Privacy Policy - Man And Van Belsize Park

This Privacy Policy explains how Man And Van Belsize Park collects, uses, stores, shares, and protects personal data in connection with our moving, removals, packing, and related services. It applies to all Man And Van Belsize Park customers in area, including individuals, households, landlords, tenants, and businesses that engage our 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.

1. Who We Are

Man And Van Belsize Park provides local and regional moving services, including item collection, loading, transport, delivery, dismantling, reassembly, and other associated support. In the course of providing these services, we act as a data controller for the personal data we collect and decide how and why it is processed.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

Identity details: name, title, and, where necessary, proof of identity.
Contact details: phone number, email address, and service address.
Booking and service details: moving date, access notes, inventory information, property size, and service preferences.
Payment details: billing information, transaction records, and payment confirmation. We do not normally store full card details unless required by a secure payment provider.
Communication records: emails, messages, call notes, and complaints.
Technical data: limited information such as device or browser data if you interact with digital booking or enquiry systems.
Special category data: only where you voluntarily provide it and where it is necessary, for example mobility access needs or health-related access instructions.

We aim to collect only the data that is relevant and necessary for delivering our services safely and effectively.

3. How We Use Personal Data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to manage bookings and carry out removals and related services;
to communicate about arrival times, service changes, and delivery updates;
to process payments and keep financial records;
to handle complaints, claims, and customer support requests;
to maintain safety, security, and service quality;
to comply with legal, regulatory, and tax obligations;
to prevent fraud, misuse, or unlawful activity;
to improve our operations and service planning.

We do not use your personal data for unrelated purposes without informing you, and we do not make decisions based solely on automated processing that produce legal or similarly significant effects.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. Man And Van Belsize Park relies on the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, carrying out moves, and managing payments.

Legal Obligation

We process certain information to comply with legal requirements, including accounting, tax, insurance, and record-keeping obligations.

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 service improvement, security, fraud prevention, and internal administration.

Consent

Where required, we rely on your consent, particularly for any optional processing that is not necessary for a contract or legal obligation. You may withdraw consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

Vital Interests and Special Category Data

In limited situations, we may process special category data where necessary to protect vital interests or where you have provided explicit consent and it is relevant to the service. Such information is handled with extra care and only when truly needed.

5. Sharing Personal Data and Processors

We may share personal data with trusted third parties only when necessary and proportionate. These recipients may act as processors on our behalf or as independent controllers in their own right. Examples include:

Payment service providers for secure transaction handling;
Accounting and bookkeeping providers for financial administration;
IT and cloud storage providers for secure data hosting, communication, and system maintenance;
Customer management and scheduling tools used to organise jobs and communicate with clients;
Insurance providers and claims handlers where necessary for loss or damage claims;
Professional advisers such as legal, tax, or compliance advisers;
Public authorities where disclosure is required by law.

All processors are required to protect personal data, act only on our instructions, and implement appropriate technical and organisational security measures. We do not sell personal data.

6. International Transfers

If any processor stores or accesses personal data outside the UK, we will take appropriate steps to ensure that your data remains protected. This may include using approved contractual safeguards and assessing the level of protection offered in the destination country.

7. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, and in line with legal, accounting, and insurance obligations. Retention periods may vary depending on the type of information involved:

Booking and service records: typically retained for a reasonable period after completion of the service to manage queries or disputes.
Financial and tax records: retained for the period required by law.
Complaint and claim records: retained for as long as needed to resolve the matter and meet legal obligations.
Correspondence: retained only as long as necessary for customer service and administration.

When data is no longer needed, it is securely deleted, anonymised, or destroyed. We apply a retention approach that follows the principle of data minimisation.

8. Security of Personal Data

We use appropriate safeguards to protect personal data against accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and password-protected systems. While no system can be guaranteed completely secure, we regularly review our procedures to reduce risk.

9. Your Rights

Under data protection law, you have several rights regarding your personal data. Subject to legal limitations, these 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 information.
Right to erasure: to request deletion of your data in certain circumstances.
Right to restriction: to ask us to limit the way we use your data in certain cases.
Right to object: to object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability: to receive certain data in a structured, commonly used format.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond within the time limits set by law. We may need to verify your identity before acting on your request.

10. Children’s Data

Our services are not directed at children. We do not knowingly collect personal data from children except where it is incidental to providing services requested by a parent, guardian, or other responsible adult.

11. Complaints

If you believe your data has been handled improperly, you have the right to raise a complaint with the relevant data protection authority. We encourage you to contact us first so that we can attempt to resolve any issue promptly and fairly.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or service arrangements. The latest version will apply from the date it is published. We recommend reviewing it periodically to stay informed about how we protect your data.

13. Summary of Our Commitment

Man And Van Belsize Park is committed to treating personal data with care, respect, and transparency. We process information only where there is a valid lawful basis, limit access to trusted processors, retain data only as long as necessary, and support your rights under data protection law. This policy applies to all Man And Van Belsize Park customers in area and is designed to ensure that your personal information is handled responsibly throughout the service lifecycle.