Privacy Policy - Man With Van Marylebone

This Privacy Policy explains how Man With Van Marylebone collects, uses, stores, shares, and protects personal data when providing moving, transport, delivery, loading, unloading, packing, and related services. This policy applies to all Man With Van Marylebone customers in the area, including anyone who requests a quote, books a service, communicates with us, or otherwise engages with our business. We are committed to handling personal data in a way that is lawful, fair, transparent, and secure, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Data We Collect

We only collect personal data that is necessary for delivering our services, managing our business, and meeting our legal obligations. The type of data we may collect includes:

Identity details: name, title, and any account or booking reference.
Contact details: email address, telephone number, and correspondence information.
Service details: moving date, pickup and delivery locations, property access information, inventory details, parking or access requirements, and service preferences.
Payment information: payment status, billing records, and limited transaction details required to process and confirm payments.
Communication records: messages, notes, feedback, complaints, and records of calls or emails where appropriate.
Technical data: basic website or device information, such as IP address, browser type, and usage patterns, if collected through digital systems used to manage requests.
Special category data: we do not intentionally collect sensitive personal data unless you choose to provide it and it is necessary for a specific service or legal requirement.

We normally collect data directly from you when you complete an enquiry, request a quote, book a service, or contact us. In some cases, data may also be provided by a third party acting on your behalf, such as a family member, employer, landlord, estate agent, or business client.

2. How We Use Your Data

We use personal data only for clear and legitimate purposes. These may include:

providing quotations and confirming bookings;
planning and carrying out moving or van services;
communicating with you about scheduling, access, and service requirements;
processing payments, invoices, refunds, and account administration;
handling complaints, claims, or service issues;
meeting legal, regulatory, accounting, and tax obligations;
protecting against fraud, misuse, or unlawful activity;
improving our operations, services, and customer experience;
keeping internal records and maintaining business documentation.

We do not use your personal data for purposes that are incompatible with the reason it was collected unless we have a valid lawful basis to do so.

3. Lawful Basis for Processing

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

Contract

We process personal data where it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes preparing quotes, making bookings, and delivering the requested moving service.

Legal obligation

We may process data to comply with legal duties, such as maintaining financial records, meeting tax requirements, or responding to lawful requests from authorities.

Legitimate interests

We may process certain data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include managing customer communications, improving service quality, preventing fraud, and keeping accurate business records. We carefully assess these interests to ensure they are appropriate and proportionate.

Consent

In limited circumstances, we may rely on your consent, for example where you voluntarily agree to receive certain communications or where optional information is collected. Where consent is used, you have the right to withdraw it at any time.

4. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, or as required by law. Retention periods may vary depending on the type of information and the reason it is held.

Booking and service records: retained for a period needed to manage the service, resolve disputes, and maintain business records.
Financial and tax records: retained for the period required by applicable accounting and tax laws.
Communication and complaint records: retained for as long as needed to address the matter and protect our legal interests.
Website or technical logs: retained for a limited time for security, troubleshooting, and performance purposes.

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you. We aim to avoid keeping personal data longer than necessary.

5. Processors and Third Parties

We may share personal data with trusted processors and service providers who help us operate our business. These parties only process data on our instructions and must protect it appropriately. Examples may include:

payment service providers;
accounting and bookkeeping services;
IT, cloud storage, and system maintenance providers;
communication tools or customer management platforms;
professional advisers such as accountants or legal advisers;
subcontractors or operational partners involved in delivering a booked service.

We may also disclose personal data where required by law, where necessary to protect our rights or property, or where needed to prevent fraud or unlawful activity. We do not sell personal data.

6. International Transfers

If any processor or service provider stores or accesses data outside the UK, we ensure appropriate safeguards are in place. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent legal protections, depending on the destination and the nature of the transfer.

7. Data Security

We use reasonable technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure systems, staff awareness, and restricted sharing of data on a need-to-know basis. While no system can be guaranteed completely secure, we take the protection of personal data seriously and review our safeguards regularly.

8. Your Rights

As a data subject under the UK GDPR, you have several rights in relation to your personal data. These rights may be subject to legal limitations or exemptions, but we will always respond appropriately. Your rights include:

Right of access: you can ask for a copy of the personal data we hold about you.
Right to rectification: you can ask us to correct inaccurate or incomplete data.
Right to erasure: you can ask us to delete your data in certain circumstances.
Right to restrict processing: you can ask us to limit how we use your data in specific situations.
Right to object: you can object to processing based on legitimate interests or direct marketing.
Right to data portability: you can ask for certain data in a structured, commonly used format where technically feasible.
Right to withdraw consent: if we rely on consent, you may withdraw it at any time.

You also have the right to raise concerns with the UK Information Commissioner???s Office if you believe your data has been handled unlawfully. We encourage you to contact us first so we can try to resolve any issue promptly and fairly.

9. Children???s Data

Our services are generally intended for adults. We do not knowingly collect personal data from children unless it is necessary in connection with a booking or service arranged by an adult customer and only to the extent required to provide that service safely and appropriately.

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 protection practices. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their information is handled.

11. Summary of Our Commitment

At Man With Van Marylebone, we respect your privacy and aim to process personal data only when necessary and justified. We collect the minimum information needed to provide our services, use it for clear business purposes, retain it only as long as required, and share it only with trusted processors or where the law permits. This Privacy Policy applies to all Man With Van Marylebone customers in the area, and we remain committed to protecting personal data in a transparent, secure, and responsible manner.