Privacy Policy

Man with Van Bayswater Privacy Policy

This Privacy Policy explains how Man with Van Bayswater collects, uses, stores and protects personal data relating to customers and prospective customers in the Bayswater area. It also sets out your rights under applicable data protection laws, including the United Kingdom General Data Protection Regulation and the Data Protection Act 2018.

This Privacy Policy applies to all Man with Van Bayswater customers and people who make enquiries about our services in the Bayswater area, regardless of how they contact us or how we provide our services.

Data Controller

For the purposes of data protection law, Man with Van Bayswater is the data controller of the personal data that we collect and process about you in connection with our services. This means that we decide how and why your personal data is used.

Personal Data We Collect

We collect and process different categories of personal data depending on how you interact with us and which services you request. The types of personal data we may collect include the following.

Identification and contact details such as your full name, contact address, collection and delivery addresses, and other address details relevant to the service.

Communication details such as your preferred method of contact and the content of communications you send to us, including enquiries, requests for quotations, bookings and feedback.

Service and booking details such as the date and time of your move or delivery, the nature and size of the items to be moved, access details for premises, and any specific instructions that you provide.

Payment and transaction information such as information about the services you have purchased from us, payment status and transaction history. We do not store complete card details when electronic payments are processed via third party payment processors.

Technical and usage information where you interact with our website or online platforms, such as basic log information, device information and how you use our online enquiry or booking forms, to the extent this is necessary for the proper operation and security of our services.

How We Collect Your Data

We collect personal data directly from you when you contact us to request a quotation, make a booking, confirm or amend details of a service, make a payment, or provide feedback or a complaint.

We may also receive personal data indirectly from third parties, for example where another person books our services on your behalf, where an estate agent or business partner passes us your details to facilitate a move, or where a payment processor provides us with confirmation of your payment.

Lawful Bases for Processing

We only process your personal data where we have a lawful basis under data protection law. Depending on the circumstances, we may rely on the following lawful bases.

Contractual necessity. We process your personal data where it is necessary to enter into or perform a contract with you, including to provide quotations, confirm bookings, deliver our man with van services, manage payments and communicate with you about your booking.

Legitimate interests. We may process your personal data where it is necessary for our legitimate business interests, and where those interests are not overridden by your rights and freedoms. This may include managing and improving our services, responding to enquiries, handling complaints, maintaining security, preventing fraud and keeping basic records of past services.

Legal obligations. We may process your personal data where this is necessary to comply with our legal and regulatory obligations, including accounting, tax obligations and responding to lawful requests from authorities.

Consent. In limited circumstances, we may rely on your consent, for example where you ask us to retain your details for future potential bookings or where marketing communications are sent in a manner that requires consent. Where we rely on consent, you can withdraw it at any time by contacting us using the details provided in this Privacy Policy.

How We Use Your Personal Data

We use your personal data for the following purposes.

To provide quotations, take bookings and deliver our man with van services, including planning routes, allocating staff, and ensuring we can access the relevant properties and premises.

To manage our relationship with you, including confirming bookings, handling changes or cancellations, dealing with enquiries, and providing customer service and support.

To process payments, issue invoices and receipts, and keep appropriate financial and service records.

To improve and develop our services, including reviewing feedback and analysing basic service data to help us operate efficiently.

To maintain the safety and security of our staff, vehicles, customers and property, including through appropriate record keeping and risk management.

To comply with legal obligations and to establish, exercise or defend legal claims where necessary.

Data Sharing and Processors

We do not sell your personal data. We only share it where necessary for the purposes described in this Privacy Policy and where we have an appropriate lawful basis.

We may share your personal data with third party service providers who act as data processors on our behalf, for example companies providing payment processing services, accounting and bookkeeping services, information technology and hosting services, or other professional or administrative support. These processors are only permitted to process your personal data in accordance with our instructions and must implement appropriate technical and organisational measures to protect it.

In certain situations we may share personal data with other independent data controllers, such as insurers, legal advisers, or governmental or regulatory authorities, where this is required by law or necessary to protect our rights or the rights of others.

International Transfers

If we use service providers located outside the United Kingdom or the European Economic Area, and your personal data is transferred to a country that does not provide an equivalent level of data protection, we will ensure that appropriate safeguards are in place. These may include standard contractual clauses approved by the relevant authorities or other legally recognised transfer mechanisms.

Data Retention

We retain personal data only for as long as is reasonably necessary for the purposes for which it was collected and to meet our legal, accounting and reporting requirements.

In general, we keep booking and service records, including your contact details and basic service information, for a period aligned with limitation periods for legal claims and applicable accounting requirements. Payment and invoicing records are retained for as long as required under tax and financial regulations.

Where personal data is no longer needed, we will securely delete or anonymise it so that it can no longer be associated with you.

Data Security

We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures may include restricted access to personal data, secure storage practices, appropriate use of passwords and device security, and staff awareness regarding the importance of data protection.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions.

Right of access. You have the right to request confirmation as to whether we process your personal data and to request a copy of the personal data we hold about you.

Right to rectification. You have the right to ask us to correct or complete personal data that you believe is inaccurate or incomplete.

Right to erasure. You may have the right to ask us to delete your personal data, for example where it is no longer needed for the purposes for which it was collected, or where you have withdrawn consent and there is no other lawful basis for processing.

Right to restriction. You may have the right to ask us to restrict the processing of your personal data in certain circumstances, such as while we are considering a request to rectify or erase your data.

Right to object. You may have the right to object to the processing of your personal data where we are relying on legitimate interests as our lawful basis, including for certain types of direct marketing.

Right to data portability. In some cases, you have the right to receive personal data that you have provided to us in a structured, commonly used and machine readable format, and to request that we transmit that data to another controller where this is technically feasible.

You also have the right to lodge a complaint with the relevant supervisory authority if you are concerned about the way your personal data is being handled. In the United Kingdom, the supervisory authority is the Information Commissioner's Office.

How to Exercise Your Rights

If you wish to exercise any of your data protection rights or have questions about how we handle your personal data, you can contact us using the regular contact details you use for our services. We may need to verify your identity before responding to your request, in order to protect your privacy and security.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or data protection practices. When we make significant changes, we will take appropriate steps to bring the updated policy to your attention. The most current version of this Privacy Policy will apply to our processing of your personal data.