Man and a Van London Privacy Policy
This Privacy Policy explains how Man and a Van London collects, uses, stores and protects personal data relating to our removal, transport and related services. It applies to all Man and a Van London customers and prospective customers in our service area, including individuals and business contacts who interact with us offline or online.
We are committed to processing personal data lawfully, fairly and transparently in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy should be read together with any service terms that apply to your booking or enquiry.
Data Controller
Man and a Van London is the data controller for the personal data described in this Privacy Policy. This means we determine the purposes and means of processing your personal data when you use our services, contact us with an enquiry, or otherwise interact with us as a customer or potential customer in our operating area.
Personal Data We Collect
We may collect and process the following types of personal data when you use our services or communicate with us:
Identity and contact details: name, title, address, collection and delivery addresses, contact preferences.
Booking and service information: details about the services you request, dates and times of bookings, type and volume of items to be moved, access details for properties and any relevant instructions you provide.
Communication data: information you provide when you contact us by phone, through online forms, by post or in person, including enquiries, feedback and any complaints.
Payment-related information: records of payments made and amounts due. Card and bank details are processed by our chosen payment providers and are not stored by us beyond what is necessary for accounting records.
Technical and usage data: limited technical data about how you interact with our website or online booking tools, such as pages visited and basic device information, to help us improve our services and security.
Business customer data: for commercial clients, we may collect additional business contact details, job titles and information necessary to manage the business relationship.
How We Collect Personal Data
We collect personal data in several ways:
Directly from you when you request a quote, make a booking, communicate with us, or provide details at collection or delivery locations.
Automatically when you interact with our website or online tools, through basic analytics and similar technologies, subject to applicable legal requirements.
From third parties where lawful, such as business partners or platforms that you use to request removal or transport services, or where another person books a service on your behalf and provides your details.
Lawful Bases for Processing
We process your personal data using one or more of the following lawful bases:
Contract: to take steps at your request before entering into a contract and to perform our contract with you. This includes processing required to provide quotes, manage bookings, deliver services, handle payments and communicate with you about your move or transport service.
Legal obligation: to comply with legal and regulatory requirements, such as tax and accounting rules and record-keeping obligations.
Legitimate interests: to pursue our legitimate business interests, provided your interests and fundamental rights do not override those interests. This includes managing and improving our services, protecting our business and customers from fraud or abuse, maintaining security, and handling enquiries or disputes.
Consent: where required by law for specific activities, such as certain forms of marketing communications. When we rely on consent, you can withdraw it at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide quotes, confirm availability, and manage bookings and schedules.
To collect, transport and deliver your items safely and to the correct locations.
To communicate with you about your enquiries, bookings, service updates and any changes to our terms or policies.
To process payments, issue invoices and maintain accounting and financial records.
To manage customer relationships, including handling compliments, complaints, and service feedback.
To improve and develop our services, business processes and customer experience.
To maintain the security of our systems, premises, staff and customers.
To comply with legal obligations and cooperate with lawful requests from regulators and law enforcement where required.
Data Retention
We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting or reporting requirements.
In general, we retain customer and booking records for a period that allows us to respond to queries, deal with any disputes, and meet applicable legal obligations. Payment and financial records may be kept for longer in line with tax and accounting rules.
When personal data is no longer needed, we securely delete or anonymise it so that it can no longer be associated with an identifiable individual.
Data Processors and Third Parties
We may share your personal data with trusted third party service providers who act as data processors on our behalf. These may include:
IT and hosting providers who support our systems and website.
Payment service providers who process payments securely on our behalf.
Customer relationship and communication service providers that help us manage enquiries and bookings.
Professional advisers such as accountants or legal advisers where necessary for our legitimate interests or to comply with legal obligations.
We require all processors to process your personal data only in accordance with our documented instructions, to keep it secure, and to comply with data protection law. We do not sell your personal data.
We may also need to share personal data with law enforcement agencies, courts, regulators or other authorities where we are legally required or permitted to do so.
International Data Transfers
Where any of our service providers or their systems are located outside the United Kingdom or European Economic Area, we take steps to ensure that appropriate safeguards are in place to protect your personal data, in accordance with data protection law. This may include using standard contractual clauses or ensuring that the destination country has an adequate level of protection recognised by law.
Security of Your Personal Data
We take appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include limiting access to personal data to staff and processors who need it for their role, using secure systems where appropriate, and training staff on data protection responsibilities.
Your Data Protection Rights
Under data protection law, individuals have a number of rights in relation to their personal data. These rights apply to all Man and a Van London customers and prospective customers in our service area, subject to legal conditions and exceptions. Your rights include:
Right of access: to obtain confirmation of whether we process your personal data and to request a copy of that data.
Right to rectification: to request correction of inaccurate or incomplete personal data.
Right to erasure: to request deletion of your personal data in certain circumstances, for example where it is no longer necessary for the purposes for which it was collected and there is no legal requirement for us to retain it.
Right to restriction: to request that we restrict processing of your personal data in specific situations, such as while we verify its accuracy or consider an objection.
Right to data portability: to receive certain personal data you have provided to us in a structured, commonly used and machine-readable format and to request that we transmit it to another controller where technically feasible and lawful.
Right to object: to object to processing of your personal data based on our legitimate interests, including profiling, and to object to direct marketing at any time.
Right to withdraw consent: where processing is based on your consent, you may withdraw that consent at any time. This will not affect the lawfulness of processing carried out before withdrawal.
You also have the right to lodge a complaint with a supervisory authority if you believe that your data protection rights have been infringed. In the United Kingdom, this is the Information Commissioner's Office.
Children
Our services are not targeted at children and we do not knowingly collect personal data from children. If you believe that a child has provided us with personal data without appropriate consent, please contact us so that we can investigate and delete the data where appropriate.
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 guidance. When we make significant changes, we will take reasonable steps to inform you, such as highlighting the changes on our website or updating the effective date. Your continued use of our services after any update indicates that you have read and understood the revised Privacy Policy.
You should review this Privacy Policy periodically to stay informed about how we collect, use and protect your personal data.
