Privacy Policy

This Privacy Policy explains how Man With Van Bayswater collects, uses, stores, shares, and protects personal data in connection with its moving, transportation, and related services. It applies to all Man With Van Bayswater customers in the area, including individuals, households, landlords, tenants, businesses, and any other people who use our services or interact with us in relation to a booking, quote, or service request.

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. This policy explains what information we collect, why we collect it, how long we keep it, who may process it on our behalf, and the rights available to you.

1. Personal Data We Collect

We collect only the information necessary to provide moving and related services safely and efficiently. Depending on the nature of your enquiry or booking, we may collect the following categories of personal data:

Identity details such as your name, title, and, where relevant, the name of your business or organisation.
Contact details such as your telephone number, email address, and service address.
Booking and service information including move dates, property access details, inventory, special handling requirements, and instructions for delivery or collection.
Payment and billing information such as invoice details, payment status, and limited transaction records. We do not store card details unless a secure payment provider requires them for processing.
Communications including emails, messages, call notes, complaints, and feedback.
Operational information such as route planning details, driver notes, job records, and service logs.
Technical information if you interact with digital systems used for enquiry handling or booking management, such as device identifiers or IP-related data, where applicable.

We may also receive personal data from third parties where necessary to complete our services, for example from a landlord, estate agent, employer, or another person authorised to arrange a move on your behalf.

2. How We Use Personal Data

We use personal data only for specific, lawful purposes. These include:

Providing quotes, confirming bookings, and managing moving services.
Planning routes, allocating staff, and coordinating collections and deliveries.
Communicating with you about your service, changes, delays, or access requirements.
Preparing invoices, processing payments, and managing accounts.
Handling complaints, claims, and service issues.
Meeting legal, regulatory, tax, and accounting obligations.
Improving our services, internal processes, and customer support.
Protecting our business, staff, customers, and property from fraud, misuse, or security risks.

We do not use personal data for unrelated purposes without informing you and, where required, obtaining a lawful basis to do so.

3. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for each type of processing. We rely on the following bases where appropriate:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing quotations, completing your booking, delivering moving services, issuing invoices, and handling service-related communication.

Legal Obligation

We process data when required to comply with legal obligations, including tax, accounting, record-keeping, health and safety, and other statutory requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. Examples include improving operations, preventing fraud, maintaining service records, and responding to customer enquiries. Where we rely on this basis, we assess the impact on your privacy.

Consent

In limited cases, we may ask for your consent, for example where it is appropriate to use optional marketing communications or certain non-essential processing. You can withdraw consent at any time where processing is based on consent.

4. Data Sharing and Processors

We may share personal data only where necessary and with appropriate safeguards. In many cases, third parties act as processors and process data on our instructions. These may include:

IT and hosting providers that support systems used for booking, communication, storage, or administration.
Payment service providers that securely process payments and related transaction data.
Accounting and bookkeeping providers that support invoicing, tax, and financial record management.
Customer support or communication tools used to manage service enquiries and internal coordination.
Professional advisers such as accountants, insurers, legal advisers, or claims handlers.

We may also share data with independent controllers where necessary, for example with law enforcement authorities, regulatory bodies, or parties involved in a legal claim, but only where permitted or required by law.

We take reasonable steps to ensure that all processors are bound by appropriate data protection obligations, keep information secure, and use it only for the purposes we authorise.

5. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including any legal, accounting, tax, or insurance requirements. Retention periods may vary depending on the type of record and the reason it is held.

Booking and service records are generally kept for a reasonable period after the completion of the move to manage queries, claims, and service history.
Financial and invoice records are retained for the period required by law and standard accounting practice.
Complaint or claim records may be kept longer where needed to resolve disputes or meet insurance requirements.
Communication records are kept only as long as necessary for customer service and internal administration.

When data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you.

6. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of internal procedures.

Although no system can be guaranteed to be completely secure, we take reasonable steps to protect all data we hold.

7. International Transfers

Where any processor or service provider stores or accesses data outside the UK, we will ensure that appropriate safeguards are in place, such as adequacy regulations or approved contractual protections, as required by law.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to legal conditions and exceptions, these may include:

The right of access to request a copy of the personal data we hold about you.
The right to rectification to correct inaccurate or incomplete data.
The right to erasure to request deletion of your data in certain circumstances.
The right to restrict processing to limit how we use your data in certain situations.
The right to data portability to receive certain data in a structured, commonly used format.
The right to object to processing based on legitimate interests or direct marketing.
The right to withdraw consent where processing relies on consent.

You also have the right to raise concerns with the relevant data protection authority if you believe your data has not been handled properly. We encourage you to contact us first so we can try to resolve any concerns.

9. Children’s Data

Our services are generally intended for adults. We do not knowingly collect personal data from children except where it is necessary in relation to a service arranged by a parent, guardian, or responsible adult. If we become aware that we have collected data unlawfully, we will take appropriate steps to delete it.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data handling practices. Any updated 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 data is used.

11. Summary of Our Commitment

Man With Van Bayswater respects your privacy and is committed to processing personal data responsibly. We only collect data needed to provide our services, we use it for clear and lawful purposes, we retain it for no longer than necessary, and we protect it with appropriate safeguards. This policy applies to all customers in the Bayswater area who use our services or contact us in connection with a move or related support.

By using our services, you acknowledge that your personal data may be processed as described in this Privacy Policy.