Privacy Policy - Man With Van Mayfair

This Privacy Policy explains how Man With Van Mayfair collects, uses, stores, shares, and protects personal data when providing moving, packing, transport, and related services. It applies to all Man With Van Mayfair customers in the area, including individuals, households, landlords, tenants, businesses, and any person who enquires about or receives our services. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK GDPR and the Data Protection Act 2018.

1. Personal Data We Collect

We only collect data that is relevant and necessary for the services we provide. Depending on how you interact with us, the personal data we may collect includes:

Identity information: name, title, and any business or organisation name where applicable.
Contact details: telephone number, email address, and move-related correspondence details.
Service information: pickup and delivery addresses, property access details, moving date, volume of items, special handling needs, and service preferences.
Billing and payment information: invoice details, payment status, and transaction records. Payment card details are handled securely by appropriate payment processors where used.
Communications: enquiries, booking requests, complaints, feedback, and any messages you send to us.
Operational information: records of completed services, delivery notes, damage reports, and notes needed to carry out the move safely.
Technical and usage data: if you interact with digital systems, we may collect limited technical data such as device information, browser type, and logs for security and performance purposes.

We do not intentionally collect special category data unless it is necessary and you have provided it voluntarily, for example where access or safety needs require it. If such information is shared, we treat it with additional care and only process it where permitted by law.

2. How We Use Your Data

We use personal data only for clear and legitimate purposes connected to our business operations. These purposes include:

providing quotations and managing bookings;
planning and delivering moving and transport services;
communicating with customers about schedules, access arrangements, and service updates;
processing payments, issuing invoices, and keeping accounting records;
responding to enquiries, complaints, and service issues;
maintaining safety, preventing fraud, and protecting our staff, customers, and property;
meeting legal, regulatory, insurance, and tax obligations;
improving our services and internal operations.

Man With Van Mayfair does not sell personal data. We do not use your information for purposes that are incompatible with the reason it was collected unless we inform you and have a lawful basis to do so.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis before processing personal data. We rely on the following bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes arranging quotes, confirming bookings, completing moves, issuing invoices, and communicating service details.

Legal obligation

We process certain data to comply with legal requirements, including tax, accounting, record-keeping, health and safety, and regulatory obligations.

Legitimate interests

We may process personal 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, administration, fraud prevention, customer support, and internal audit.

Consent

In some circumstances, we may rely on your consent, for example where you voluntarily provide optional information not required for the service. Where consent is used, you can withdraw it at any time.

4. Sharing Your Data and Processors

We may share personal data with trusted third parties only where necessary and appropriate. These parties act either as independent controllers or as processors acting on our instructions. The categories of processors and service providers may include:

IT and cloud service providers: for secure data storage, email, scheduling, and business administration.
Payment processors: for handling payments and financial transactions securely.
Accounting and bookkeeping providers: for invoicing, tax, and compliance tasks.
Insurance providers and claims handlers: where needed for claims, risk management, or incident reporting.
Professional advisers: such as legal, tax, or compliance advisers when necessary.
Subcontractors or operational partners: where required to complete services you have requested, subject to confidentiality and data protection obligations.

We require processors to handle data securely, only on our instructions, and in accordance with applicable law. Where data is transferred outside the UK, appropriate safeguards are used to protect it.

5. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected and to satisfy legal, accounting, and operational requirements. Retention periods depend on the type of information and the reason for processing.

Customer and booking records: retained for the period needed to manage the service and any follow-up matters.
Financial records: retained for the period required by tax and accounting law.
Communications and complaint records: retained for a reasonable period to resolve disputes and monitor service quality.
Claims or incident records: retained for as long as necessary for insurance, legal, or evidential purposes.

When personal data is no longer required, it is securely deleted, anonymised, or archived in line with our retention practices.

6. Your Rights Under GDPR

As a data subject, you have important rights regarding your personal data. Subject to legal limits and exemptions, these may include:

Right of access: to request confirmation of whether we hold your data and obtain a copy of it.
Right to rectification: 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 how we use your data in specific situations.
Right to object: to object to processing based on legitimate interests or direct marketing.
Right to data portability: to receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

You also have the right to raise concerns with the UK Information Commissioner’s Office if you believe your data has been handled unlawfully. We encourage you to contact us first so we can address any concern promptly and fairly.

7. Security of Personal Data

We use appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff training, confidentiality obligations, and regular review of our procedures. While no system can be guaranteed completely secure, we take reasonable and proportionate steps to safeguard information.

8. Children’s Data

Our services are not directed to children as a primary audience. We do not knowingly collect personal data from children except where it is unavoidably provided in the context of a household move or other service arrangement, and only to the extent necessary to complete the service safely and responsibly.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updated version will apply from the date it takes effect. We recommend reviewing this policy periodically to remain informed about how your data is processed.

10. Summary of Our Commitment

Man With Van Mayfair is committed to protecting personal data and respecting privacy rights. We collect only what we need, use it for clear and lawful purposes, keep it for no longer than necessary, and share it only with trusted processors or where required by law. This policy is designed to give customers confidence that their information is handled responsibly, securely, and in compliance with GDPR principles.

By using our services, you acknowledge that your personal data may be processed as described in this Privacy Policy and that this policy applies to all Man With Van Mayfair customers in the area.