Privacy Policy - Man With A Van Belsize Park

This Privacy Policy explains how Man With A Van Belsize Park collects, uses, stores, shares, and protects personal data when providing services to customers in the Belsize Park area and surrounding locations. It applies to all Man With A Van Belsize Park customers in area, including individuals, households, landlords, tenants, and business clients who enquire about, book, or use our moving and transport services.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is intended to help you understand what information we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have in relation to your personal data.

1. Personal Data We Collect

We collect only the data necessary to provide our services, manage bookings, communicate with customers, and meet legal obligations. The categories of personal data we may collect include:

Identity details such as your name and title.
Contact information such as your address, telephone number, and email address.
Booking and service details including collection and delivery addresses, access instructions, inventory notes, preferred dates, and service requirements.
Payment information such as billing details and transaction records. We do not store full card details if payment is processed through a secure payment provider.
Communication records including emails, messages, quotes, complaints, and service-related correspondence.
Operational data such as vehicle logs, job notes, and records necessary for scheduling and delivery management.
Website or device data if you interact with any online enquiry tools, including technical identifiers, cookie information, and basic usage data where applicable.

We generally do not seek to collect special category data unless it is strictly necessary and you choose to provide it. If you do share such information, for example in relation to access needs or health-related moving requirements, we will only process it where the law allows and where appropriate safeguards are in place.

2. How We Use Your Data

We use personal data for the following purposes:

to respond to enquiries and provide quotes;
to arrange, manage, and deliver moving or transport services;
to communicate about bookings, timings, and service changes;
to process payments, refunds, and invoices;
to maintain business records and customer history;
to handle complaints, disputes, and claims;
to improve our services, planning, and customer experience;
to meet legal, regulatory, tax, and accounting obligations;
to protect our business, staff, and customers from fraud or misuse.

We only use your data for purposes that are compatible with the reasons it was originally collected. We do not sell personal data.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Depending on the context, we rely on one or more of the following:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes handling quotes, confirming bookings, carrying out removals, and invoicing for services.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This includes managing enquiries, improving operations, preventing fraud, maintaining service records, and ensuring safe delivery of services.

Legal Obligation

We may retain and process certain information to comply with legal requirements, such as tax, accounting, insurance, or record-keeping duties.

Consent

In limited circumstances, we may rely on your consent, for example where you voluntarily agree to certain optional communications. Where consent is used, you may withdraw it at any time.

4. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements. Retention periods depend on the type of information and the reason for holding it.

Enquiry and quote data may be kept for a reasonable period to manage follow-up questions, service comparisons, and business records.
Booking and invoice records are usually retained for the period required by tax and accounting law.
Communication records may be kept longer where needed to resolve disputes, confirm instructions, or evidence service delivery.
Payment and transaction information is retained only as long as necessary for accounting, reconciliation, and fraud prevention.

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you. Retention is reviewed periodically to ensure we do not keep information longer than necessary.

5. Data Processors and Third Parties

We may share personal data with trusted third parties who help us operate our business. These parties act as data processors or, in some cases, independent controllers. We require appropriate contractual safeguards and expect them to handle data securely and in line with data protection law.

Payment providers for taking secure payments and processing refunds.
Accounting and bookkeeping services for financial administration and tax compliance.
IT, cloud storage, and software providers for record management, communication, and operational support.
Scheduling and dispatch tools used to organise bookings and route planning.
Professional advisers such as lawyers, insurers, or auditors where necessary.
Public authorities where disclosure is required by law or to protect rights, safety, or property.

We take reasonable steps to ensure that any processor acting on our behalf only processes personal data in accordance with our instructions and applies appropriate security measures.

6. International Transfers

If any processor stores or accesses data outside the UK, we will ensure that appropriate safeguards are in place, such as an adequacy decision, standard contractual clauses, or other lawful transfer mechanisms recognised under data protection law.

7. Data Security

We use suitable technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure systems, staff confidentiality obligations, and regular review of our data handling practices. While no system is completely secure, we work to keep personal information protected at an appropriate level.

8. Your Rights

As a data subject, you have a number of rights under UK GDPR. These rights may apply depending on the circumstances and any legal exemptions.

Right of access — you may request a copy of the personal data we hold about you.
Right to rectification — you may ask us to correct inaccurate or incomplete information.
Right to erasure — in some cases, you may ask us to delete your data.
Right to restrict processing — you may ask us to limit how your data is used in certain situations.
Right to object — you may object to processing based on legitimate interests or direct marketing.
Right to data portability — you may request certain data in a structured, commonly used format.
Right to withdraw consent — where we rely on consent, you can withdraw it at any time.

If you wish to exercise any of these rights, we may need to verify your identity before responding. We will respond within the time limits required by law, usually within one month, unless the request is complex or numerous.

9. Complaints

If you have concerns about how your data has been handled, you have the right to raise a complaint with the relevant supervisory authority. We encourage you to contact us first so we can try to resolve the issue promptly and fairly. We take privacy concerns seriously and will review any complaint carefully.

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 revised version will apply from the date it is made available. We recommend reviewing this policy periodically so you remain informed about how your data is used.

11. Scope of This Policy

This Privacy Policy applies to all personal data processed by Man With A Van Belsize Park in connection with customer enquiries, bookings, and completed services in the Belsize Park area. By using our services, you acknowledge that your personal information may be processed as described in this policy and that we will handle it in accordance with applicable data protection law.

In summary: we collect only the data we need, use it for clear and lawful purposes, keep it only for as long as necessary, share it only with trusted processors when required, and respect your rights under data protection law.