Man and Van Belsize Park Privacy Policy

This Privacy Policy explains how Man and Van Belsize Park collects, uses, stores and protects personal data in connection with the provision of man and van, removals and related services. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Man and Van Belsize Park customers in our service area, including individuals and business clients who contact us, request a quotation or use our services.

Who we are and scope of this policy

Man and Van Belsize Park is a local removals and transport service provider operating in and around the Belsize Park area. For the purposes of data protection laws, we act as the data controller in respect of the personal data that we collect and use about our customers and prospective customers. This Privacy Policy covers personal data we process when you make an enquiry, request a quote, arrange a booking, use our services on the day of a move, or communicate with us in any other way.

Personal data we collect

We may collect and process the following categories of personal data when you interact with us or use our services:

Identification and contact details such as your name, title, home or business address, collection and delivery addresses, and any other relevant addresses you provide to us. We also collect general contact details that you choose to share with us so that we can respond to your enquiry and manage your booking.

Booking and service information such as your preferred moving dates and times, details about the property or premises, details of items to be moved, access instructions, parking information, and any other relevant information you provide about the move or transport service.

Communication records including information you provide when you contact us by phone, in writing, or through any contact form, as well as notes we make to manage your enquiry or booking.

Payment and transaction details such as records of payments made, amounts, dates and methods of payment. We do not store full payment card details; where card payments are used, these are handled by our chosen payment processor in accordance with their own security procedures.

Technical and usage data where relevant, such as basic information about how you found our service or interacted with any online content relating to us, where this is available and applicable.

How we collect your data

We collect personal data directly from you when you contact us for a quote, confirm a booking, provide instructions before a move, interact with our team on the day of service, or communicate with us for any follow up queries or feedback. We may also receive limited information from third parties where this is necessary to provide our services, for example where a landlord, letting agent, or business contact provides details to arrange a move on your behalf. In such cases, we take steps to ensure that the sharing of your details is lawful and appropriate.

Lawful basis for processing

We rely on several lawful bases under the UK GDPR for processing your personal data, depending on the context:

Contractual necessity. We process your personal data where it is necessary to enter into or perform a contract with you. This includes handling enquiries, providing quotations, confirming and managing bookings, delivering man and van and removals services, processing payments and communicating with you about your booking.

Legitimate interests. In some cases, we process your data on the basis of our legitimate interests, provided that these are not overridden by your rights and interests. These legitimate interests include managing and improving our business, maintaining accurate records, managing customer relationships, responding to queries or complaints, and protecting our rights and property.

Legal obligations. We may process and retain certain information to comply with legal and regulatory obligations, such as tax and accounting requirements or responding to lawful requests from public authorities.

Consent. Where required by law, and for specific optional uses, we may rely on your consent. If we rely on consent, you are free to withdraw it at any time, and we will explain how you can do so at the point where consent is requested.

How we use your personal data

We use the personal data we collect for the following purposes:

To respond to your enquiries and provide quotations tailored to your needs.

To set up, manage and carry out your booking, including planning the move, arranging appropriate vehicles and staff, and ensuring safe and efficient delivery of services.

To process payments, issue invoices and maintain financial and administrative records.

To communicate with you before, during and after the service, including sending confirmations, updates or relevant service information.

To manage our relationship with you, including handling feedback, complaints or claims.

To improve our services, business processes and customer experience, using aggregated information where possible.

To comply with legal, regulatory or insurance requirements, and to help detect and prevent fraud or misuse of our services.

Data sharing and processors

We do not sell your personal data to third parties. However, we may share your personal data with carefully selected third parties where necessary for the purposes described in this Privacy Policy or where we are legally required to do so. The categories of recipients may include:

Service providers and data processors who act on our behalf to support the delivery of our services. This may include payment processing providers, administrative support, secure data storage providers, or IT and communications services. These third parties are only permitted to process your data according to our instructions and are required to keep it secure.

Professional advisers such as accountants, legal advisers or insurers, where this is necessary to manage our business, comply with legal obligations or handle disputes.

Public authorities, regulators or law enforcement agencies where we are required by law or where necessary to protect our rights, property or safety or the rights, property or safety of others.

International transfers

We aim to store and process personal data within the United Kingdom or the European Economic Area whenever possible. If we need to transfer your personal data to a country outside of these areas, we will ensure that appropriate safeguards are in place, such as using standard contractual clauses or other mechanisms approved by data protection laws, and we will take steps to protect your privacy and rights.

Data retention

We retain personal data only for as long as reasonably necessary to fulfil the purposes for which it was collected, including to provide our services, manage our relationship with you and meet any legal, accounting or reporting requirements. In general, we will keep records related to bookings and services for a period that allows us to handle any queries, complaints or legal claims that may arise. Certain information may be kept for longer where required by law, such as financial records for tax and accounting purposes. When personal data is no longer needed, we will securely delete or anonymise it.

Data security

We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures may include access controls, secure storage methods, staff training on data protection responsibilities and procedures for handling potential data incidents. While we take reasonable steps to safeguard your personal data, no communication method or storage system can be guaranteed as completely secure.

Your data protection rights

Under data protection laws, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions. These rights include:

The right of access. You can request confirmation of whether we process your personal data and obtain a copy of that data, along with information about how we use it.

The right to rectification. You can ask us to correct or complete any personal data that is inaccurate or incomplete.

The right to erasure. In some circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purpose it was collected or where you withdraw consent and there is no other legal basis for processing.

The right to restriction. You may ask us to restrict the processing of your personal data in certain situations, such as while we verify its accuracy or assess an objection.

The right to object. You may object to processing that is based on our legitimate interests where you believe your rights and interests outweigh our reasons for processing. We will consider your objection and stop processing unless we have compelling legitimate grounds or need to retain the data for legal reasons.

The right to data portability. In some cases, you can request that we provide your personal data in a structured, commonly used and machine readable format or transfer it to another organisation, where this is technically feasible and the processing is based on consent or contract and carried out by automated means.

The right to withdraw consent. Where we rely on your consent to process personal data, you can withdraw that consent at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.

Exercising your rights and complaints

If you wish to exercise any of your data protection rights or have questions about how we handle your personal data, you can contact us using the contact details provided on our website or through the usual communication channels you use to reach us. We will respond to your request in accordance with applicable data protection laws and may request additional information to verify your identity before acting on your request. You also have the right to lodge a complaint with the UK Information Commissioner's Office if you are unhappy with how we handle your personal data. We would, however, appreciate the opportunity to address your concerns first, so we encourage you to contact us in the first instance.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations or the way we handle personal data. Any updated version will be made available through our usual communication channels. We encourage you to review this Privacy Policy periodically so that you remain informed about how we protect your personal data.