Privacy Policy - Man And A Van Earls Court

This Privacy Policy explains how Man And A Van Earls Court collects, uses, stores, shares, and protects personal data. It applies to all Man And A Van Earls Court customers in the area, including individuals and businesses who enquire about, book, or receive our moving, delivery, packing, loading, unloading, and related transport services.

We are committed to processing personal data in a lawful, fair, and transparent way, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We respect your privacy and only use personal data where we have a valid legal basis to do so.

1. Information We Collect

We may collect different types of personal data depending on how you interact with us and which services you request. The information we collect may include:

Identity details such as your name and title.
Contact details such as your address, email address, and telephone number.
Service details such as pickup and delivery addresses, moving dates, access instructions, inventory information, and service preferences.
Billing and payment information needed to process charges, confirm transactions, and maintain financial records.
Communication records such as emails, messages, and notes from calls or bookings.
Transaction history including quotes, invoices, job notes, and service records.
Technical information if you submit an enquiry electronically, such as device or browser data, where applicable.

We aim to collect only the data that is necessary for our services. We do not intentionally collect special category data unless you choose to provide it and it is relevant to the service, for example where access needs or health-related considerations must be handled carefully.

2. How We Use Personal Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To arrange, deliver, and manage moving and van services.
To communicate about bookings, schedules, and service updates.
To issue invoices, process payments, and keep accounting records.
To manage customer support, complaints, and service follow-up.
To maintain business records and meet legal obligations.
To prevent fraud, misuse, and unlawful activity.
To improve our service quality and internal operations.

We will only use your personal data for the purposes for which it was collected, unless we reasonably need to use it for a compatible purpose or where the law permits otherwise.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for using your personal data. Depending on the situation, we may rely on one or more of the following bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes handling bookings, carrying out removals or deliveries, confirming service details, and processing payment information related to the service.

Legal Obligation

We may process data where this is necessary to comply with legal or regulatory requirements, such as tax, accounting, insurance, or record-keeping obligations.

Legitimate Interests

We may use personal data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include managing our operations, keeping secure records, improving our services, handling customer communications, and protecting against misuse or fraud.

Consent

In some situations, we may ask for your consent to process personal data, especially where the law requires it. Where consent is used as the lawful basis, you may withdraw it at any time. Withdrawing consent will not affect the lawfulness of processing carried out before withdrawal.

4. Sharing and Processors

We do not sell your personal data. We may share it only when necessary and only with trusted third parties who help us operate our business or comply with legal duties. These third parties act as processors or independent controllers depending on their role.

Examples of processors or service providers may include:

Payment processors used to handle card or electronic payments.
Accounting and bookkeeping providers used to maintain financial records.
IT and data storage providers used to secure and manage records.
Communication tools or systems used to send booking confirmations or service updates.
Professional advisers such as legal, insurance, or tax advisers where necessary.

Where we use processors, we ensure appropriate contractual safeguards are in place so that your data is processed only on our instructions and protected to an appropriate standard. We may also disclose personal data if required by law, court order, regulatory request, or to protect our rights, property, staff, customers, or the public.

5. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected, including to meet legal, accounting, or reporting requirements. Retention periods may vary depending on the type of information and the nature of the service.

As a general approach:

Booking and service records may be kept for a reasonable period after completion to deal with queries, disputes, or follow-up matters.
Financial and invoice records may be retained for the period required by tax and accounting law.
Communication records may be retained for business administration and customer service purposes.

When data is no longer needed, we will securely delete, anonymise, or destroy it. Retention is reviewed regularly so that we do not keep personal information longer than necessary.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff awareness, and careful management of third-party systems. While no system can be guaranteed to be completely secure, we work to reduce risk and respond appropriately to any suspected data incident.

7. International Transfers

Where personal data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place and that the transfer is carried out lawfully. This may include using countries with adequate protections or approved contractual mechanisms.

8. Your Rights

You have a number of rights under data protection law. These rights may apply depending on the circumstances and the legal basis for processing. They include:

The right to be informed about how your data is used.
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 information.
The right to erasure in certain situations, also known as the right to be forgotten.
The right to restrict processing in certain circumstances.
The right to data portability where processing is based on consent or contract and carried out by automated means.
The right to object to processing based on legitimate interests or direct marketing.
Rights related to automated decision-making, where applicable.

If you want to exercise any of these rights, we will assess your request in line with applicable law. Some rights may be limited where we have a legal obligation to keep certain data or where disclosure would affect the rights of others.

9. Children’s Data

Our services are intended for adults or authorised representatives arranging services on behalf of others. We do not knowingly collect personal data from children unless it is necessary for the provision of a service and lawfully provided by a parent, guardian, or authorised adult.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or how we process personal data. Any revised version will apply from the date it is made effective. We encourage customers in the Earls Court area to review this policy periodically so they remain informed about how their information is handled.

11. Summary of Our Commitment

Man And A Van Earls Court is committed to using personal data responsibly, lawfully, and only when necessary to provide our services and meet our obligations. We collect the minimum amount of data needed, rely on appropriate lawful bases, use trusted processors with safeguards, and retain information only as long as required. We also respect your rights and will handle requests with care and in accordance with the law.

Last updated: 2026