Man with Van London Privacy Policy

This Privacy Policy explains how Man with Van London collects, uses, stores and protects personal data relating to our services. It applies to all Man with Van London customers within our service area, including individuals and businesses who contact us, request a quotation, make a booking, or otherwise interact with us in connection with our services.

We are committed to handling your personal data in accordance with the UK General Data Protection Regulation and other applicable data protection laws. This Privacy Policy sets out the types of personal data we collect, the purposes and lawful bases for processing, how long we keep data, who we share it with, and the rights you have in relation to your data.

Data Controller

The data controller is the Man with Van London business that determines the purposes and means of processing your personal data. For the purposes of this Privacy Policy, references to we, us or our refer to Man with Van London as the data controller responsible for handling your information.

Personal Data We Collect

We collect and process different categories of personal data in the course of providing our services. The information we may collect includes:

Identity information, such as your name, title and, where relevant, your company name or job title.

Contact information, such as your correspondence address, collection and delivery addresses, and any alternative contact details you choose to provide.

Communication information, including the content of enquiries, bookings, feedback, complaints and any other communications you send to us through phone calls, messages or forms.

Service and booking information, such as the date and time of your move or delivery, the nature and size of items to be transported, access details at collection and delivery locations, and any instructions you provide regarding the service.

Payment-related information, which may include limited billing details necessary to process payments for services you purchase from us. Actual payment card information is normally processed by an external payment processor. We do not intend to store card details unless required for a specific lawful purpose and only where appropriate safeguards are in place.

Technical and usage data, where applicable, such as basic information about how you access and use our website or online content, including device information, approximate location data, and basic analytics. This type of information is typically collected through cookies or similar technologies where used, subject to your consent where required by law.

How We Collect Your Data

We usually collect personal data directly from you when you contact us, request a quotation, make a booking, use our website, or communicate with us by phone or other means.

We may also receive limited information about you from third parties where it is necessary for us to provide our services, for example where a business client provides your details as a contact person for a booking, or where an online platform passes your details to us after you submit a service request through that platform.

Purposes and Lawful Bases for Processing

We process your personal data only where we have a lawful basis to do so. Depending on the situation, we may rely on one or more of the following lawful bases under data protection law:

Performance of a contract. We process personal data where it is necessary to enter into or perform a contract with you, such as when we provide moving, transport or related services you have requested. This includes processing required to manage bookings, schedule work, communicate with you about the service, and handle payments and invoices.

Legitimate interests. We process personal data where it is necessary for our legitimate business interests, provided these are not overridden by your rights and interests. This may include using your information to manage and improve our services, keep records, prevent and detect fraud or misuse, respond to queries, and defend or establish legal claims.

Legal obligations. We may process personal data where necessary to comply with our legal and regulatory obligations, such as record-keeping, tax or accounting requirements, or responding to lawful requests from authorities.

Consent. In some cases we may ask for your consent to process your data for a specific purpose, such as sending you certain types of marketing communications or using optional cookies. Where we rely on consent, you are free to withdraw it at any time, and we will stop processing for that purpose unless another lawful basis applies.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide and manage our services, including handling enquiries, issuing quotations, confirming bookings, planning and carrying out moves or deliveries, and providing customer support.

To communicate with you about your enquiries, bookings, service updates, changes to our terms or policies, and other information relevant to the services you receive.

To process payments, manage billing, and maintain financial records that relate to the services we provide to you.

To maintain our business records, manage our operations, analyse service performance, and improve our services and customer experience.

To comply with legal, regulatory and tax obligations, and to cooperate with law enforcement or regulatory authorities where required by law.

To protect our business, our customers and the public, including for the prevention and detection of fraud, misuse or other unlawful activities, and for establishing, exercising or defending legal claims.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with trusted third parties where necessary and lawful, including:

Service providers and data processors who act on our instructions to help us deliver our services. These may include payment processing providers, IT and hosting providers, customer management systems, and providers that support our website or communications. These parties are required to handle your data securely, keep it confidential, and use it only in accordance with our instructions and applicable law.

Professional advisers such as accountants, auditors, insurers and legal advisers, where necessary for the management of our business and the protection of our legal interests.

Authorities, regulators and law enforcement agencies where we are legally required or permitted to share data, or where such sharing is necessary to protect your vital interests or those of another person.

Other third parties in the context of a business transaction, such as a sale, merger or restructuring of our business, in which case we will take steps to ensure your data is treated in accordance with this Privacy Policy and applicable law.

Where data is transferred to data processors or third parties located outside the UK or European Economic Area, we will ensure that appropriate safeguards are in place in accordance with data protection law.

Data Retention

We retain your personal data only for as long as reasonably necessary for the purposes described in this Privacy Policy or as required to comply with legal, regulatory, tax or accounting obligations.

In general, we keep customer records, booking information and related communications for a period that allows us to respond to queries, handle disputes, maintain accurate records of our services, and comply with applicable legal requirements. Specific retention periods may vary depending on the type of data and the context in which it is processed.

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

Data Security

We take reasonable technical and organisational measures to protect your personal data against unauthorised access, accidental loss, alteration, disclosure or destruction. These measures include restricting access to personal data to personnel and service providers who need it for the purposes described in this Privacy Policy, and requiring them to keep it confidential.

While we take appropriate steps to secure your data, no system can be guaranteed to be fully secure. You are encouraged to take care when sharing information with us and to notify us promptly if you suspect any misuse of your personal data.

Your Data Protection Rights

Under applicable data protection laws, including the UK General Data Protection Regulation, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and legal exceptions. They include:

Right of access. You have the right to request confirmation as to whether we process personal data about you, and to obtain a copy of your personal data together with information about how we use it.

Right to rectification. You have the right to request that inaccurate or incomplete personal data we hold about you is corrected or updated.

Right to erasure. In certain circumstances, you may have the right to request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected, or where you withdraw consent and no other lawful basis applies.

Right to restriction of processing. You may have the right to request that we restrict the processing of your personal data in certain situations, such as where you contest the accuracy of the data or object to our processing.

Right to data portability. In some cases, you have the right to receive personal data you have provided to us in a structured, commonly used and machine-readable format, and to request that we transfer that data to another controller where technically feasible.

Right to object. You have the right to object to the processing of your personal data where we are relying on legitimate interests as our lawful basis, including any profiling based on those interests. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or where the processing is required for legal claims.

Right to withdraw consent. Where we rely on your consent to process your personal data, you may withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.

You also have the right to lodge a complaint with a data protection authority if you believe that your rights have been infringed. In the United Kingdom, this is the Information Commissioner's Office.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations or for other operational reasons. The updated version will be effective as soon as it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we process and protect your personal data.