodies. If business assets are transferred, merged, or sold, personal data may be shared as part of that process in line with applicable law.

5. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes for which it was collected, and to meet legal, accounting, insurance, and reporting obligations. Retention periods vary depending on the type of record and the purpose of processing.

Booking and service records are generally retained for a period needed to manage the contract, handle queries, and support our records.
Financial and invoicing records may be kept for the period required by tax and accounting law.
Complaint, dispute, or claims-related records may be retained for as long as necessary to resolve the matter and defend legal rights.
Marketing-related data is retained only while we have a valid basis to contact you or until you opt out.

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

Although we work to protect all information, no system can be guaranteed to be completely secure. We therefore encourage customers to share only the information needed for the service and to notify us promptly if they believe their data may have been compromised.

7. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may be subject to certain conditions or legal exceptions. They include:

The right of access to request a copy of the personal data we hold about you.
The right to rectification to request correction of inaccurate or incomplete data.
The right to erasure in certain circumstances, sometimes called the right to be forgotten.
The right to restrict processing where you ask us to limit how your data is used.
The right to object to processing based on legitimate interests or direct marketing.
The right to data portability in situations where processing is based on consent or contract and carried out by automated means.
The right to withdraw consent where processing relies 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 would, however, appreciate the chance to address any concerns directly before you escalate a complaint.

8. International Transfers

Where any service provider stores or processes data outside the United Kingdom, we will take appropriate safeguards to ensure your information remains protected in line with applicable data protection law. These safeguards may include adequacy decisions, standard contractual clauses, or equivalent legal mechanisms.

9. Children’s Data

Our services are aimed at adults and business customers. We do not knowingly collect personal data from children except where it is provided incidentally by an adult customer in the context of arranging a move or related service. Where such information is received, we treat it with care and only process it where necessary and lawful.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any revised version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how we protect personal data.

11. Summary of Key Principles

Man With Van Belsizepark collects only the personal data needed to provide services safely and efficiently. We process it on lawful bases including contract, legal obligation, legitimate interests, and consent where appropriate. We may share data with trusted processors such as payment, accounting, IT, and insurance providers, but only when necessary and under suitable safeguards. Personal data is retained only for as long as required, then securely deleted or anonymised. Customers in the area have clear rights over their information, including access, correction, deletion, restriction, objection, portability, and withdrawal of consent where applicable.

By using our services, you acknowledge that you have read and understood this Privacy Policy.