Privacy Policy - Man With Van Mayfair

This Privacy Policy explains how Man With Van Mayfair collects, uses, stores, shares, and protects personal data in relation to services provided to customers in the Mayfair area. It applies to all Man With Van Mayfair customers in the area, including individuals and businesses who enquire about, book, or receive removal, transport, packing, loading, unloading, or related services. We are committed to handling personal data lawfully, fairly, transparently, and in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who this policy applies to

This policy applies to anyone who uses or interacts with Man With Van Mayfair services in the Mayfair area, whether they are a customer, prospective customer, recipient of a service, or a person whose details are provided to arrange a move. By using our services or communicating with us about a booking, you acknowledge that your personal data may be processed as described below.

2. Data we collect

We collect only the information needed to provide our services effectively and to manage our business responsibly. The types of data we may collect include:

Identity data, such as your name or the name of a business contact.
Contact data, such as telephone number, email address, delivery or collection address, and correspondence details.
Booking and service data, including move dates, inventory details, property access notes, service preferences, and special instructions.
Payment and transaction data, such as billing details, payment status, and records of services purchased.
Communication data, including messages, feedback, complaints, and records of calls or email exchanges where appropriate.
Technical data, such as basic device or browser information if provided through digital systems used to process enquiries or bookings.

We do not intentionally collect more information than is necessary for the purposes set out in this policy. In some cases, you may choose to provide additional information to help us complete a service safely and efficiently, for example, access restrictions, fragile item details, or specific delivery requirements.

3. How we use personal data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to arrange, deliver, and manage moving and transport services;
to communicate with customers before, during, and after a booking;
to process payments, refunds, and billing-related matters;
to maintain records of services and transactions;
to handle complaints, service issues, or claims;
to meet legal, regulatory, accounting, and tax obligations;
to improve our operations, service quality, and customer experience;
to protect against fraud, misuse, or unlawful activity.

We only use personal data where we have a lawful basis to do so. We may also use data in ways that are compatible with the original purpose for which it was collected, provided those uses remain lawful and appropriate.

4. Lawful basis for processing

Under data protection law, we must have a valid lawful basis to process personal data. Depending on the situation, Man With Van Mayfair may rely on one or more of the following bases:

Contract

We process personal data where it is necessary to take steps before entering into a contract, or to perform a contract with you. This includes managing bookings, providing moving services, and issuing invoices or service confirmations.

Legal obligation

We may process data where needed to comply with legal obligations, such as accounting rules, tax records, insurance requirements, or lawful requests from authorities.

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 managing customer relationships, improving services, preventing fraud, and maintaining internal records. When relying on this basis, we assess the impact on privacy and seek to ensure the processing is proportionate.

Consent

In limited cases, we may rely on your consent, for example where it is legally required or where we ask permission for a particular type of use. If consent is used, you can withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. Sharing personal data and processors

We may share personal data with trusted third parties where necessary for the operation of our services. These third parties act either as independent controllers or as processors acting on our instructions. We require processors to handle data securely, lawfully, and only for specified purposes.

Examples of processors or service providers may include:

payment service providers that help process transactions;
IT and software providers that support booking, communication, or record-keeping systems;
storage or cloud-hosting providers used to securely hold business data;
professional advisers such as accountants, auditors, or legal advisers;
insurance providers or claims handlers where service-related issues must be assessed;
subcontractors or operational partners involved in delivering the service where necessary.

We may also disclose personal data if required by law, regulation, court order, or to protect our rights, property, customers, staff, or the public. We do not sell personal data.

6. Data retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, reporting, insurance, or dispute-resolution requirements. Retention periods depend on the type of data and the reason for processing. For example, booking and transaction records may need to be retained for a longer period than enquiry records.

When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you. Where deletion is not immediately possible for technical or legal reasons, we will ensure the data is retained only for the minimum period necessary and protected appropriately.

7. Data security

We take reasonable technical and organisational measures to protect personal data from loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality expectations, and data minimisation practices. While no system is completely secure, we work to maintain a level of protection that is appropriate to the nature of the information we process.

8. Your rights under data protection law

Depending on the circumstances, you have a number of rights in relation to your personal data. These rights may be subject to conditions or exemptions under law. They 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 data.
Right to erasure - to request deletion of your data in certain situations.
Right to restriction - to ask us to limit processing in specific circumstances.
Right to data portability - to receive certain data in a structured, commonly used format.
Right to object - to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent - where processing relies on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the UK Information Commissioner's Office if you believe your data has been handled unlawfully or unfairly. We encourage you to raise any concerns with us first so we can try to resolve the matter promptly and appropriately.

9. Automated decision-making

We do not ordinarily use personal data for fully automated decision-making that produces legal or similarly significant effects. If this changes, we will update this policy and provide the information required by law.

10. International transfers

If personal data is transferred outside the UK, we will take steps to ensure that appropriate safeguards are in place. These may include approved contractual protections or other lawful transfer mechanisms designed to keep your data protected to a standard consistent with UK data protection requirements.

11. Children’s data

Our services are intended for adults arranging removals or transport services. We do not knowingly collect personal data from children unless it is necessary in a particular service context and provided by an adult with responsibility for the arrangement.

12. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or service arrangements. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers in the Mayfair area to review this policy periodically so they remain informed about how their data is handled.

13. Summary of our commitment

Man With Van Mayfair is committed to handling personal data responsibly, transparently, and in accordance with GDPR principles. We collect only what we need, use it for clear and lawful purposes, retain it only as long as necessary, and share it only with trusted processors or where required by law. Our goal is to ensure that every customer in the Mayfair area can use our services with confidence that their privacy is respected.

This policy applies to all Man With Van Mayfair customers in the area.