Privacy Policy - Man And Van Belsize Park

This Privacy Policy explains how Man And Van Belsize Park collects, uses, stores, shares, and protects personal data in connection with our services. It applies to all Man And Van Belsize Park customers in the area, including anyone who enquires about, books, or receives our moving, transport, delivery, loading, unloading, packing, or related man and van services.

We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Man And Van Belsize Park acts as the data controller for the personal data described in this Privacy Policy. This means we decide why and how your personal data is processed.

We only collect information that is relevant and necessary to provide our services, manage bookings, meet legal duties, and improve service quality.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

Identity details such as your name and, where relevant, business name.
Contact details such as telephone number, email address, and service address.
Booking information including service date, time, items to be moved, access details, and special instructions.
Payment information such as billing details and transaction records. We do not keep unnecessary payment data.
Communication records such as messages, call notes, quotes, complaints, and feedback.
Location and route information where needed to complete a job efficiently and safely.
Operational information relating to property access, parking arrangements, or delivery constraints.
Technical data if you contact us through digital channels, such as IP address, device details, and usage data, where applicable.

We do not intentionally collect special category data unless it is necessary and you have chosen to provide it, or we are required to do so for a specific lawful reason.

3. How We Collect Your Data

We collect personal data in several ways:

Directly from you when you request a quote, make a booking, or communicate with us.
From third parties involved in arranging or paying for the service, such as a family member, employer, landlord, letting agent, or business client.
From service providers supporting our operations, such as payment processors or IT systems.
Automatically through systems used to manage records, communications, and service administration.

We only use your data for purposes that are compatible with the reason it was collected.

4. Lawful Basis for Processing

We process personal data only where a lawful basis under UK GDPR applies. The main lawful bases we rely on are:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes providing quotes, confirming bookings, delivering services, managing payment, and handling service-related communication.

Legal Obligation

We may process data where needed to comply with legal requirements, such as accounting, tax, insurance, fraud prevention, or record-keeping duties.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights do not override those interests. This can include service improvement, responding to queries, maintaining records, preventing misuse, and defending legal claims.

Consent

In limited situations, we may rely on your consent, for example for certain optional communications. Where consent is used, you may withdraw it at any time.

Vital Interests and Public Interest

These lawful bases are unlikely to apply in most cases, but we may rely on them if necessary to protect someone’s safety or where required by law.

5. How We Use Personal Data

We use your personal data to:

Provide quotes and manage enquiries.
Schedule and deliver moving or delivery services.
Communicate with you about bookings, changes, or service issues.
Process invoices, payments, and refunds where applicable.
Maintain internal records and service history.
Improve operations, customer experience, and workforce planning.
Handle complaints, disputes, or insurance claims.
Comply with legal, accounting, and regulatory requirements.

We do not sell personal data. We also do not use your personal data for automated decision-making that produces legal or similarly significant effects.

6. Sharing Your Data and Processors

We may share personal data with trusted third parties where necessary for the operation of our business. These third parties act either as processors or, in some cases, independent controllers.

Typical processors may include:

IT and cloud storage providers that host files, emails, and business systems.
Payment service providers that process card or bank transactions.
Communication and customer management tools used for booking administration and records.
Accountants and bookkeeping services assisting with financial record-keeping and tax compliance.
Insurance providers or claims handlers where a claim or incident must be reported.
Professional advisers such as legal advisers when needed for compliance or dispute resolution.

Where we use processors, they are required to protect your data, act only on our instructions, and implement appropriate security measures. We require data processing arrangements that limit use of your information to the specified service.

7. International Transfers

If any of our processors store or access data outside the UK, we ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent protective measures.

8. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, tax, and operational requirements.

Booking and service records are retained for a period that allows us to manage service history, handle disputes, and meet business obligations.
Financial and invoice records are retained for the period required by law.
Communication records are kept as long as needed to respond to enquiries and maintain service evidence.
Complaints or claims data may be retained longer where necessary to resolve issues or defend legal claims.

When data is no longer needed, it is securely deleted, anonymised, or otherwise disposed of in a safe manner. Retention periods may vary depending on the type of record and legal duties.

9. Data Security

We use reasonable technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. Measures may include access controls, secure storage, staff confidentiality obligations, and limited access to sensitive information.

While no system is completely risk-free, we take steps that are appropriate to the nature of the data and the risks involved.

10. Your Rights

Under data protection law, you may have the following rights regarding your personal data:

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 your data in certain circumstances.
Right to restrict processing – to ask us to limit how we use your data.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain data in a structured, commonly used format.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

These rights are not absolute and may be subject to legal limitations. We will respond to valid requests within the timeframe required by law.

11. How to Exercise Your Rights

If you wish to exercise any of your rights, you may make a request to us through the usual communication channels used for your booking or service enquiry. We may need to verify your identity before acting on a request to protect your privacy and prevent fraud.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data protection rights have been breached.

12. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is necessary for a service arranged by an adult and handled in line with the law.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our data processing practices. Any updates will apply from the date they take effect. We encourage customers in the Belsize Park area to review this policy periodically.

14. Summary of Our Commitments

Man And Van Belsize Park is committed to handling your personal data responsibly, securely, and in compliance with applicable data protection law. We collect only the information needed to deliver services, rely on clear lawful bases, share data only with appropriate processors, retain information for no longer than necessary, and respect your legal rights.

This Privacy Policy applies to all Man And Van Belsize Park customers in area and sets out how we protect privacy at every stage of our service relationship.