Man With a Van Belsize Park Privacy Policy

This Privacy Policy explains how Man With a Van Belsize Park collects, uses, stores and protects personal data belonging to its customers. It applies to all Man With a Van Belsize Park customers and prospective customers in the Belsize Park area and nearby locations who use or enquire about our services.

We are committed to complying with the UK General Data Protection Regulation and the Data Protection Act 2018. This Policy describes what information we collect, the lawful basis on which we process it, how long we keep it, who we share it with, and the rights you have over your personal data.

Personal Data We Collect

We collect and process different categories of personal data when you contact us, request a quote, make a booking, or receive our man and van services. The personal data we may collect includes:

Identification and contact details such as your name, address, service location, billing address, and general contact details such as communication channels you use to contact us.

Service information such as details about the items to be moved, access details at collection and delivery locations, preferred dates and times, and any special instructions you provide to enable us to deliver the service safely and effectively.

Booking and payment information such as booking history, price quotes, payments made, method of payment and related transaction details. Payment card details, where collected, are handled through secure payment providers and are not stored by us beyond what is necessary for the transaction.

Communication records such as enquiries, complaints, feedback, and any correspondence you have with us related to our services, whether by phone, messaging, or other communication channels.

Technical and usage data where relevant, such as basic information about how you interact with our website or online content, including dates and times of visits and pages viewed. This helps us understand demand for our services and improve user experience.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide our services including handling enquiries, preparing quotes, confirming bookings, planning routes, delivering your items, and managing any follow up requests or issues.

To manage our relationship with you including sending confirmations, updates about your booking, responding to your questions, and asking for feedback to help improve our services.

To process payments including issuing invoices, recording payments, dealing with payment queries, and keeping appropriate financial and accounting records.

To operate, maintain and improve our business including analysing demand for services, planning staffing and vehicles, reviewing service performance, and training staff.

To comply with legal and regulatory obligations including record keeping, responding to lawful requests from authorities, and managing any claims or disputes.

Lawful Basis for Processing

We only process your personal data where we have a lawful basis to do so under data protection law. Depending on the specific processing activity, our lawful bases include:

Contract performance where processing is necessary to enter into or perform a contract with you, for example to provide a quote, accept a booking, deliver items, or take payment.

Legitimate interests where processing is necessary for our legitimate business interests and these are not overridden by your rights and interests. This may include managing our business operations, improving services, training staff, and preventing or detecting fraud or misuse of our services.

Legal obligation where we need to process personal data to comply with laws and regulations, such as tax and accounting rules or obligations relating to insurance and record retention.

Consent where we rely on your explicit consent for a particular purpose. If we ever rely on consent, you will be informed clearly at the point of collection and you can withdraw your consent at any time.

Data Retention

We keep your personal data only for as long as is reasonably necessary for the purposes described in this Policy and to meet any legal, accounting, or reporting requirements.

In general, we retain basic booking and contact information for a period that allows us to handle queries, complaints, or repeat bookings, and to meet tax and financial record keeping requirements. After the relevant retention period ends, we either securely delete your data or anonymise it so that it can no longer be linked to you.

The length of time we keep different categories of data may vary depending on the type of service provided, the nature of the information, and our legal obligations. We review our retention periods regularly to ensure they remain appropriate.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with carefully selected third parties where necessary for the purposes set out in this Policy.

Service providers and processors who perform services on our behalf, such as payment processing providers, accounting and bookkeeping providers, cloud storage and IT support providers, and communication service providers. These parties are only permitted to use your data in accordance with our instructions and must keep it secure.

Professional advisers such as insurers, legal advisers and accountants where necessary to obtain advice, manage risks, or handle claims and disputes.

Authorities and regulators where we are legally required to do so, or where disclosure is necessary to protect our rights, your safety, or the safety of others.

Where we engage processors, we put in place appropriate data processing agreements to ensure that your data is handled in line with data protection laws and with appropriate security measures.

International Transfers

Where possible, we aim to keep your personal data within the United Kingdom or the European Economic Area. If we ever need to transfer personal data outside these regions, we will ensure that suitable safeguards are in place, such as using countries that have been recognised as providing an adequate level of data protection or using standard contractual clauses approved by relevant authorities.

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.

Measures may include access controls, secure storage, minimising the amount of personal data we hold, staff training, and regular review of our data handling practices. While we take steps to protect your data, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Your Data Protection Rights

Under data protection law, you have a number of rights regarding your personal data, subject to certain conditions and exemptions. These include:

The right of access to obtain confirmation as to whether we process your personal data and to receive a copy of that data, along with information about how it is used.

The right to rectification to request correction of inaccurate or incomplete personal data that we hold about you.

The right to erasure in certain circumstances, sometimes known as the right to be forgotten, where there is no good reason for us to continue processing your personal data.

The right to restriction of processing in certain circumstances, for example if you contest the accuracy of the data or object to our use of it.

The right to data portability to receive certain personal data in a structured, commonly used and machine readable format and to have it transmitted to another controller where technically feasible.

The right to object to processing where we rely on legitimate interests, including profiling based on those interests. We will stop processing your data unless we have compelling legitimate grounds that override your interests and rights, or where processing is required for legal claims.

The right to withdraw consent where we rely on your consent as the lawful basis for processing. Withdrawal of consent does not affect the lawfulness of processing before it was withdrawn.

Exercising Your Rights and Complaints

If you wish to exercise any of your rights or raise any concerns about how we handle your personal data, you can contact us using the usual communication channels you use for our services. To help us respond, please provide enough information to identify yourself and your relationship with us, along with details of your request.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your data protection rights have been infringed. We would, however, appreciate the chance to address your concerns directly in the first instance.

Scope of This Policy

This Privacy Policy applies to all Man With a Van Belsize Park customers and prospective customers in the Belsize Park area and surrounding locations who contact us, request a quote, make a booking, or use our services. By engaging with us, you acknowledge that you have read this Policy and understood how we process your personal data.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or how we process personal data. Any changes will be effective from the date the updated Policy is made available. We encourage you to review this Policy periodically to stay informed about how we protect your personal data.