Privacy Policy - Man And Van Belsize Park
This Privacy Policy explains how Man And Van Belsize Park collects, uses, stores, and protects personal data when providing removal, delivery, packing, loading, unloading, and related moving services. It applies to all Man And Van Belsize Park customers in the area, including individual household customers, landlords, tenants, businesses, and anyone who uses our services or contacts us in connection with a booking.
We are committed to handling personal data in a lawful, fair, and transparent way in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who We Are
For the purposes of data protection law, Man And Van Belsize Park is the data controller for the personal data described in this policy. This means we determine why and how your data is processed when you use our services.
This policy applies to data collected from customers, prospective customers, service recipients, and individuals whose personal data is provided to us in connection with a booking or enquiry.
2. Personal Data We Collect
We only collect personal data that is necessary for providing our services, managing our business, meeting legal obligations, and improving customer experience. The information we may collect includes:
- Identity information such as your name and, where relevant, the name of a business or organisation.
- Contact details such as telephone number, email address, and moving or service address.
- Booking information including the date of service, service type, property access details, inventory notes, and special handling instructions.
- Payment and billing details such as payment status, invoice information, and transaction references.
- Communication records such as messages, emails, complaints, and notes from calls or correspondence.
- Service-related information such as property access requirements, parking arrangements, item descriptions, and safety considerations.
- Technical information where applicable, such as basic device or browser data from our digital systems, if used to manage enquiries or bookings.
We do not intentionally collect special category data unless you voluntarily provide it and it is necessary for a specific service requirement, such as accessibility or health-related access considerations. Where such information is provided, we handle it with extra care and only when there is a lawful basis to do so.
3. How We Use Your Data
Your personal data is used for the following purposes:
- to respond to enquiries and provide quotes;
- to manage bookings and deliver moving services;
- to communicate service updates, arrival information, and scheduling changes;
- to process payments, issue invoices, and maintain accounting records;
- to deal with complaints, claims, or disputes;
- to comply with legal, tax, and regulatory obligations;
- to improve our services, operations, and customer support;
- to maintain internal records and business administration.
We will only use your data for the purposes for which it was collected unless we reasonably consider that we need to use it for another compatible purpose. If we need to use your data for an unrelated purpose, we will notify you and, where required, seek a lawful basis.
4. Lawful Basis for Processing
We process personal data only where a lawful basis applies. Depending on the circumstances, our lawful bases include:
Contract
We process personal data where it is necessary to enter into or perform a contract with you. This includes managing bookings, delivering moving services, handling payments, and fulfilling service requests.
Legitimate Interests
We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include service administration, internal record keeping, fraud prevention, service improvement, and managing customer communications.
Legal Obligation
We may process data to comply with legal and regulatory duties, including tax, accounting, insurance, and record-keeping obligations.
Consent
Where required, we rely on your consent. For example, this may apply to certain optional processing activities or where you voluntarily provide sensitive information that is not otherwise necessary for the service. You may withdraw consent at any time, where consent is the lawful basis.
Vital Interests
In rare cases, we may process personal data to protect someone’s vital interests, such as in an emergency situation involving health or safety.
5. Sharing Your Data and Processors
We may share personal data with trusted third parties who help us operate our business and provide services. These third parties act as processors when they handle data on our behalf under our instructions, or as independent controllers where they determine their own purposes.
Examples of processors may include:
- payment service providers;
- bookkeeping and accounting providers;
- IT and cloud storage providers;
- customer communication and email systems;
- booking or scheduling software providers;
- professional advisers such as lawyers, auditors, or insurers, where necessary.
We require processors to protect personal data and to process it only in accordance with our instructions and data protection law. We do not sell personal data.
We may also disclose data where necessary to comply with legal obligations, respond to lawful requests from public authorities, enforce agreements, or protect our rights, customers, staff, or property.
6. International Transfers
If any processor or service provider stores or processes data outside the UK, we will ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent protective measures permitted by law.
7. Data Retention
We keep personal data only for as long as necessary to fulfil the purposes described in this policy, including to meet legal, accounting, tax, and insurance requirements.
Retention periods may vary depending on the type of data and the service provided. In general:
- booking and service records may be kept for a period needed to manage the customer relationship and resolve disputes;
- invoice and payment records are typically retained for legal and accounting purposes;
- communications may be retained for a reasonable period to respond to enquiries or complaints;
- data no longer needed is securely deleted or anonymised.
Where retention is based on legal obligation, we will keep data for the required statutory period. Where data is retained on the basis of legitimate interests, we will review it periodically to ensure continued necessity.
8. Your Rights
Under data protection law, you have several rights regarding your personal data. These rights may not always apply in every situation, but we will assess each request carefully.
Right of Access
You may request confirmation of whether we process your personal data and ask for a copy of that data.
Right to Rectification
You may ask us to correct inaccurate or incomplete personal data.
Right to Erasure
In certain circumstances, you may ask us to delete your personal data, for example where it is no longer necessary or where you withdraw consent and no other lawful basis applies.
Right to Restrict Processing
You may ask us to limit the processing of your data in certain situations, such as while we verify accuracy or consider an objection.
Right to Data Portability
Where processing is based on consent or contract and carried out by automated means, you may request a copy of your data in a structured, commonly used format.
Right to Object
You may object to processing based on legitimate interests or to direct marketing where applicable. We will stop processing unless we can demonstrate compelling legitimate grounds or another lawful basis.
Right to Withdraw Consent
Where we rely on consent, you may withdraw it at any time. This will not affect the lawfulness of processing carried out before withdrawal.
Right to Lodge a Complaint: If you are concerned about how we handle your data, you also have the right to complain to the Information Commissioner’s Office (ICO) or your local supervisory authority.
9. Data Security
We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, disclosure, or destruction. These measures may include restricted access, secure storage, staff confidentiality obligations, and regular review of data handling practices.
While no system can be guaranteed 100% secure, we take reasonable steps to safeguard the information entrusted to us.
10. Children’s Data
Our services are not directed at children, and we do not intentionally collect data from children unless it is incidentally included in a booking or service arrangement. Where children’s data is involved, we process it only when necessary and with appropriate safeguards.
11. Changes to This Policy
We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any revised version will apply from the date it is published or communicated, as appropriate. We encourage customers to review this policy periodically.
12. Summary of Our Commitment
Man And Van Belsize Park values privacy and data protection. We collect only the information we need, use it for clear and lawful purposes, retain it only as long as necessary, and share it only with trusted processors or where the law requires. We aim to ensure that every customer in the Belsize Park area can rely on a professional and responsible service with privacy at its core.