Privacy Policy

Man with Van Mayfair Privacy Policy

This Privacy Policy explains how Man with Van Mayfair collects, uses, and protects personal data relating to our customers and prospective customers within the Man with Van Mayfair service area. It also sets out your rights under the UK General Data Protection Regulation and related data protection laws. By using our services, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all individuals and businesses who use, or enquire about using, the services of Man with Van Mayfair within our operating area. It covers data collected through telephone or text communication, online enquiries, booking forms, in-person visits, and any other interactions with us relating to our moving, man and van, or associated services.

Data Controller

For the purposes of the UK GDPR, Man with Van Mayfair is the data controller in relation to the personal data we collect and process about you. As data controller, we are responsible for determining the purposes and means of processing your personal information and for ensuring that such processing is carried out in compliance with applicable data protection laws.

Personal Data We Collect

We may collect and process the following categories of personal data when you contact us, request a quote, make a booking, or otherwise use our services:

Identification and contact information such as your name, address, pick-up and drop-off addresses, contact details including phone number, and any other contact preferences you provide to us.

Booking and service information including details of the items to be moved, property access information where necessary to carry out the service, dates and times of moves, and any special instructions you choose to provide.

Payment and transaction data such as records of services purchased, invoice and billing records, payment status, and limited payment details subject to the safeguards of any payment processor we use. We do not retain full card details where payments are processed by third party providers.

Communications and correspondence including records of your enquiries, complaints, feedback, and any other communications between you and Man with Van Mayfair by phone, text, online forms, or in writing.

Technical and usage information where applicable when you visit our website or use any online booking or enquiry tools, which may include IP address, browser type, and interaction data, collected through standard logging and analytics tools.

Lawful Bases for Processing

We only process your personal data where we have a lawful basis under the UK GDPR. Depending on the circumstances, we rely on the following lawful bases:

Contractual necessity: We process your personal data to take steps at your request before entering into a contract and to perform any contract for services with you. This includes providing quotations, confirming bookings, delivering the agreed moving services, and handling associated administration and billing.

Legal obligation: We may process your information where necessary to comply with our legal or regulatory obligations, such as record keeping, tax, and accounting requirements or responding to lawful requests from authorities.

Legitimate interests: We may process your personal data for our legitimate business interests, provided such interests are not overridden by your data protection rights. This can include managing our relationship with you, improving our services, preventing fraud, and maintaining the security of our operations.

Consent: In limited cases, we may rely on your consent, for example for certain types of marketing communications. Where we rely on consent, you have the right to withdraw it at any time, without affecting the lawfulness of processing based on consent before its withdrawal.

How We Use Your Personal Data

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

To provide quotations, respond to enquiries, and manage bookings for man and van and related services in the Man with Van Mayfair area.

To perform our contract with you, including planning and carrying out your move, communicating with you before, during, and after the service, and dealing with any issues or follow-up questions.

To manage payments, accounting, and invoicing, including confirming payment status, issuing receipts, and maintaining financial records as required by law.

To improve our operations, services, and customer experience, including through feedback, internal record keeping, and basic analytics.

To communicate with you about important service information such as changes to bookings, terms, or this Privacy Policy.

To protect our business, our staff, and our customers by detecting and preventing fraud, misuse of our services, or other harmful activity.

Data Retention

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

The precise retention period for particular categories of data will vary depending on the nature of the information and the reasons for which it was collected. In general, we retain customer and booking records for a period that allows us to respond to queries, manage any disputes or complaints, and comply with applicable laws regarding record keeping. After the relevant retention periods have expired, we will securely delete, anonymise, or otherwise dispose of your personal data.

Data Processors and Third Parties

We may share your personal data with carefully selected third party service providers who act as data processors on our behalf. These processors are engaged to perform specific tasks necessary for the provision and administration of our services and are contractually required to handle your data in accordance with data protection laws and our instructions.

Examples of processors and third parties we may use include payment processing providers to handle secure card and electronic payments, accounting or invoicing platforms to manage our financial records, information technology and hosting providers to operate our systems and website, and communication providers enabling calls or messaging services.

Where required, we may also share personal data with professional advisers such as accountants or legal advisers, and with public authorities where we have a legal obligation to do so. We do not sell your personal data to third parties.

International Data Transfers

Where our use of third party processors or service providers involves the transfer of personal data outside the United Kingdom, we ensure that appropriate safeguards are in place. These may include reliance on an adequacy decision by the relevant authorities or the use of standard contractual clauses or equivalent protections designed to ensure that your personal data remains protected to UK GDPR standards.

Security of Your Personal Data

We take reasonable and appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures include access controls, secure storage, restricted internal access to data on a need-to-know basis, and appropriate staff awareness. However, no method of transmission or storage is completely secure, and you acknowledge that you provide personal data at your own risk, while we take steps to protect it.

Your Data Protection Rights

Under the UK GDPR, you have a number of rights regarding your personal data, which apply to all Man with Van Mayfair customers and prospective customers within our service area. Subject to certain conditions and exemptions, these rights include:

Right of access: You have the right to request confirmation of whether we process your personal data and to receive a copy of that data, along with certain information about how it is used.

Right to rectification: You have the right to request that inaccurate or incomplete personal data we hold about you is corrected or updated.

Right to erasure: In some circumstances, you have the right to request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected or where you withdraw consent and there is no other legal basis for processing.

Right to restriction of processing: You may have the right to ask us to restrict the processing of your personal data in certain cases, such as while we verify its accuracy or consider an objection you have raised.

Right to object: You can object to our processing of your personal data where it is based on our legitimate interests or for direct marketing purposes. We will stop processing your data for direct marketing when you object.

Right to data portability: Where processing is based on your consent or on a contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used, machine-readable format and to request that we transmit it to another controller where technically feasible.

Right to withdraw consent: Where we rely on your consent to process your personal data, you may withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before consent was withdrawn.

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.

Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children. If we become aware that personal data relating to a child has been provided to us inappropriately, we will take steps to delete it where reasonably possible.

Changes to this Privacy Policy

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