Privacy Policy

Man with Van Belsize Park Privacy Policy

This Privacy Policy explains how Man with Van Belsize Park collects, uses, stores, and protects personal data in connection with our man and van and related services. It applies to all Man with Van Belsize Park customers and prospective customers in the Belsize Park area, as well as anyone who contacts us to enquire about our services.

1. Who we are and scope of this policy

Man with Van Belsize Park provides transport, moving, and related services to private individuals and businesses. For the purposes of the UK General Data Protection Regulation and any applicable EU GDPR provisions, we act as the data controller for the personal data we collect and process about you in relation to our services.

This Privacy Policy covers personal data collected from customers, potential customers, website visitors, and anyone who communicates with us about our services within the Belsize Park area and surrounding locations we serve.

2. Personal data we collect

We collect and process different types of personal data, depending on how you interact with us and which services you request. This may include:

Identification and contact details such as your name, home or business address, service address, billing address, and preferred contact details such as general contact information you choose to share.

Booking and service information such as the date and time of your booking, pick-up and delivery addresses, property access details you choose to share, details of items to be moved, and any special instructions relevant to providing our services.

Communication records such as enquiries, quotes, and customer service communications, including the content of messages, notes about your requirements, and any feedback or complaints.

Payment and transaction data such as information relating to invoices, payment status, transaction history, and amounts paid. We do not seek to store full card payment details; if payment is made via a third-party payment provider, that provider processes the card details in accordance with its own privacy practices.

Technical and usage data such as limited information that may be collected when you visit our website or interact with our online content, including basic device and browser details, pages visited, and general usage patterns, where applicable.

3. How we collect your personal data

We collect personal data in the following ways:

Directly from you when you contact us by phone, through online contact or quote forms, or in person to request information, a quote, or to make a booking.

During the performance of services when you provide additional details necessary to deliver the service, such as access instructions or updated timing.

From third parties where necessary, for example when a corporate client or another person books services on your behalf and provides your contact or address details for the purpose of fulfilling that booking.

Automatically through basic website analytics tools that help us understand how visitors use our website, where this is implemented. This may involve the use of cookies or similar technologies, subject to applicable consent requirements.

4. Lawful bases for processing your data

We rely on one or more of the following lawful bases under the GDPR when processing your personal data:

Contract performance where we need to process your data to provide a quote, set up a booking, deliver our man and van services, issue invoices, or otherwise perform a contract we have with you or take steps at your request before entering into a contract.

Legitimate interests where we have a legitimate business interest in using your data in a way that is reasonable, balanced, and does not override your rights and freedoms. Examples include managing and improving our services, responding to enquiries, maintaining records, preventing non-payment or misuse, and defending legal claims.

Legal obligations where processing is necessary to comply with laws and regulations, for example in relation to tax, accounting, or responding to lawful requests from public authorities.

Consent where you have given clear consent for a specific purpose, such as receiving certain types of optional marketing communications or allowing non-essential cookies on our website. You can withdraw your consent at any time, without affecting the lawfulness of processing before withdrawal.

5. How we use your personal data

We use your personal data for the following purposes:

To provide quotes, confirm bookings, plan routes, and deliver our man and van services in the Belsize Park area and any other locations included in your booking.

To communicate with you about your enquiry or booking, including confirmations, updates, rescheduling, and follow-up communication relating to the service provided.

To issue invoices, process and reconcile payments, and maintain accurate accounting and financial records.

To respond to questions, feedback, and complaints and to provide general customer support.

To manage our business operations, including service quality, staff training, logistics planning, and the safety and security of our services.

To comply with legal and regulatory requirements and to establish, exercise, or defend legal claims where necessary.

To send you occasional service-related updates or marketing information where permitted by law and, where required, only with your consent. You can opt out of marketing at any time.

6. Data processors and sharing your information

We do not sell your personal data. We may share your data with trusted third parties who act as data processors or independent controllers in connection with our services, including:

Service providers who support our operations, such as IT and website hosting providers, payment processing services, and providers of business administration or communication tools.

Professional advisers such as accountants, auditors, or legal advisers where necessary for legitimate business purposes or to comply with legal obligations.

Public authorities and law enforcement where we are legally required to do so, or where disclosure is necessary to protect our rights or the rights of others.

Where third parties act as processors, they are required to process your personal data only on our documented instructions, to keep it secure, and to comply with GDPR requirements.

7. International transfers

Where any of our service providers or systems are located outside the United Kingdom or the European Economic Area, or store data in such locations, we take steps to ensure that appropriate safeguards are in place. These may include the use of standard contractual clauses or other mechanisms approved under applicable data protection law to ensure that your personal data is protected to a standard essentially equivalent to that in the UK and EU.

8. Data retention

We retain your personal data only for as long as necessary for the purposes for which it was collected, including for the purposes of satisfying legal, accounting, or reporting requirements.

In general:

Basic customer and booking records are kept for a period necessary to manage any queries or claims arising from the service, taking into account applicable limitation periods under law.

Financial and invoicing information is typically retained for a period required by tax and accounting regulations.

Marketing-related data is kept until you opt out or withdraw your consent, or until we no longer need the information for the purpose for which it was collected.

When personal data is no longer required, we will delete it or anonymise it so that it can no longer be linked to you.

9. How we protect your personal data

We implement appropriate technical and organisational measures designed to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures may include access controls, secure storage, and procedures to ensure that personal data is handled only by personnel and service providers who need it for legitimate business purposes and who are subject to confidentiality obligations.

10. Your data protection rights

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

The right of access to obtain confirmation of whether we process your personal data and to receive a copy of that data, along with related information.

The right to rectification to have inaccurate or incomplete personal data corrected or updated.

The right to erasure to request that we delete your personal data where there is no longer a valid reason for us to keep it, or where you have withdrawn consent and there is no other lawful basis for processing.

The right to restriction of processing to request that we limit how we use your data in certain circumstances, for example while we are considering a correction request.

The right to data portability to receive certain personal data in a structured, commonly used, machine-readable format and to have it transmitted to another controller where technically feasible and where the processing is based on consent or contract.

The right to object to certain types of processing, including direct marketing and processing based on our legitimate interests, in which case we will stop processing unless we can demonstrate compelling legitimate grounds.

The right to withdraw consent where processing is based on your consent. Withdrawal will not affect the lawfulness of processing carried out before you withdraw.

You also have the right to lodge a complaint with a data protection supervisory authority if you believe that your personal data has been processed in a way that breaches data protection laws.

11. 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 practices. Any updates will be effective from the date of publication. We encourage you to review this policy periodically to stay informed about how we protect your personal data.