Privacy Policy - Man With Van Bayswater

This Privacy Policy explains how Man With Van Bayswater collects, uses, stores, shares, and protects personal data when providing removal, delivery, and related services. It applies to all Man With Van Bayswater customers in the area, including individuals and businesses who request quotes, make bookings, receive services, or otherwise interact with us. We are committed to handling personal data in accordance with the UK GDPR, the Data Protection Act 2018, and other applicable privacy laws.

We value privacy and aim to process personal data fairly, transparently, and securely. This policy describes what information we collect, the lawful bases we rely on, how long we keep information, the categories of processors we may use, and the rights available to you.

1. Personal Data We Collect

We only collect personal data that is relevant and necessary for providing our services, managing our business, and meeting legal obligations. Depending on your interaction with us, we may collect the following types of information:

Information you provide directly

• Identity details such as your name, title, and, where relevant, company name.
• Contact details such as telephone number, email address, and service address.
• Service information such as move dates, property access notes, inventory details, special handling requirements, and booking preferences.
• Payment-related information such as billing details and transaction records. We do not store full card details where payment services are handled by a secure payment provider.
• Communication records such as emails, messages, and call notes relating to enquiries, quotes, complaints, or service updates.

Information collected automatically

• Technical data such as device type, browser type, and basic usage information where this is collected through our digital systems.
• Operational data such as service logs, job records, and internal notes generated while arranging or completing a move.

Information from third parties

In some cases, we may receive personal data from third parties, for example from:

• payment providers;
• referral partners;
• estate agents, landlords, tenants, or business clients where they are arranging a service on your behalf;
• publicly available sources where necessary to verify information or protect against fraud.

We do not intentionally collect special category data unless it is provided by you and is necessary for a specific service requirement, such as accessibility needs or health-related handling instructions. Where such information is processed, we will do so only when legally permitted and with appropriate safeguards.

2. How We Use Your Personal Data

We use personal data for the following purposes:

• to provide quotes and manage bookings;
• to plan and deliver removal or transport services;
• to communicate with you before, during, and after a job;
• to issue invoices, process payments, and handle refunds where applicable;
• to manage customer service queries, complaints, and service issues;
• to maintain records, improve our operations, and ensure service quality;
• to comply with legal and regulatory obligations;
• to protect our business, staff, customers, and property from fraud, misuse, or security incidents.

We only process data for stated and legitimate purposes. If we need to use your personal data for a new purpose that is materially different from the original one, we will make sure there is a lawful basis and, where required, update this policy or notify you.

3. Lawful Basis for Processing

Under data protection law, we must have a valid lawful basis before processing personal data. We rely on the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, carrying out the service, taking payment, and managing post-service queries.

Legitimate Interests

We may process personal data where it is necessary for our legitimate interests, provided your rights and freedoms do not override those interests. Examples include improving our services, maintaining business records, preventing fraud, managing disputes, and ensuring operational efficiency. We carefully assess these interests and only use this basis where appropriate.

Legal Obligation

We may process and retain certain information to comply with legal obligations, such as accounting requirements, tax obligations, or responding to lawful requests from authorities.

Consent

In limited circumstances, we may rely on your consent, for example where you voluntarily provide optional information that is not required for service delivery. Where consent is used, you may withdraw it at any time. Withdrawal will not affect any processing that took place before consent was withdrawn.

4. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, or reporting obligations. Retention periods depend on the type of data and the reason for processing.

• Customer and booking records are generally kept for as long as needed to manage the service relationship and address any follow-up queries or disputes.
• Financial and tax records are retained for the period required by law.
• Communication records may be retained for a reasonable period to help us respond to complaints, confirm service details, and improve customer care.
• Technical and operational logs are kept for limited periods unless longer retention is required for security, legal, or operational reasons.

When data is no longer needed, we will delete it securely or anonymise it so it can no longer be linked to an individual. Where deletion is not immediately possible due to backup systems or legal obligations, the data will remain protected and inaccessible for routine use until it can be removed.

5. Processors and Third Parties

We may share personal data with trusted third-party service providers, also known as processors, who help us run our business and deliver our services. These processors act only on our instructions and are required to keep your data secure and confidential.

Examples of processors may include:

• payment processors that handle card or electronic payments;
• IT and cloud service providers that store data or support our systems;
• accounting and invoicing providers that support bookkeeping and tax compliance;
• customer communication tools that help manage emails, messages, and service updates;
• professional advisers such as legal, insurance, or audit advisers where necessary;
• subcontractors or operational partners involved in fulfilling a booked service, where relevant and necessary.

We may also disclose personal data where required by law, court order, regulatory request, or to protect our legal rights, staff, customers, or property. We do not sell personal data.

6. International Transfers

Where any processor or service provider stores or accesses data outside the United Kingdom, we will take steps to ensure appropriate safeguards are in place. This may include using standard contractual protections or relying on adequacy regulations where applicable. Our aim is to ensure your personal data receives a level of protection consistent with UK data protection law.

7. Security of Your Personal Data

We use reasonable technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and restricted data handling procedures. While no system can be guaranteed completely secure, we work to reduce risks and respond appropriately to any suspected breach.

8. Your Rights Under Data Protection Law

You have a number of rights regarding your personal data, subject to legal limitations and exemptions. These rights include:

• 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 circumstances, you can request deletion of your personal data.
• Right to restrict processing – you can ask us to limit how your data is used in certain situations.
• Right to object – you can object to processing based on legitimate interests or direct marketing.
• Right to data portability – in some cases, you may request that data be provided in a structured, commonly used format.
• Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will review your request and respond in line with applicable law. To protect privacy, we may need to verify your identity before acting on a request.

9. Cookies and Similar Technologies

If we use digital tools that involve cookies or similar technologies, these may be used for essential functionality, performance monitoring, or basic analytics. Where consent is required for non-essential cookies, it will be requested before they are placed. You can manage cookie settings through your browser or device preferences.

10. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is incidentally provided as part of a household service request. If we become aware that we have collected data from a child without proper authorisation or legal basis, we will take appropriate steps to delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our data handling practices. The most current version will apply to your use of our services. We encourage customers to review the policy periodically so they remain informed about how their data is protected.

12. Summary of Our Commitment

Man With Van Bayswater is committed to processing personal data lawfully, fairly, and transparently. We collect only what we need, use it for clear purposes, keep it for no longer than necessary, and share it only with trusted processors or where required by law. We respect your privacy rights and aim to handle all customer data with care and accountability.

This policy applies to all Man With Van Bayswater customers in the area.

Your privacy matters to us, and we are committed to protecting it.