Privacy Policy - Man With Van St Johns Wood

This Privacy Policy explains how Man With Van St Johns Wood collects, uses, stores, shares, and protects personal data when providing moving, delivery, loading, unloading, and related transport services. It applies to all Man With Van St Johns Wood customers in the area, including individuals, households, landlords, tenants, businesses, and anyone who uses our services or communicates with us in connection with a booking, quotation, enquiry, or completed move.

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 should be read together with any service terms that apply to your booking.

1. Personal Data We Collect

We only collect personal data that is necessary for providing and managing our services. The information we may collect includes:

Identity data such as your name, title, and business name where relevant.
Contact data such as telephone number, email address, billing address, and service address.
Booking details such as move date, property access details, inventory notes, special handling requirements, and service preferences.
Payment and transaction data such as payment status, invoice information, and records of charges or refunds. We do not retain full card details where payment processing is handled by secure third-party providers.
Communication data such as messages, call notes, complaints, and feedback.
Technical data where applicable, such as basic device or browser information if you interact with digital booking tools.
Special instructions such as parking restrictions, access issues, fragile items, or time-sensitive requirements.

We may also receive personal data from third parties when necessary to arrange or complete a service, such as building managers, letting agents, employers, payment processors, or representatives acting on your behalf.

2. How We Use Your Data

We use personal data for the following purposes:

To provide quotations, confirm bookings, and deliver moving services.
To plan routes, schedule vehicles and staff, and complete collections and deliveries.
To communicate with you about your booking, changes, delays, or service updates.
To issue invoices, receive payments, and manage refunds or disputes.
To respond to questions, complaints, or claims.
To maintain internal records and improve our services.
To comply with legal, accounting, insurance, and regulatory obligations.
To prevent fraud, misuse, or unlawful activity.

We do not use personal data for purposes that are incompatible with the reasons it was collected unless we have a lawful basis to do so.

3. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process your personal data. Depending on the situation, we rely on one or more of 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 services, managing bookings, completing moves, and handling payments.

Legal Obligation

We may process personal data where necessary to meet legal requirements, such as tax, accounting, record-keeping, insurance, or compliance obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where your rights do not override those interests. This may include service administration, security, record maintenance, customer support, and service quality improvement. We always consider whether the processing is proportionate and relevant.

Consent

In limited situations, we may rely on your consent, for example where you have expressly agreed to receive certain optional communications or where required for specific processing. If we rely on consent, you may withdraw it at any time.

4. Sharing Your Data and Processors

We may share personal data only when necessary and only with parties who support the operation of our services. These may include:

Payment processors that handle secure payment transactions.
Accounting and invoicing providers that support financial administration.
IT and cloud service providers that host booking, email, or record management systems.
Customer communication tools used for service updates or administration.
Insurance providers, legal advisers, or claims handlers where needed to address disputes, damage claims, or legal matters.
Subcontractors or operational partners who help deliver a service, subject to appropriate confidentiality and data protection controls.

Where third parties process personal data on our behalf, they act as processors and are required to process data only according to our instructions and to protect it appropriately. We do not sell your personal data.

We may also disclose data if required by law, a court order, or a lawful request from public authorities.

5. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, or insurance requirements. Retention periods depend on the type of data and the reason it is held.

Booking and service records are generally kept for a reasonable period to manage administration, customer service, and claims.
Financial and tax records are kept for the period required by law.
Complaint and claims data may be retained for as long as needed to resolve the matter and defend legal rights.
General correspondence may be kept for operational purposes for a limited period.

When data is no longer required, we will delete it, anonymise it, or securely archive it in line with our retention practices.

6. Data Security

We take 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, restricted permissions, and staff confidentiality obligations. While no system can be guaranteed completely secure, we take data protection seriously and review our safeguards regularly.

7. International Transfers

Where personal data is processed outside the UK, we take steps to ensure it is protected in accordance with applicable data protection law. This may include using approved contractual safeguards or relying on adequacy decisions where available.

8. Your Rights

Under data protection law, you have several rights in relation to your personal data. Subject to legal limits and verification of identity, you may have the right to:

Access the personal data we hold about you.
Rectify inaccurate or incomplete information.
Erase personal data in certain circumstances.
Restrict processing in certain situations.
Object to processing based on legitimate interests.
Data portability for data you provided to us, where applicable.
Withdraw consent where processing is based on consent.

You also have the right to raise concerns about how your data is handled. If you believe your data protection rights have been infringed, you may complain to the relevant supervisory authority in the UK. We encourage you to raise concerns with us first so we can try to resolve the issue promptly.

9. Children’s Data

Our services are not directed to children, and we do not knowingly collect personal data from children except where it is incidentally included in service arrangements made by a parent, guardian, or authorised adult. If we become aware that personal data has been collected improperly, 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 our services, legal obligations, or data handling practices. Any revised version will apply from the date it is published or otherwise communicated. We recommend reviewing this policy periodically.

11. Summary of Key Points

In summary, Man With Van St Johns Wood collects only the personal data needed to provide moving and related services, uses it on lawful bases such as contract, legal obligation, legitimate interests, and consent where applicable, and retains it only for as long as necessary. We may share data with trusted processors who support our operations, but only under appropriate safeguards. You also have clear rights over your personal data, and this policy applies to all Man With Van St Johns Wood customers in the area.

Last updated: This policy applies as of the date of publication and remains in effect until replaced.