Privacy Policy

Man With a Van Mayfair Privacy Policy

This Privacy Policy explains how Man With a Van Mayfair collects, uses, stores, and protects personal data relating to customers and prospective customers in the Mayfair area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all services offered by Man With a Van Mayfair to individuals and businesses in our service area.

Who This Policy Applies To

This Privacy Policy applies to all Man With a Van Mayfair customers, past, present, and prospective, as well as individuals who contact us to request information, quotations, or bookings for services in the Mayfair and surrounding area. By using our services or contacting us, you acknowledge that you have read and understood this Privacy Policy.

Types of Personal Data We Collect

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

Identification and contact details such as name, postal address, pick-up and drop-off addresses, billing address, and general location information relevant to the service.

Contact details such as email address where provided through our forms or correspondence, and any alternative contact details you choose to give to help coordinate the service.

Service-related information such as the date and time of your move or transport, details of items to be moved, access information for properties, and any instructions you provide regarding the service.

Contract and billing information such as records of quotations, bookings, invoices, payment status, and basic transaction details. Payment card details are not stored by us where external payment processors are used.

Communication records such as messages, enquiries, complaints, feedback, and any correspondence relating to quotations, bookings, or after-service support.

Technical and usage information such as general information about how you contacted us or accessed our online presence, which may include the date and time of contact and generic device or browser information, where this is necessary for security, analytics, or service improvement.

How We Collect Personal Data

We collect personal data from you directly when you contact us by telephone, through online forms, through messaging channels, or in person to request information, a quotation, or a booking.

We may also collect personal data indirectly from third parties where you have authorised another person or business to arrange services on your behalf, or where a business client provides your details as a contact for coordinating services.

In some cases, we may receive technical or analytics data from service providers that support our website or booking tools, to help us maintain security and improve our services.

Lawful Bases for Processing

Man With a Van Mayfair processes personal data only where we have a valid lawful basis under data protection law. Depending on the context, we rely on the following lawful bases:

Performance of a contract. We use your personal data to provide you with quotations, process your bookings, deliver the requested service, communicate about your booking, issue invoices, and manage any follow-up queries or issues.

Compliance with legal obligations. We may process and retain certain information to comply with accounting, tax, and other legal obligations, as well as to respond to lawful requests from regulatory or law enforcement authorities.

Legitimate interests. We may process personal data where it is necessary for our legitimate business interests and where your rights and freedoms are not overridden. Examples include managing and improving our services, safeguarding our business and customers, handling queries and complaints, and maintaining appropriate records of our operations.

Consent. In limited situations, we may ask for your explicit consent, for example for certain types of marketing communications where this is required by law. Where we rely on consent, you can withdraw it at any time by contacting us.

How We Use Your Personal Data

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

To provide quotations, confirm availability, and manage bookings for our Man With a Van Mayfair services.

To plan and carry out your move or transport service, including coordinating timings, access, and any specific requirements.

To communicate with you before, during, and after the service, including confirmations, updates, and customer service messages.

To issue invoices, process payments via our chosen payment processors, and manage any billing queries or disputes.

To manage our business operations, including record-keeping, accounting, auditing, and service improvement.

To address complaints, handle claims, and defend our legal rights where necessary.

To comply with our legal obligations and to cooperate with lawful requests from authorities where required.

Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including to satisfy any legal, accounting, or reporting requirements.

In general, we retain contact and booking information for a period that reflects the limitation period for potential legal claims and our need to demonstrate that services were provided correctly. This period is typically several years from the date the service was completed, subject to applicable legal obligations and business needs.

Where we hold personal data solely on the basis of your consent for a specific purpose, we will delete or anonymise that data if you withdraw your consent and we have no other lawful basis to retain it.

When personal data is no longer required, we will securely delete or anonymise it so that it can no longer be associated with an identifiable individual.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with trusted third parties where this is necessary to provide our services or to operate our business, and always under appropriate safeguards.

Service providers acting as processors. We may engage third-party providers to support our operations, for example providers of booking or scheduling systems, payment processing services, customer management tools, website hosting, IT support, and document storage. These providers act on our instructions and are not permitted to use your data for their own purposes.

Professional advisers. We may share data with professional advisers including accountants, auditors, or legal advisers, to the extent necessary for the services they provide to us.

Authorities and law enforcement. We may disclose personal data if required to do so by law or in response to valid requests by public authorities, including to meet legal, regulatory, or tax obligations, or to protect our rights or those of others.

Where we use processors located outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place, such as adequacy regulations or standard contractual clauses, to protect your personal data in accordance with applicable data protection law.

Security of Your Personal Data

We take appropriate technical and organisational measures to protect the personal data we hold against unauthorised access, alteration, disclosure, or destruction. Measures include limiting access to personal data to personnel and service providers who need it for legitimate business purposes, using secure systems and storage solutions, and maintaining procedures designed to protect the confidentiality and integrity of information.

While we strive to protect your personal data, no transmission or storage system can be guaranteed to be completely secure. If we become aware of a personal data breach that is likely to result in a high risk to your rights and freedoms, we will inform you and any relevant authorities where we are required to do so by law.

Your Data Protection Rights

Under data protection law, you have certain rights in relation to the personal data we hold about you. These rights may be subject to specific conditions and legal exemptions, but in general include:

Right of access. You have the right to request confirmation that we process your personal data and to receive a copy of that data, along with information about how we use it.

Right to rectification. You have the right to ask us to correct inaccurate or incomplete personal data.

Right to erasure. In certain circumstances, you may request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected or where you withdraw consent and there is no other lawful basis for processing.

Right to restriction. You may ask us to restrict the processing of your personal data in specific situations, such as while we are verifying the accuracy of data you believe to be incorrect.

Right to object. You may object to our processing of your personal data where we rely on legitimate interests as our lawful basis, including any direct marketing activities.

Right to data portability. Where processing is based on your consent or on a contract and is carried out by automated means, you may have the right to receive your personal data in a structured, commonly used format and to have it transmitted to another controller where technically feasible.

Right to withdraw consent. Where we rely on your consent, you can withdraw it at any time. This will not affect the lawfulness of processing that took place before your consent was withdrawn.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your personal data has been processed in a way that does not comply with data protection law.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal obligations. Any updated version will apply from the date it is published. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.

If you continue to use Man With a Van Mayfair services after changes to this Privacy Policy take effect, this will constitute your acknowledgment of the updated terms.