Man with Van St John's Wood Privacy Policy

This Privacy Policy explains how Man with Van St John's Wood collects, uses, stores and protects personal data of its customers and prospective customers in the St John's Wood area. It is intended to comply with the UK General Data Protection Regulation and all relevant data protection laws. This policy applies to all individuals who book, enquire about, or otherwise use Man with Van St John's Wood services in the local area.

Data Controller

Man with Van St John's Wood is the data controller in respect of the personal data it processes about its customers and prospective customers. This means that Man with Van St John's Wood determines the purposes and means of the processing of your personal data in connection with the provision of moving and transportation services.

Personal Data We Collect

Man with Van St John's Wood may collect and process the following categories of personal data about you, depending on how you interact with us and which services you use:

Identification and contact details, such as your full name, postal address, service address, billing address, and any other address relevant to the service, as well as your preferred communication details that you choose to share with us.

Service and booking information, including requested service date and time, type and size of the move, pick up and drop off locations, access details for the properties, parking information, and any instructions you provide in connection with the service.

Payment and billing details, such as information needed to process your payment, issue invoices, confirm payment status, and manage refunds where applicable. We do not store full payment card details when payment is processed through secure third party payment providers.

Communication records, which may include information contained in enquiries, quotes, call logs, and any other correspondence with us, such as service feedback or complaints.

Technical and usage information, where applicable, such as when you visit our online pages. This may include basic device and browsing information collected through standard logging and analytics tools. Such information is generally aggregated and does not directly identify you unless combined with other data you provide.

How We Collect Your Data

We collect personal data in several ways:

Directly from you when you contact us to request a quote, make a booking, amend a booking, ask a question, or provide feedback about our services.

From service interactions, where information relating to your move or transportation service is created as we plan, schedule, and deliver your booking.

From payment and invoicing processes, where basic billing and transaction data is shared with us by payment processors and financial service providers in order to confirm and reconcile payments.

From the use of our website or online pages, where limited technical information may be collected through typical logging and analytics tools to improve our services and understand how users engage with our content.

Lawful Bases for Processing

Man with Van St John's Wood processes your personal data only where there is a lawful basis under the UK General Data Protection Regulation. Depending on the circumstances, we rely on the following lawful bases:

Contract: We process your personal data to enter into and perform a contract with you, including to provide quotes, confirm bookings, deliver moving services, communicate about your booking, and manage payments.

Legal obligation: We process certain personal data to comply with legal obligations, for example maintaining appropriate business records, responding to lawful requests from public authorities, and meeting tax and accounting requirements.

Legitimate interests: We may process personal data where it is necessary for our legitimate business interests and these interests are not overridden by your rights and freedoms. This includes activities such as keeping records of past services for reference, managing and improving our operations, preventing fraud, and handling enquiries or complaints.

Consent: Where required by law, we will obtain your consent before using your personal data for specific optional purposes, such as certain types of marketing or communications. Where processing is based on consent, you may withdraw that consent at any time.

How We Use Your Personal Data

We use the personal data we collect for the following purposes:

To provide and manage our man and van services in St John's Wood, including processing your enquiries, issuing quotes, planning routes, and delivering your booking.

To communicate with you about your booking, including confirmations, changes to service arrangements, and follow up communications relating to your move.

To process payments, issue invoices, manage refunds where appropriate, and maintain proper records of financial transactions.

To improve our services, operations, and customer experience, including by reviewing and analysing feedback, past bookings, and general usage trends.

To manage business administration, including accounting, auditing, and responding to legal or regulatory requests.

To protect our rights, property, and safety, and those of our customers and third parties, including through the prevention and detection of fraudulent or abusive activity.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with trusted third parties who act as data processors on our behalf. These processors only process your data in accordance with our instructions and for the purposes set out in this Privacy Policy.

Typical categories of processors may include payment processing providers, accounting and invoicing service providers, information technology and hosting services that support our systems and website, and professional advisers such as accountants or legal consultants, where necessary.

Where such third parties act as processors, we enter into appropriate data processing agreements to ensure that your personal data is kept secure and processed in line with applicable data protection laws. We may also share personal data with public authorities or other third parties where required to do so by law, or to defend our legal rights.

Data Retention

Man with Van St John's Wood retains personal data only for as long as necessary for the purposes for which it was collected, and to meet legal, accounting, or reporting requirements.

In general, we retain customer booking and invoicing information for the period required by tax and accounting laws, which is typically several years from the end of the relevant financial year. Enquiry records and related correspondence may be kept for a shorter period, where they are no longer needed for ongoing communication or service provision.

When personal data is no longer required for the purposes described in this Privacy Policy, and we are not required by law to keep it, we will take steps to delete or anonymise it securely.

Data Security

We take reasonable and appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include restricting access to personal data to staff and service providers who need that information to perform their duties, and using protective tools and procedures suitable to the nature of the data we hold.

While we strive to protect your personal data, no system or transmission of data can be guaranteed as completely secure. You are encouraged to take appropriate measures to protect your own personal information when communicating with us.

International Transfers

Where it is necessary for the operation of our services or the use of certain service providers, your personal data may be transferred outside the United Kingdom. In such cases, we will ensure that appropriate safeguards are in place to protect your personal data, such as using countries that are recognised as having adequate data protection standards or entering into data transfer agreements that include standard contractual clauses or equivalent safeguards.

Your Data Protection Rights

Under data protection laws, you have several rights in relation to the personal data we hold about you. These rights may be subject to certain conditions and legal exceptions. Your rights include:

The right of access, which allows you to request confirmation of whether we process your personal data and, if so, to obtain a copy of that data and information about how it is used.

The right to rectification, which allows you to request correction of inaccurate personal data and completion of incomplete data.

The right to erasure, sometimes called the right to be forgotten, which allows you to request deletion of your personal data in certain circumstances, for example where it is no longer needed for the purposes for which it was collected or where you withdraw consent and there is no other lawful basis for processing.

The right to restriction of processing, which allows you to request that we limit the use of your personal data in certain situations, for example while we verify the accuracy of the data or assess an objection you have raised.

The right to object, which allows you to object to processing carried out on the basis of legitimate interests, including any direct marketing activity. We will stop processing your personal data unless we can demonstrate compelling legitimate grounds for the processing that override your interests, rights, and freedoms, or unless the processing is required for legal claims.

The right to data portability, which in certain cases allows you to receive personal data you have provided to us in a structured, commonly used, and machine readable format, and to request that it be transmitted to another controller where this is technically feasible.

Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before consent was withdrawn.

You also have the right to lodge a complaint with the relevant data protection authority if you believe that your data protection rights have been infringed. We encourage you to contact us first so that we can seek to resolve your concerns.

Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any significant changes will be made available through our usual communication channels. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.

This Privacy Policy applies to all Man with Van St John's Wood customers and prospective customers in the St John's Wood area who use or enquire about our services.