Man and a Van Marylebone Privacy Policy
This Privacy Policy explains how Man and a Van Marylebone collects, uses, stores and shares personal data about its customers and prospective customers. It applies to all Man and a Van Marylebone customers within our service area, including individuals, households and business clients who use or consider using our moving, transportation or related services.
Man and a Van Marylebone is committed to protecting your privacy and handling your personal data in accordance with the UK General Data Protection Regulation, the EU General Data Protection Regulation where applicable, and all relevant data protection laws. This Privacy Policy is intended to give you clear, transparent information about our data practices and your rights.
Personal Data We Collect
We collect and process different categories of personal data depending on how you interact with us and the services you use. This may include the following types of information.
Identification and contact details such as your name, postal address, collection and delivery addresses, contact address, and any other address details you provide in relation to a booking or enquiry.
Communication details such as information you provide when you contact us by phone, messages, or other communication channels, including the content of enquiries, feedback or complaints.
Booking and service information such as dates and times of your bookings, type of service requested, inventory or description of items to be moved where provided, access details for properties, and any special instructions you give us.
Payment-related information such as payment method, amounts and dates of payments, and records of invoices and receipts. We do not store full card details where payment is processed through a third-party payment processor.
Website and usage data where applicable such as basic technical information your browser sends when you visit our website, and limited analytics information to help us understand how our services are used. Where cookies or similar technologies are used, we do so in line with applicable law and with appropriate notices.
We only collect personal data that is relevant, adequate and limited to what is necessary in relation to the purposes described in this Privacy Policy.
How We Collect Your Data
We may collect personal data directly from you when you make an enquiry or request a quotation, book a service with us, communicate with us before or after a job, provide feedback or raise a complaint, or interact with us in person or via our website or other channels.
We may also receive personal data indirectly, for example where another person books a service on your behalf, provides your address as the delivery or collection location, or shares your contact details as an alternative contact for a job. In such cases we rely on that person to ensure they are permitted to share your information with us.
Purposes and Lawful Bases for Processing
We process your personal data only when we have a lawful basis under data protection law. The main purposes and lawful bases are as follows.
To provide our services. We use your data to provide quotations, manage bookings, carry out collections and deliveries, handle payments, and communicate with you about your move or service. The lawful basis is usually performance of a contract or taking steps at your request before entering into a contract.
To respond to enquiries and customer support requests. We process your contact and communication details to answer questions, address issues and provide support. The lawful basis is performance of a contract, taking steps before entering into a contract, or our legitimate interests in running our business and ensuring good customer service.
To manage our business operations. This includes planning our routes and schedules, managing staff and vehicles, and keeping accurate records of work undertaken. The lawful basis is our legitimate interests in operating and improving our services in an efficient and safe manner.
To comply with legal and regulatory obligations. We may need to process and retain certain information for tax, accounting, insurance, health and safety, or other legal compliance purposes. The lawful basis is compliance with legal obligations.
To handle disputes and enforce our rights. We may use personal data to prevent fraud or misuse of our services, to manage and resolve complaints, or to establish, exercise or defend legal claims. The lawful basis is our legitimate interests and, where relevant, compliance with legal obligations.
Where we rely on legitimate interests, we do so only after considering your interests, rights and freedoms, and ensuring that our interests do not override them.
Data Retention
We retain personal data only for as long as necessary for the purposes described in this Privacy Policy, or as required by law.
Service and booking records including invoices and basic booking details are generally kept for up to seven years from the end of the tax year in which the transaction took place, to meet legal and accounting requirements.
General enquiries that do not lead to a booking are retained for a shorter period, typically up to two years, to allow us to refer back to your query, manage repeat enquiries and improve our services.
Complaint and dispute records may be kept for as long as they are relevant to an ongoing issue or possible legal claim, and for a suitable period afterwards so that we have an accurate record of what happened.
Website and analytics data, where used, is kept in accordance with our internal policies and any applicable legal or regulatory guidance, and generally for shorter periods than contractual and financial records.
When personal data is no longer needed, we securely delete, anonymise or otherwise dispose of it in a safe manner.
Data Sharing and Processors
We do not sell your personal data. We may share your information with carefully selected third parties where necessary for the purposes described in this Privacy Policy.
Service providers acting as data processors may process personal data on our behalf and under our instructions. These can include payment processing providers, accounting or bookkeeping service providers, information technology and hosting providers, and communication service providers that enable us to manage emails or other messages.
Professional advisers such as accountants, legal advisers or insurance providers may have access to certain personal data where needed for advice, claims handling, or compliance with accounting, tax or legal obligations.
Public authorities or law enforcement agencies may receive personal data where we are required by law to disclose it, or where disclosure is necessary to protect our rights, property, safety or that of others.
Where we use data processors, we ensure that appropriate data processing agreements are in place and that they are required to keep your data secure, use it only for the agreed purposes and handle it in accordance with applicable data protection laws.
International Transfers
Our core services are provided within the United Kingdom, and we aim to store and process personal data within the UK or the European Economic Area where possible. If we use service providers based outside these areas, we will take appropriate steps to ensure that suitable safeguards are in place, such as relying on adequacy regulations, standard contractual clauses or other lawful transfer mechanisms, in line with data protection law.
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 exceptions.
Right of access. You can request confirmation of whether we process your personal data and obtain a copy of that data, together with information about how and why we use it.
Right to rectification. You can ask us to correct or update any personal data that is inaccurate or incomplete.
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 original purpose or you withdraw consent where consent was the lawful basis.
Right to restriction. You can ask us to restrict the processing of your data in certain situations, such as while we are checking its accuracy or considering an objection you have raised.
Right to object. You can object to processing based on our legitimate interests where you believe your rights and interests outweigh our reasons for processing. We will stop the processing unless we have compelling legitimate grounds or need to continue for legal reasons.
Right to data portability. Where processing is based on consent or contract and carried out by automated means, you may request to receive your personal data in a structured, commonly used and machine-readable format, or for it to be transmitted directly to another controller where technically feasible.
Right to withdraw consent. If we rely on your consent to process certain personal data, you can withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing before consent was withdrawn.
You also have the right to lodge a complaint with a data protection supervisory authority if you are unhappy with how we handle your personal data. We encourage you to contact us first so we can try to resolve your concerns.
Security of Your Data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures include restricting access to personal data to staff and service providers who need to know it for the purposes described in this Privacy Policy, using secure methods to store and transmit data where appropriate, and regularly reviewing our procedures and safeguards.
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 best practice. Any significant changes will be clearly indicated, and the updated policy will apply from the date it is published. We recommend that you review this Privacy Policy periodically to stay informed about how we process your personal data.
