Privacy Policy - Man With Van Belsizepark

Effective date: This Privacy Policy applies to all Man With Van Belsizepark customers in the area and explains how we collect, use, store, share, and protect personal data in connection with our removal, moving, delivery, and related services.

We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We recognise that privacy is important to our customers, suppliers, and visitors, and we aim to process personal data fairly, lawfully, and transparently.

1. Who we are

Man With Van Belsizepark provides local moving and transport services. For the purpose of data protection law, we act as the data controller for personal data we collect and use in the ordinary course of our business. This means we decide how and why personal data is processed for our services.

2. Personal data we collect

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

Identity data: name, title, and any business or household name you provide.
Contact data: address, email address, telephone number, and moving location details.
Service data: information about the items to be moved, service requirements, access notes, delivery instructions, scheduling details, and any special handling needs.
Payment data: billing information, payment status, and transaction records.
Communication data: emails, text messages, call notes, and other correspondence relating to a booking, quote, complaint, or enquiry.
Technical data: basic device and website usage information if you interact with our digital systems, such as IP address, browser type, and cookies where applicable.
Verification and security data: information needed to confirm identity, prevent fraud, and protect our business and customers.

We generally do not seek to collect special category data such as health information, religious beliefs, or political opinions. If you voluntarily provide such information, we will only process it where necessary and lawful, for example to accommodate a specific service request or for legal claims.

3. How we collect personal data

We collect personal data directly from you when you:

request a quote or make a booking;
communicate with us by phone, email, or message;
provide instructions before, during, or after a service;
make a payment or request an invoice;
submit a complaint, review, or enquiry;
interact with our records or service systems.

We may also receive personal data from third parties where necessary for service delivery, such as:

customers who book on behalf of someone else;
landlords, estate agents, or building managers providing access or timing information;
payment providers, accounting platforms, and fraud prevention services;
professional advisers, insurers, or legal representatives in connection with a dispute or claim.

4. How we use your data

We use personal data for the following purposes:

to provide moving, transport, and related services;
to prepare quotes, confirm bookings, and manage customer accounts;
to communicate service updates and respond to enquiries;
to process payments and manage invoices;
to coordinate logistics, access arrangements, and delivery schedules;
to maintain records for administration, audit, and quality control;
to detect and prevent fraud, misuse, or security incidents;
to comply with legal, tax, accounting, and regulatory obligations;
to establish, exercise, or defend legal claims.

We will only use personal data in ways that are compatible with the purposes for which it was collected, unless we have a lawful reason to use it for another purpose.

5. Lawful basis for processing

Under the UK GDPR, we must have a lawful basis to process personal data. Depending on the activity, we rely on one or more of the following:

Contract

We process personal data when it is necessary to enter into or perform a contract with you, such as providing a quote, managing a booking, completing a move, or issuing a receipt.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided your interests and rights do not override those interests. This may include service administration, customer support, fraud prevention, business improvement, and record keeping.

Legal obligation

We process personal data when required to comply with legal obligations, including tax, accounting, insurance, transport, and regulatory requirements.

Consent

In limited situations, we may rely on your consent, for example for certain optional communications or where special category data is involved and no other lawful basis applies. Where consent is used, you can withdraw it at any time.

6. Data sharing and processors

We may share personal data with trusted third parties who act as processors on our behalf. These processors are only permitted to use the data in accordance with our instructions and applicable law. They may include:

IT and cloud service providers for secure storage, email, scheduling, and communications;
payment processors for card or online payment handling;
accounting and bookkeeping providers for financial administration;
customer management and booking platforms for service coordination;
telecommunications providers for call handling and messaging;
professional advisers such as lawyers, accountants, or insurers where necessary;
regulators, courts, and law enforcement where disclosure is required by law.

We do not sell personal data. We only disclose information to third parties when it is necessary for our services, to protect our rights, or when required by law.

7. International transfers

If any of our processors store or access personal data outside the UK, we will ensure appropriate safeguards are in place, such as an adequacy decision, standard contractual clauses, or other lawful transfer mechanisms recognised under data protection law.

8. Data retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including for legal, accounting, insurance, and operational requirements. Retention periods may vary depending on the type of data and the nature of the relationship.

Booking and service records: retained for a period needed to manage the service, handle disputes, and maintain business records.
Financial records: retained for the period required by tax and accounting law.
Correspondence and complaints: retained for as long as needed to resolve the matter and demonstrate compliance.
Technical logs: retained for a limited period for security and system management.

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

9. Security of your data

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, restricted permissions, staff confidentiality obligations, and regular review of our data handling practices.

While no system can be guaranteed to be completely secure, we take reasonable steps to reduce risk and respond to incidents promptly.

10. Your rights

Depending on the circumstances and applicable law, you have the following rights in relation to your personal data:

Right of access: to request a copy of the personal data we hold about you.
Right to rectification: to ask us to correct inaccurate or incomplete data.
Right to erasure: to request deletion of data in certain situations.
Right to restriction: to ask us to limit processing in certain circumstances.
Right to data portability: to receive certain data in a structured, commonly used format.
Right to object: to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.
Right to complain: to raise concerns with the UK Information Commissioner’s Office (ICO) if you believe your rights have been infringed.

We may need to verify your identity before responding to a rights request. We aim to respond within the time limits required by law.

11. Children’s data

Our services are aimed at adults, and we do not knowingly collect personal data from children except where it is incidental to a household move or where necessary to provide the service. If we become aware that data has been collected inappropriately, we will take steps to delete it where required.

12. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. The latest version will apply from the date it is published or communicated. We encourage customers to review it periodically.

Summary: This Privacy Policy explains how Man With Van Belsizepark collects, uses, shares, retains, and protects customer data, the lawful bases relied on, processors used, and your GDPR rights.