Privacy Policy - Man With A Van Mayfair

This Privacy Policy explains how Man With A Van Mayfair collects, uses, stores, shares, and protects personal data in connection with its moving, transport, delivery, and related services. It applies to all Man With A Van Mayfair customers in the area, including individuals and businesses who request a quotation, book a service, communicate with us, or otherwise interact with us in relation to our services.

We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018. We aim to collect only the information that is necessary for the provision, administration, and improvement of our services.

1. Data We Collect

We may collect and process personal data directly from you, from your representatives, or from third parties where necessary to provide our services. The categories of data we may collect include:

Identity data: your name, title, and, where relevant, business name.
Contact data: address, telephone number, and email address.
Service information: details of the moving, collection, delivery, or transport service requested, including dates, times, item descriptions, and access instructions.
Payment data: payment status, billing records, and partial financial information needed to process transactions and maintain accounts. We do not intentionally store unnecessary payment card details where such details are handled by third-party payment providers.
Communication data: correspondence, enquiries, complaints, feedback, and any notes relating to customer support.
Technical data: limited information such as IP address, device type, browser type, and website usage data if you visit a digital platform associated with our services.
Operational data: information required to safely complete a move, including property access details, inventory notes, parking restrictions, and special handling instructions.

We do not seek to collect special category data unless it is strictly necessary and you choose to provide it, or unless we are required to do so by law. Special category data may include information about health, religion, or other sensitive details. If such data is provided incidentally, we will handle it with enhanced care and only for a specific lawful purpose.

2. How We Use Personal Data

We use personal data for the following purposes:

to provide quotations and manage bookings;
to plan and carry out removals, deliveries, and related services;
to communicate with you before, during, and after a service;
to process payments, invoices, and refunds where applicable;
to maintain accurate business records;
to deal with queries, complaints, and customer support requests;
to improve our services, procedures, and customer experience;
to meet legal, regulatory, tax, and insurance obligations;
to protect our business, staff, customers, and property from fraud, misuse, or unlawful activity.

We only use personal data where we have a valid legal reason to do so, and we limit processing to what is relevant and necessary for the purpose concerned.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each processing activity. Depending on the circumstances, we may rely on one or more of the following:

Contract: processing is necessary to enter into or perform a contract with you, such as providing a quote or completing a removal service.
Legal obligation: processing is necessary to comply with legal or regulatory requirements, such as tax, accounting, or record-keeping duties.
Legitimate interests: processing is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include improving services, managing operations, preventing fraud, and protecting our business.
Consent: where required, we will ask for your consent before processing certain data, and you may withdraw consent at any time.

Where we rely on legitimate interests, we consider the balance between our needs and your privacy rights. We do not use personal data in ways that are unfair or unexpected.

4. How We Share Data and Processors

We may share personal data with trusted third parties who act as processors or, in some cases, independent controllers. These parties only receive the information necessary for the relevant task and are required to handle it securely and lawfully. Examples include:

IT and hosting providers: for secure data storage, email systems, and digital service support;
Accounting and invoicing providers: for financial administration, bookkeeping, and tax compliance;
Payment service providers: for processing transactions;
Insurance providers: where claims, liability, or policy administration require disclosure;
Subcontracted drivers or moving teams: where necessary to complete a booking;
Professional advisers: such as solicitors, auditors, or insurers where required for legal or business purposes;
Public authorities: where disclosure is required by law, regulation, court order, or lawful request.

We take reasonable steps to ensure that processors provide suitable security measures and only process data in accordance with our instructions. Man With A Van Mayfair does not sell personal data.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, insurance, and reporting obligations. Retention periods may vary depending on the nature of the data and the reason it was collected.

In general, we may retain:

quotation and booking records for a period needed to manage the customer relationship and respond to follow-up queries;
transaction and invoice records for the period required by tax and accounting law;
communication records for a reasonable period to resolve disputes and maintain service history;
claims and incident-related records for as long as required by insurance or legal processes;
technical logs for a limited period for security, performance, and troubleshooting purposes.

When data is no longer needed, it is securely deleted, anonymised, or otherwise disposed of in a safe and appropriate manner.

6. Your Rights

As a data subject, you have a number of rights regarding your personal data. Subject to legal limitations and verification of identity, these rights may include:

Right of access: to request a copy of the personal data we hold about you;
Right to rectification: to ask us to correct inaccurate or incomplete data;
Right to erasure: to request deletion of certain data where there is no legal reason for us to keep it;
Right to restriction: to ask us to limit how we use your data in certain cases;
Right to data portability: to receive certain data in a structured, commonly used format;
Right to object: to object to processing based on legitimate interests or direct marketing;
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

You also have the right to raise a concern with the Information Commissioner’s Office if you believe your data has been handled improperly. We encourage you to contact us first so that we can try to resolve any issue promptly and fairly.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and limiting access to those who need the information for legitimate business purposes.

Although no system can be guaranteed to be completely secure, we strive to maintain a level of protection that is appropriate to the nature of the data and the risks involved. We review our practices regularly to ensure ongoing compliance and improvement.

8. International Transfers

Where personal data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place in accordance with data protection law. This may include the use of approved contractual protections or transfers only to countries with adequate legal protections.

9. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is necessary in connection with a lawful service request made by an adult or guardian. If we become aware that we have collected data from a child without a valid reason, we will take steps to delete it where appropriate.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our operations, or our data handling practices. Any revised version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their personal data is used.

11. Summary of Our Commitment

Man With A Van Mayfair is committed to processing personal data responsibly, transparently, and securely. We collect only what is needed to provide and manage our services, use it on a valid lawful basis, retain it only for as long as necessary, and share it only with trusted processors or where the law requires it. We respect your rights and aim to handle all personal data with care and integrity.

Last updated: This policy should be read as applicable to the services provided by Man With A Van Mayfair for customers in the area.