Privacy Policy - Man With A Van Earls Court

This Privacy Policy explains how Man With A Van Earls Court collects, uses, stores, shares, and protects personal data when providing moving, delivery, and related services. It applies to all Man With A Van Earls Court customers in the area, including individuals, households, landlords, tenants, and business clients who request or receive our services. We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable privacy laws.

1. Who This Policy Applies To

This policy applies to anyone whose personal data we process in connection with our services, including:

Customers requesting quotes or booking services
Recipients of goods or deliveries
Individuals whose items are moved on their behalf
Business contacts and authorised representatives
People who communicate with us by phone, email, or online enquiry forms

By using our services, you acknowledge that we may process your personal data as described in this policy. We only collect data that is relevant, adequate, and limited to what is necessary for the purposes explained below.

2. Personal Data We Collect

We may collect different types of personal data depending on the service requested. The data we collect may include:

Information you provide directly

Identity details such as your name and title
Contact details such as telephone number and email address
Service details including pickup and delivery addresses, moving dates, access notes, and item descriptions
Billing and payment details where required to process invoices or payments
Communication records from emails, calls, messages, and service enquiries
Special instructions relating to fragile items, parking arrangements, or entry access

Information we collect automatically

Technical data such as device type, browser type, and basic usage information if you interact with our online services
Location-related data where necessary to arrange and complete collections or deliveries
Service logs showing appointment times, scheduling, and job completion details

Information from third parties

We may also receive personal data from third parties where it is necessary to provide our services, such as:

Landlords, letting agents, or estate agents arranging removals
Business clients or office managers coordinating a move
Payment processors or accounting systems
Subcontracted service providers working on our behalf

We do not intentionally collect more information than is needed for a particular service. If we receive data about someone who is not our direct customer, we will process it only for the limited purpose of carrying out the requested work.

3. How We Use Personal Data

We use personal data for legitimate business and operational purposes, including:

Providing quotes and confirming bookings
Managing customer accounts and service records
Planning routes, scheduling teams, and completing removals or deliveries
Contacting customers about service updates, delays, or changes
Issuing invoices, collecting payments, and maintaining financial records
Responding to enquiries, complaints, and service-related requests
Meeting legal, tax, insurance, and regulatory obligations
Protecting our business, staff, customers, and property from fraud, misuse, or unlawful activity

We may also use limited information to improve our operations, such as understanding service demand, improving scheduling, and reviewing service quality.

4. Lawful Basis for Processing

We only process personal data where we have a lawful basis under data protection law. Depending on the circumstances, our lawful bases may include:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes booking services, arranging collections and deliveries, managing payments, and completing the work you have requested.

Legal Obligation

We process certain data to comply with legal requirements, such as tax rules, accounting obligations, insurance requirements, and record-keeping duties.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided your rights and freedoms do not override those interests. This may include managing our business efficiently, preventing fraud, maintaining service records, improving customer experience, and protecting our staff and property. Where we rely on legitimate interests, we consider whether the processing is proportionate and whether any impact on individuals is minimal.

Consent

In limited cases, we may rely on your consent, for example for optional communications or certain types of data use where consent is the most appropriate basis. Where consent is used, you may withdraw it at any time.

5. Sharing Personal Data and Processors

We may share personal data only when necessary and only with trusted parties who help us deliver our services. These parties act as processors or, in some cases, separate controllers.

Categories of processors

IT and cloud service providers that store or secure business data
Accounting and invoicing processors that support financial administration
Payment service providers that handle card or online payments
Communication service providers that assist with customer messaging
Operational subcontractors who help complete a move or delivery

These processors are only allowed to use personal data under our instructions and must protect it appropriately. We require them to implement suitable security measures and to process data only for the agreed purpose.

Other disclosures

We may also disclose personal data where required by law, including to regulatory authorities, law enforcement, courts, insurers, or professional advisers. We may share limited information in connection with a business reorganisation, merger, or transfer of assets, provided data protection safeguards are in place.

6. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, or as required by law. Retention periods vary depending on the type of data and the nature of the service.

Quotation and booking records are retained for a period needed to manage the service and handle any follow-up issues
Financial and tax records are retained for the period required by applicable accounting and tax laws
Customer communication records are retained for operational, evidential, and complaint-handling purposes
Incident or insurance-related records are retained for as long as necessary to resolve claims or legal matters

When personal data is no longer needed, we will securely delete, anonymise, or destroy it. In determining appropriate retention periods, we consider the amount, nature, and sensitivity of the data, the risk of harm from unauthorised use, and our legal obligations.

7. Data Security

We take reasonable technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limiting data access to those who need it for legitimate business purposes.

However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security. If a personal data breach occurs that is likely to result in a risk to your rights and freedoms, we will take appropriate action in line with legal requirements.

8. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

Right of access – to request a copy of the 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 restrict processing – to ask us to limit how we use your data in certain cases
Right to data portability – to request that data you provided be transferred where applicable
Right to object – to object to processing based on legitimate interests or direct marketing
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time

To help protect your privacy, we may ask for information to verify your identity before responding to a request. We aim to respond within the time limits required by law. These rights may be subject to certain exceptions and limitations.

9. Children’s Data

Our services are not directed to children, and we do not knowingly collect personal data from children except where necessary in the context of a household move or related service. Where we do process such data, we do so only when it is necessary and with appropriate safeguards.

10. International Transfers

Where personal data is transferred outside the UK, we will ensure that appropriate legal safeguards are in place. This may include the use of approved contractual clauses or other recognised transfer mechanisms to protect the information in line with applicable law.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data processing practices. The most current version will apply to your use of our services. We encourage customers to review this policy periodically to stay informed about how their data is handled.

12. Summary of Our Commitment

We respect your privacy and handle personal data responsibly. Man With A Van Earls Court uses only the information needed to provide moving and delivery services, meet legal obligations, and support legitimate business operations. We limit retention, use trusted processors, and recognise your rights over your personal data. This policy applies to all Man With A Van Earls Court customers in area, and we are committed to maintaining lawful, fair, and transparent data practices at every stage of our service.