Privacy Policy
Man with Van Marylebone Privacy Policy
This Privacy Policy explains how Man with Van Marylebone collects, uses, stores and protects personal data about its customers and prospective customers in the Marylebone area. It is intended to ensure compliance with applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018.
This Privacy Policy applies to all customers and potential customers of Man with Van Marylebone in the Marylebone area who contact us, request a quote, make a booking, or otherwise use our services.
Who We Are
Man with Van Marylebone provides transport, moving and related services to customers in and around the Marylebone area. For the purposes of data protection law, Man with Van Marylebone is the data controller in respect of the personal data described in this Privacy Policy. This means we decide how and why your personal data is processed.
Personal Data We Collect
We only collect personal data that is relevant and necessary for the provision and administration of our services. The types of personal data we may collect include:
Contact and identification details such as your name, address, property access details, and any additional delivery or collection addresses you provide. Communication details such as the content of enquiries, information supplied during quote requests, booking confirmations, and any feedback you provide. Service and transaction details such as the date and time of your booking, pick-up and drop-off locations, description of items to be moved, and details of payments and invoices. Technical and usage information where you interact with our online content, which may include your IP address, device details, and basic analytical information about how you reached and used our site, where applicable.
We do not intentionally collect special category data such as health information, racial or ethnic origin, or other sensitive data. If you choose to provide such information, for example to explain access requirements or vulnerabilities, we will treat it with additional care and only use it as necessary to provide the service you request.
How We Collect Your Data
We collect personal data directly from you when you contact us to request information, obtain a quote or make a booking. This may be done through telephone calls, online enquiry forms, or other direct communications. We may also collect data when you provide feedback, make a complaint, or communicate with us about an existing or past booking.
In some cases, personal data may be provided to us by another individual acting on your behalf, such as a family member, employer, or landlord arranging a move for you. Where appropriate, we will inform you that we hold your data and refer you to this Privacy Policy.
Lawful Basis for Processing
We process personal data only when we have a lawful basis to do so. Depending on the circumstances, the lawful bases we rely on include:
Contractual necessity: We process your data to provide you with quotes, confirm your booking, deliver our moving and transport services, and manage your account and payments. Without this information, we would not be able to enter into or fulfil our contract with you. Legal obligations: We may process your data to comply with our legal responsibilities, such as accounting and tax record-keeping, responding to lawful requests from authorities, or complying with court orders. Legitimate interests: We may process your data to improve our services, manage our business operations, prevent fraud, and handle complaints and disputes, where these interests are not overridden by your rights and interests. Consent: In certain limited situations, such as where required by law for specific types of marketing, we may rely on your consent. Where consent is the basis, you can withdraw it at any time, although this will not affect the lawfulness of processing before consent was withdrawn.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To provide quotes, confirm availability, and manage bookings for our services. To plan and deliver moving and transport services, including scheduling, routing and ensuring access to the premises. To communicate with you about your enquiry or booking, including providing updates, confirmations, and responding to any questions or concerns. To issue invoices, process payments, and maintain accurate financial and administrative records. To handle complaints, resolve disputes and manage any claims relating to our services. To improve our services, monitor performance and, where appropriate, carry out internal training and quality assurance. To comply with legal, regulatory, and tax obligations.
Data Retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected and to comply with legal, accounting, or reporting obligations. The exact retention period will vary depending on the type of data and the reasons for holding it.
As a general guide, basic booking and invoice records are typically retained for a minimum period required by tax and accounting laws. Communications related to enquiries, quotes and routine correspondence may be retained for a shorter period to enable us to manage repeat bookings, respond to follow-up queries, or resolve any issues that arise after a move. When personal data is no longer required, we will securely delete or anonymise it so that it can no longer be associated with an identifiable individual.
Data Processors and Third Parties
We may engage carefully selected third parties to help us deliver our services and manage our business. Where these third parties process personal data on our behalf, they act as data processors and are required to handle your data securely, only in accordance with our instructions, and in compliance with applicable data protection laws.
Examples of third parties that may act as data processors include providers of payment processing services, accounting and bookkeeping service providers, cloud storage and secure data hosting services, and providers of business management or booking software. In each case, we only share the minimum necessary personal data required for the performance of their specific function.
We do not sell your personal data and we do not share your data with third parties for their own independent marketing purposes.
International Data Transfers
Where any of our service providers are located outside the United Kingdom, or store data on servers located outside the United Kingdom, we will take appropriate steps to ensure that your personal data is adequately protected. This may include relying on adequacy regulations or using contracts that contain standard data protection clauses approved by relevant authorities.
How We Protect Your Data
We implement appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures may include controlled access to systems, secure storage methods, restrictions on who can access particular types of data, and staff awareness of data protection responsibilities.
While we take reasonable steps to safeguard your information, no method of transmission or storage is completely secure. However, we continually review and update our security practices to help protect your data.
Your Data Protection Rights
As a customer or prospective customer of Man with Van Marylebone, you have a number of rights under data protection law. These include:
Right of access: You have the right to request confirmation that we hold personal data about you and to receive a copy of that data, along with information about how we use it. Right to rectification: You have the right to ask us to correct inaccurate or incomplete personal data we hold about you. Right to erasure: In certain circumstances, you may request that we delete your personal data, for example where it is no longer needed for the purpose for which it was collected and we have no other legal basis to retain it. Right to restriction: You have the right to request that we restrict the processing of your personal data in specific situations, such as while we consider a challenge to its accuracy. Right to data portability: Where processing is based on consent or contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used and machine-readable format and to transmit it to another controller. Right to object: You may object to processing based on our legitimate interests, including any direct marketing, on grounds relating to your particular situation. We will stop processing unless we can demonstrate compelling legitimate grounds which override your interests, rights and freedoms or unless processing is required for legal claims.
To exercise any of these rights, please contact us using the contact methods you normally use for our services and clearly state that your request relates to data protection rights. We may need to verify your identity before responding to your request.
Complaints
If you have concerns about how we handle your personal data, we encourage you to contact us first so we can try to resolve the issue. You also have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom if you believe your data protection rights have been infringed.
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 protection practices. Any changes will take effect when the revised Privacy Policy is made available. We recommend that you review this Privacy Policy periodically to stay informed about how we protect your personal data.
