Man and a Van Earls Court Privacy Policy
This Privacy Policy explains how Man and a Van Earls Court collects, uses, stores and shares personal data about its customers. It applies to all Man and a Van Earls Court customers and prospective customers located in the Earls Court area, including people who make enquiries, request quotes or use our moving and related services.
We are committed to protecting your privacy and handling your personal data in a transparent and secure manner, in accordance with the UK General Data Protection Regulation and the Data Protection Act.
Personal Data We Collect
We collect and process different categories of personal data depending on how you interact with us and which services you use. The types of data we may collect include:
Identification and contact details, such as your name, address, service address, billing address and general location within the Earls Court area, as well as any other information you choose to provide when contacting us.
Service and booking information, such as dates and times of your move or delivery, the nature and size of the job, access details for properties, parking information and any specific instructions or notes that relate to the service you request.
Communication data, such as the content of messages or calls you send to us, feedback, complaints, testimonials and any other communications you have with us in the course of our services.
Payment related information, such as the amount charged, payment method used and transaction references. We do not store or process full card details ourselves if a third party payment processor is used.
Technical and usage data, such as basic information about how you access our online content, pages visited and interaction with online forms. This may be collected through cookies or similar technologies, where permitted by law and subject to your choices.
Lawful Bases for Processing
We only process your personal data where we have a valid legal basis under data protection law. Depending on the context, we rely on the following lawful bases:
Performance of a contract. We process your personal data to provide our services to you, including taking bookings, providing quotes, carrying out moves, communicating with you about your booking and handling payments.
Compliance with legal obligations. We may process and retain certain data to comply with tax, accounting and other legal or regulatory requirements, and to respond to lawful requests from public authorities.
Legitimate interests. We may process your data where it is necessary for our legitimate business interests and where these interests are not overridden by your rights and freedoms. Legitimate interests include improving our services, managing our relationship with you, preventing fraud, ensuring the security of our operations and defending our legal rights.
Consent. In some situations, we may rely on your consent, for example for certain types of marketing communications or the use of optional cookies. Where we rely on consent, you can withdraw it at any time using the options provided or by contacting us using the details on our website or paperwork.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide and manage our services, including responding to enquiries, preparing and sending quotes, booking and scheduling moves, delivering items, and providing customer support before, during and after your move.
To communicate with you about your booking, changes to services, confirmation of dates and times, and any issues that may affect the service we provide.
To manage payments, including issuing invoices, recording payments, processing refunds where applicable and keeping financial records.
To improve our services, such as analysing feedback, reviewing customer interactions and monitoring performance so that we can offer efficient and reliable services in the Earls Court area.
To maintain safety and security, including verifying details related to access, preventing fraud and ensuring the safety of our staff, vehicles and customers.
To comply with legal obligations, such as accounting rules, tax regulations and requests from authorities, and to establish, exercise or defend legal claims.
Data Retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected and to meet legal, accounting or reporting requirements.
In general, we keep customer records related to bookings and services for a period that reflects limitation periods for legal claims and relevant regulatory requirements. This allows us to respond to questions or disputes that may arise after a service has been completed.
Financial records and invoices are typically kept for the period required by applicable tax and accounting laws.
Where data is collected based on your consent for marketing, we will retain it until you withdraw your consent or ask us to stop processing it, after which we will remove or anonymise the data unless we need to retain certain elements for legal reasons.
When data is no longer needed, we will securely delete or anonymise it so that it can no longer be linked to you.
Data Processors and Sharing of Personal Data
We may share your personal data with third parties who act as data processors on our behalf. These third parties are only permitted to process your data according to our instructions and for the purposes described in this Privacy Policy. They are required to implement appropriate security measures and are not allowed to use your data for their own purposes.
Typical processors and recipients may include:
Payment processing providers that handle card transactions or online payments in a secure manner.
IT and hosting providers that support our website, booking systems, email or data storage.
Professional advisers such as accountants or legal advisers, where necessary to comply with legal obligations or to protect our legitimate interests.
We may also share data with public authorities, regulators or law enforcement agencies where we are legally required to do so or where this is necessary to protect our rights, the rights of our staff or the rights of other individuals.
We do not sell your personal data to third parties.
International Data Transfers
Where any of our processors or service providers are located outside the United Kingdom or the European Economic Area, or store data in another country, we will ensure that appropriate safeguards are in place to protect your personal data. This may include using standard contractual clauses or ensuring that the destination country offers an adequate level of protection as recognised by relevant authorities.
Security of Your Personal Data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures include limiting access to personal data to those who need it for their role, using secure systems and maintaining internal policies and procedures designed to safeguard information.
However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security. We encourage you to take care when sharing personal data with us and to contact us if you believe your data may have been compromised.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all Man and a Van Earls Court customers in the Earls Court area, subject to certain legal conditions and exceptions.
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 data we hold about you.
Right to rectification. You have the right to ask us to correct inaccurate or incomplete personal data.
Right to erasure. In certain circumstances, you may request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected, or where you withdraw consent and there is no other legal basis for processing.
Right to restriction of processing. You can ask us to restrict the processing of your data in certain situations, such as while we are considering a request for rectification or objection.
Right to object. You have the right to object to processing based on our legitimate interests, including certain forms of profiling, and to object to direct marketing at any time.
Right to data portability. Where processing is based on your consent or on a contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used and machine readable format and to request that it be transmitted to another controller.
Right to withdraw consent. Where we process your personal data on the basis of consent, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing before consent was withdrawn.
To exercise any of these rights, or if you have questions about how we handle your personal data, you can contact us using the contact details provided on our website or in your booking documentation. We may need to verify your identity before responding to your request.
You also have the right to lodge a complaint with the relevant data protection authority if you are unhappy with how we handle your personal data. We encourage you to contact us first so that we can try to resolve your concerns.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, how we process personal data or legal requirements. Any updates will apply from the date they are published. We recommend that you review this policy periodically to stay informed about how we protect your personal data.
