Man With a Van Marylebone Privacy Policy

This Privacy Policy explains how Man With a Van Marylebone collects, uses, stores, and protects personal data when providing moving, transport, and related services. It applies to all Man With a Van Marylebone customers in our service area, as well as people who contact us with enquiries about our services.

We are committed to complying with the UK General Data Protection Regulation and all applicable data protection laws. This Policy is intended to give you clear and transparent information about your personal data and your rights.

Data Controller

For the purposes of data protection law, Man With a Van Marylebone is the data controller. This means we decide how and why your personal data is used in connection with our services.

Personal Data We Collect

We collect and process personal data that is necessary to provide our services, communicate with you, and operate our business. The types of personal data we may collect include:

Identity and contact details such as your name, address, collection and delivery addresses, and any other contact details you choose to provide when you request a quote, make a booking, or communicate with us.

Service and booking information such as the date and time of your move or collection, property access details you choose to share, descriptions of items to be moved, and any special instructions.

Payment-related information such as payment confirmations or partial payment details as provided through our chosen payment processors. We do not store full card details when third-party payment processors are used.

Communication records such as emails, online enquiry forms, and notes of telephone conversations where these relate to your booking, enquiry, feedback, or complaints.

Technical information such as basic usage data about how you interact with our website, including approximate location, device type, and pages viewed, where this is collected via cookies or similar technologies. Any such use will be limited and only for essential or analytical purposes, as configured on our website.

How We Collect Your Data

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

We may also receive limited personal data indirectly, for example where a person books services on your behalf and provides your details as a contact or delivery address.

Lawful Basis for Processing

We only process personal data where we have a valid lawful basis under data protection law. Depending on the context, we may rely on:

Contractual necessity where processing your data is required to enter into, or perform, a contract with you, such as providing moving or van services, issuing quotes, confirming bookings, and handling payments.

Legitimate interests where processing is necessary for our legitimate business interests, and these interests are not overridden by your rights and freedoms. This includes managing our operations, improving our services, responding to enquiries, keeping internal records, and protecting our business from fraud or misuse.

Legal obligation where we are required to process or retain certain information to comply with laws, such as tax, accounting, or regulatory requirements.

Consent where we ask for your clear permission for specific optional uses of your data, such as certain marketing communications. When we rely on consent, you may withdraw it at any time.

How We Use Your Personal Data

We use your personal data only for the purposes for which it was collected, which include:

Providing and managing our services including responding to quote requests, arranging and carrying out moves or deliveries, planning routes, and managing bookings.

Communicating with you about your enquiries, bookings, service updates, rescheduling, and any issues or questions you may raise.

Processing payments and managing invoices, refunds, and related financial records.

Maintaining business records such as booking logs, service history, and internal reports required to operate our services and meet legal obligations.

Improving our services by reviewing feedback, analysing trends, and enhancing our operational processes.

Protecting our business including prevention and detection of fraud or misuse, and establishing, exercising, or defending legal claims.

Data Sharing and Processors

We do not sell your personal data. We may share your data with third parties only where necessary and with appropriate safeguards in place.

Service providers acting as data processors may process personal data on our behalf to support our operations, for example providers of booking or customer management systems, secure data storage, payment processors, and providers of business software. These processors are only allowed to use your data according to our instructions and must protect it in line with applicable law and contractual obligations.

Professional advisers such as accountants or legal advisers may have limited access to relevant data where this is necessary for advice, audits, or compliance.

Authorities and regulators where we are legally required to share data, for example for tax, accounting, or law enforcement purposes.

In all cases, we limit the data shared to what is strictly necessary and ensure that appropriate safeguards are in place.

International Data Transfers

If any of our service providers or systems store or access personal data from outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place. These safeguards may include adequacy regulations, standard contractual clauses, or other legally recognised measures to protect your data.

Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including to provide services, respond to enquiries, comply with legal obligations, and resolve disputes.

In general, booking and service records, including associated contact details, may be retained for a number of years after the end of the relevant tax year to comply with accounting and tax requirements and to maintain evidence of services provided.

Communication records and enquiry information may be kept for a reasonable period to manage our relationship with you, handle follow-up queries, and improve our services.

Where data is no longer required, it will be securely deleted, anonymised, or otherwise removed from our systems.

Security of Your Data

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. Measures may include access controls, secure devices and storage, staff awareness, and use of reputable service providers with suitable security practices.

While we take reasonable steps to secure your data, no method of transmission or storage can be guaranteed as completely secure. You are encouraged to take care when sharing personal information with us and to avoid sending sensitive details where not necessary.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to conditions and legal limitations but generally include:

Right of access the right to request confirmation of whether we process your personal data and to receive a copy of that data, along with certain information about how it is used.

Right to rectification the right to request correction of inaccurate or incomplete personal data we hold about you.

Right to erasure the right to request deletion of your personal data in certain circumstances, for example where it is no longer needed for the purposes for which it was collected and there is no legal requirement to retain it.

Right to restriction the right to request that we limit the processing of your data in specific situations, such as while we consider a rectification request.

Right to object the right to object to certain types of processing based on legitimate interests, including profiling, and to object to direct marketing at any time.

Right to data portability the right, in some cases, to receive your personal data in a structured, commonly used, machine-readable format and to request that it is transmitted to another controller, where technically feasible.

When we rely on your consent, you also have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of any processing carried out before you withdrew consent.

Exercising Your Rights

If you wish to exercise any of your data protection rights, or if you have questions about this Privacy Policy or how we handle your personal data, you can contact us using the usual contact methods made available by Man With a Van Marylebone.

We will respond to requests as required by law and may ask you to provide information to confirm your identity and help us locate your data.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, our practices, or legal requirements. Any updated version will apply to all Man With a Van Marylebone customers in our service area from the date it is made available. You are encouraged to review this Policy periodically to stay informed about how we handle personal data.