Man with Van Mayfair Privacy Policy

This Privacy Policy explains how Man with Van Mayfair collects, uses, stores and protects personal data relating to our customers and potential customers in the Mayfair area. It also describes your rights under the UK General Data Protection Regulation and the Data Protection Act, together referred to as data protection law. This Privacy Policy applies to all services provided by Man with Van Mayfair and to all customers and enquirers located in the Mayfair area who interact with us offline or online.

Who we are and scope of this policy

Man with Van Mayfair provides transport, removal and associated services to residential and commercial customers. In providing these services we act as a data controller, which means we decide how and why personal data is processed. This Privacy Policy applies to all personal data we process in connection with enquiries about our services, bookings, service delivery and customer relationship management for individuals and businesses in the Mayfair area.

Types of personal data we collect

We only collect personal data that is necessary to provide our services, manage our business and comply with legal obligations. The types of data we may collect include:

Identification and contact details such as name, title, postal address, service address, collection and delivery addresses, and communication preferences.

Booking and service information such as dates and times of moves, inventory descriptions provided by you, access details, special instructions, and related correspondence.

Payment and billing information such as billing address, payment confirmations and records of invoices and receipts. Card details are processed through secure payment processors and are not stored by us, except to the extent required for accounting records.

Communication records such as emails, messages and notes of telephone conversations, including enquiries, quotes, complaints and feedback.

Technical and usage data where relevant, such as basic device, browser or interaction information if you visit our online pages or respond to digital communications, to help us understand service interest and improve user experience.

How we collect personal data

We may collect personal data directly from you when you contact us to request a quote, book a service, ask a question, provide feedback or otherwise interact with us. This can be done by phone, through online forms, or in writing. We may also receive personal data indirectly from third parties involved in the provision of our services, for example letting agents, landlords, office managers or other intermediaries who arrange services on your behalf, and from payment service providers when you make a payment.

Lawful basis for processing

We process personal data only where we have a lawful basis under data protection law. The main lawful bases we rely on are:

Contract: We process personal data to enter into and perform contracts with you, such as providing quotes, confirming bookings, arranging collections and deliveries, and handling payments and customer service.

Legal obligation: We may process and retain certain information to comply with legal and regulatory requirements, including tax, accounting and record keeping obligations.

Legitimate interests: We may process personal data where it is necessary for our legitimate business interests and where these are not overridden by your rights and interests. This includes managing our relationship with customers, improving services, preventing fraud, and ensuring the security of our operations.

Consent: In limited situations we may rely on your consent, for example where required for specific forms of marketing. Where we rely on consent, you can withdraw it at any time.

How we use personal data

We use the personal data we collect for the following purposes:

To provide our services including preparing quotes, planning removals and collections, carrying out moves, and managing changes or cancellations.

To communicate with you about your enquiry or booking, including confirmations, updates, service notifications and responses to questions or complaints.

To process payments, issue invoices and manage our accounts, including dealing with payment queries or disputes.

To manage our business operations, such as scheduling, route planning, risk management, staff training and quality control.

To improve our services by analysing feedback, resolving issues and developing our service offering in the Mayfair area.

To comply with legal and regulatory requirements and cooperate with lawful requests from authorities where required by law.

Data sharing and processors

We do not sell or rent your personal data. We may share personal data with carefully selected third parties who act as data processors and support our service delivery. These include:

IT and hosting providers who supply and maintain our scheduling, communication or storage systems.

Payment service providers who process transactions on our behalf.

Professional advisers such as accountants or legal advisers where necessary for our legitimate business needs and to comply with legal obligations.

Operational partners or subcontractors who assist with transport or specialist handling, only to the extent necessary for them to provide their part of the service.

These processors are required by contract to keep personal data secure, to use it only according to our instructions, and to comply with data protection law. We may also share data with public authorities, regulators or law enforcement agencies where required by law or where necessary to protect our rights or the rights of others.

International transfers

Our services are focused on customers in the Mayfair area and the United Kingdom. If any of our processors or service providers transfer personal data outside the United Kingdom or European Economic Area, we will ensure appropriate safeguards are in place, such as standard contractual clauses or equivalent legal mechanisms, so that your data remains protected.

Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, and to comply with legal, accounting or reporting requirements. In general:

Enquiry and quote information may be kept for a period after the enquiry in case you decide to proceed with a booking or for our legitimate business records.

Booking and service records, including invoices and payment records, are typically retained for several years to meet tax and accounting obligations and to handle any potential legal claims.

Communication records and complaint information are retained for a period that allows us to manage our relationship with you and demonstrate how we handled issues.

When personal data is no longer needed, we will securely delete or anonymise it so that it can no longer be associated with an identifiable individual.

Data security

We take appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures may include restricted access controls, secure storage, encryption where appropriate, staff training and regular review of our security arrangements. While we take reasonable steps to protect your data, no system can be guaranteed to be completely secure.

Your data protection rights

Under data protection law, individuals in the Mayfair area have several rights regarding their personal data. Subject to certain conditions and exemptions, you have the right to:

Access: Request confirmation that we process your personal data and obtain a copy of that data.

Rectification: Ask us to correct inaccurate or incomplete personal data.

Erasure: Request deletion of your personal data where there is no longer a legal basis for us to process it.

Restriction: Ask us to restrict processing of your personal data in certain circumstances.

Objection: Object to processing that is based on our legitimate interests, including certain forms of profiling, and object to direct marketing at any time.

Portability: Request that we provide certain personal data to you or to another service provider in a structured, commonly used and machine readable format where processing is based on consent or contract and carried out by automated means.

Withdraw consent: Where we rely on consent, you can withdraw it at any time. This will not affect the lawfulness of processing carried out before withdrawal.

To exercise any of these rights, you can contact us using the details provided when you engage our services. We may need to verify your identity before responding and will respond within the time limits set by law.

Marketing preferences

We may use your contact details to send you information about our services that may be of interest, where permitted by law. You can opt out of marketing communications at any time by following the instructions in the communication or by contacting us to update your preferences. Opting out of marketing will not affect service related communications that are necessary to fulfil our contract with you.

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 protection practices. Any changes will take effect when the updated policy is made available. We encourage you to review this Privacy Policy periodically to remain informed about how we protect your personal data in the Mayfair area.