Privacy Policy - Man With Van Belsize Park

This Privacy Policy explains how Man With Van Belsize Park collects, uses, stores, shares, and protects personal data when providing removal, transport, loading, unloading, packing, and related services. It applies to all Man With Van Belsize Park customers in the area, including residential and business customers, enquiries, bookings, and anyone who interacts with our services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Important: This policy is intended to describe our data practices in clear terms. By engaging our services or communicating with us in connection with those services, you acknowledge the practices set out below.

1. Data We Collect

We collect only the personal data necessary to provide and manage our services effectively. The categories of information we may collect include:

Identity data such as your name and, where relevant, the name of your business or organisation.
Contact data such as telephone number, email address, and service address details.
Booking and service data including move dates, locations, property access details, inventory information, preferred service times, and service instructions.
Payment and transaction data such as payment status, invoices, and records necessary for accounting and tax purposes. We do not store card security details unless required by a secure payment provider.
Communication data including messages, call notes, complaint records, and correspondence relating to quotes, bookings, or service delivery.
Technical data where applicable, such as limited information generated when you interact with digital systems we use for enquiries or admin processes.
Special instructions and access notes that may be needed to safely and efficiently complete a move, including lift access, parking arrangements, or handling requirements.

We generally do not seek to collect special category data unless it is necessary and you voluntarily provide it, for example if it is relevant to access, safety, or a service accommodation request. Where such data is provided, we handle it with extra care and only when there is a lawful reason to do so.

2. How We Use Personal Data

We use personal data to deliver our services, manage our business, and comply with legal obligations. Typical uses include:

providing quotes and responding to enquiries;
confirming and managing bookings;
planning routes, staffing, equipment, and vehicle use;
carrying out removals, deliveries, collections, and related tasks;
communicating about service changes, delays, or access requirements;
issuing invoices and recording payments;
handling complaints, claims, and service disputes;
maintaining business records and meeting legal, tax, insurance, and regulatory requirements;
protecting our services from fraud, misuse, or security incidents.

We only use personal data for the purposes for which it was collected, unless we reasonably determine that we need to use it for another compatible purpose and that such use is lawful.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each processing activity. Depending on the context, Man With Van Belsize Park may rely on one or more of the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes at your request, managing your booking, carrying out the move, and handling payment or service administration.

Legal Obligation

We process certain information where required to comply with legal obligations, such as maintaining financial records, responding to lawful requests, or meeting tax and accounting requirements.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include service improvement, fraud prevention, internal record-keeping, operational planning, and defending legal claims. We always consider the impact on your privacy before relying on this basis.

Consent

In some cases, we may rely on your consent, particularly where it is required by law or where you voluntarily provide optional information. Where we rely on consent, you may withdraw it at any time, subject to legal or operational limitations.

Vital Interests

In rare circumstances, we may process personal data to protect someone’s vital interests, for example in an emergency or serious safety situation.

4. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, and no longer than is reasonably required. Retention periods depend on the type of data and the reason for processing.

Booking and service records: retained for a period that allows us to manage follow-up queries, disputes, or claims.
Financial and tax records: retained for the period required by applicable law.
Communication records: retained as needed for customer service, quality assurance, and evidence of instructions or agreements.
Complaint and claims records: retained for the duration necessary to resolve the matter and defend our legal position.

When personal data is no longer needed, we securely delete, anonymise, or archive it in a way that prevents unnecessary access. Where data is retained in archived form, access is restricted and used only where necessary.

5. Processors and Third Parties

We may use trusted third-party service providers, also known as processors, to help operate our business. These processors only act on our instructions and must protect personal data appropriately. Depending on the service arrangement, processors may include:

payment processing providers;
accounting and bookkeeping providers;
IT, cloud storage, and software service providers;
communication and email service providers;
booking, scheduling, or administrative support services;
professional advisers such as insurers, legal advisers, or auditors where necessary.

We may also share personal data with third parties where necessary to provide the service, such as subcontracted crews, vehicle operators, or suppliers involved in the move. In such cases, we take appropriate steps to ensure confidentiality and data protection obligations are in place.

We may disclose information if required by law, court order, regulatory authority, or where necessary to establish, exercise, or defend legal claims. We do not sell your personal data.

6. Data Security

We use reasonable technical and organisational measures to protect personal data against unauthorised access, loss, alteration, or disclosure. These measures may include access controls, secure storage, staff awareness, and limited data access on a need-to-know basis. While no system is completely secure, we take data protection seriously and review our practices regularly.

Everyone involved in handling customer information is expected to respect confidentiality and maintain appropriate safeguards.

7. Your Rights Under GDPR

You have a number of rights in relation to your personal data. These rights may apply depending on the lawful basis and the circumstances of processing:

Right of access: you can request a copy of the personal data we hold about you.
Right to rectification: you can ask us to correct inaccurate or incomplete information.
Right to erasure: in certain situations, you can ask us to delete your personal data.
Right to restriction: you can request that we limit how we use your data in some circumstances.
Right to object: you can object to processing based on legitimate interests, and in some cases direct marketing.
Right to data portability: you can request certain information in a structured, commonly used format where applicable.
Right to withdraw consent: where we rely on consent, you may withdraw it at any time.

We will respond to valid rights requests within the time limits required by law. In some cases, we may need to verify your identity before actioning a request. Certain rights may be limited where keeping or using the data is necessary for legal reasons, contractual obligations, or legitimate business purposes.

8. International Transfers

Where personal data is transferred outside the UK, we ensure appropriate safeguards are in place where required by law. These safeguards may include adequacy regulations or approved contractual protections designed to keep personal data protected to a standard consistent with UK requirements.

9. Children’s Data

Our services are not directed at children, and we do not intentionally collect personal data from children except where it is incidental to providing a service requested by an adult customer and where appropriate lawful grounds exist. If we become aware that child-related data has been collected in error, we will take appropriate steps to address it.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any revised version will apply from the time it is made available. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

11. Fair Processing Statement

We aim to process personal data in a way that is lawful, transparent, and limited to what is necessary. We do not keep data longer than needed, we do not use it for unrelated purposes without a proper legal basis, and we only share it where there is a valid reason to do so. Our approach is designed to respect privacy while allowing us to provide reliable and efficient van and removal services throughout the Belsize Park area.

This Privacy Policy applies to all customers of Man With Van Belsize Park in the area.