Privacy Policy - Man And A Van Belsize Park

This Privacy Policy explains how Man And A Van Belsize Park collects, uses, stores, shares, and protects personal data when providing moving, removals, delivery, packing, and related services. It applies to all Man And A Van Belsize Park customers in the area, including individuals, households, landlords, tenants, and business clients who request our services or interact with us in connection with a booking, quotation, or service enquiry.

We are committed to handling personal information in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Personal Data We Collect

We collect only the information needed to provide and manage our services effectively. This may include:

Identity information such as your name, title, and, where relevant, business name.
Contact details such as telephone number, email address, and service address.
Booking and service information such as moving date, access notes, inventory details, property type, and service instructions.
Payment and billing information such as payment status, invoice details, and limited transaction records.
Communication records including messages, enquiries, complaints, and feedback.
Technical information where applicable, such as device or browser data received through digital forms or website interactions.
Special circumstances information if you choose to share details needed to complete a move safely, such as access restrictions, mobility considerations, or fragile-item instructions.

We do not seek to collect more personal data than is necessary. If you provide data relating to another person, you should ensure that you have the right to share it with us.

2. How We Use Personal Data

We use your personal data for the following purposes:

to provide quotes and respond to service enquiries;
to manage bookings, schedules, and service delivery;
to prepare invoices and process payments;
to communicate about your move or other booked service;
to handle complaints, claims, and service issues;
to maintain business records and internal administration;
to improve service quality, planning, and operational performance;
to meet legal, tax, accounting, and insurance obligations;
to protect our staff, customers, property, and operations.

We only use personal information for the specific purposes described here or for purposes that are compatible with them. We do not sell personal data.

3. Lawful Basis for Processing

We process personal data only where we have a lawful basis under UK GDPR. Depending on the situation, this may include:

Contract

We process data when it is necessary to take steps at your request before entering into a contract, or to perform a contract with you. This includes providing quotes, confirming bookings, carrying out removals, and issuing invoices.

Legal Obligation

We may process and retain certain information to comply with legal duties, including tax, accounting, record-keeping, and regulatory requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include managing operations, improving services, preventing fraud, maintaining service records, and defending legal claims.

Consent

In limited cases, we may rely on your consent, for example where specific optional information is shared or where a particular communication preference requires consent. Where consent is used, you may withdraw it at any time.

4. Data Sharing and Processors

We may share personal data with trusted third parties where necessary to deliver our services or meet legal obligations. These third parties act as processors or independent controllers depending on the service involved.

Typical processors or service providers may include:

IT and cloud storage providers that host systems, email, or file storage;
accounting and bookkeeping providers that support invoicing and tax records;
payment service providers that handle transactions securely;
customer communication tools used to manage messages and booking updates;
insurance or legal professionals where a claim, dispute, or legal matter must be addressed;
subcontracted service providers engaged to assist with a move or related service where necessary.

We require processors to handle personal data securely, use it only for our instructions, and apply appropriate technical and organisational safeguards. Where data is shared with an independent controller, such as a regulator or authority, that party is responsible for its own lawful processing.

We take care to ensure that any sharing is limited to what is necessary and proportionate.

5. International Transfers

In some cases, processors may store or access data outside the United Kingdom. If this happens, we will ensure appropriate safeguards are in place, such as adequacy regulations or approved contractual protections, so that your personal data remains protected to the standard required by law.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, and no longer than required by law. Retention periods may vary depending on the type of information and the nature of the service.

Booking and service records are usually retained for a period needed to manage the relationship, respond to queries, and maintain business records.
Financial and tax records are retained for the period required by law.
Complaint, claim, and dispute records may be kept for longer where necessary to establish, exercise, or defend legal rights.
General correspondence is kept only as long as needed for administration and service follow-up.

When data is no longer needed, we will delete, anonymise, or securely destroy it. In some cases, we may keep limited information for audit, legal, or insurance reasons even after a service has ended.

7. Data Security

We use reasonable technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful management of records.

No system is completely secure, but we work to reduce risk and review our safeguards regularly. If a personal data breach occurs and the law requires notification, we will act accordingly.

8. Your Rights Under UK GDPR

You have several rights in relation to your personal data. Subject to certain legal conditions and exemptions, these may include:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete data.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restriction – to ask us to limit how we use your data in certain situations.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to object – to object to processing based on legitimate interests or direct marketing, where relevant.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to complain to the Information Commissioner’s Office (ICO) if you are unhappy with how we handle your personal data. We encourage you to raise concerns first so that we can try to resolve them promptly and fairly.

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 necessary in connection with a household move or lawful service arrangement and only to the extent required.

10. 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 handling practices. Any updated version will apply from the date it is published or communicated, as appropriate. We recommend reviewing it periodically.

11. Summary of Our Commitments

We collect only the data needed to provide moving and related services.
We process personal data under lawful bases including contract, legal obligation, consent, and legitimate interests.
We retain data only as long as necessary and secure it appropriately.
We may share data with trusted processors who support our operations.
We respect your rights under UK GDPR and handle requests responsibly.

Man And A Van Belsize Park is dedicated to treating personal information with care, transparency, and respect for privacy. This policy applies to all customers in the Belsize Park area who use or enquire about our services.