Man With a Van Earls Court Privacy Policy

This Privacy Policy explains how Man With a Van Earls Court collects, uses, stores and protects personal data of its customers in the Earls Court area. It is designed to comply with the UK General Data Protection Regulation and the Data Protection Act 2018. By using our services, you acknowledge that you have read and understood this Privacy Policy.

This Privacy Policy applies to all customers and prospective customers who contact, book or use Man With a Van Earls Court services in the Earls Court area, whether the interaction is by phone, online, in writing, or in person.

Data Controller

For the purposes of data protection law, Man With a Van Earls Court is the data controller in respect of the personal data we collect and process about you. This means we decide how and why your personal data is processed when you engage with our services in the Earls Court area.

Personal Data We Collect

We collect only the personal data that is necessary to provide our man and van and related services. The types of personal data we may collect include:

Identification and contact details, such as your name, address, postcode, and contact details necessary to organise and carry out your booking. Service and booking details, including dates and times of moves, collection and delivery addresses, access details such as floor level or parking information, and any notes you provide about items to be moved. Communication records, including information you provide when you contact us for quotes, ask questions, provide feedback, or make a complaint. Payment and billing information, such as transaction details and records of the services you have purchased from us. Limited technical data related to how you contacted us, for example information collected from basic website forms or call records where applicable.

We do not intentionally collect special category personal data such as health information, race or ethnic origin, or biometric data, and we ask that you do not provide such information unless it is strictly necessary for the safe performance of our services, for example where access or item handling requires specific safety considerations.

How We Collect Your Data

We may collect your personal data in the following ways:

Directly from you when you request a quote, make a booking, contact us by phone, online form, or in writing, or provide feedback. Indirectly where your details are provided by someone arranging services on your behalf, for example a family member, friend, landlord, or business contact organising a move for you. Automatically in a limited way, such as basic technical information when you visit our website or use an online form, where such data is necessary to operate the site and respond to your enquiry.

Lawful Basis for Processing

We rely on one or more of the following lawful bases under data protection law to process your personal data:

Contract: We process your data when it is necessary to enter into or perform a contract with you, for example to provide a quote, manage your booking, carry out your move, and handle payment and related communications. Legal obligation: We may process your data to comply with legal obligations, such as record-keeping and tax requirements. Legitimate interests: We may process your data where it is necessary for our legitimate business interests, provided that these interests are not overridden by your rights and freedoms. This can include improving our services, managing our relationship with you, and ensuring the security of our operations. Consent: In limited circumstances, we may rely on your consent, for example for certain types of optional marketing communications. Where we rely on consent, you have the right to withdraw it at any time.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide our services, including giving quotations, confirming bookings, planning routes, and completing moves or deliveries in the Earls Court area. To communicate with you about your enquiry, booking status, changes to the service, and general customer support. To manage payments, invoicing, and accounting related to the services provided. To improve our services, including reviewing customer feedback and understanding how our services are used. To handle complaints, disputes, or legal claims, and to protect our business and our customers. To comply with legal and regulatory requirements.

Data Sharing and Processors

We do not sell your personal data. We may share your data with trusted third parties only where necessary and in accordance with this Privacy Policy.

We may use data processors, such as:

Payment processing providers for secure handling of your payments. IT and hosting providers who help us operate our website and store data securely. Business and administrative service providers that support our operations, for example accountancy or record-keeping services. In some cases, carefully selected subcontractors or partner drivers who help us fulfil your booking in the Earls Court area.

When we use processors, they are only permitted to process your personal data on our instructions and must provide adequate technical and organisational measures to protect it.

We may also share data where required by law, for example with law enforcement or regulatory authorities, or where necessary to establish, exercise, or defend legal claims.

International Transfers

Our primary operations relate to customers in the Earls Court area and the United Kingdom. Should any transfer of your personal data outside the United Kingdom occur, we will ensure that an appropriate level of protection is in place, for example by using standard contractual clauses or other safeguards approved under data protection law.

Data Retention

We keep your personal data only for as long as is necessary for the purposes described in this Privacy Policy, and to meet our legal and accounting obligations.

In general, we will retain booking and transaction records, including related personal data, for a period consistent with legal and tax requirements. Enquiry records and communications may be kept for a shorter period where they do not lead to a booking, unless a longer period is required for legal or business reasons such as handling disputes.

When personal data is no longer required, it will be securely deleted or anonymised so that it can no longer be used to identify you.

Security of Your Personal Data

We take appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, misuse, or alteration. These measures include secure storage, access controls, and limiting personal data access to staff, contractors, and processors who need it to perform their duties.

While we use reasonable efforts to safeguard your data, no transmission or storage system can be guaranteed as completely secure. You should also take care when sharing personal information with us and ensure that your own devices and communication methods are protected.

Your Data Protection Rights

As a data subject under the UK General Data Protection Regulation, you have certain rights in relation to your personal data. These include:

Right of access: You can request confirmation that we process your personal data and obtain a copy of the information we hold about you. Right to rectification: You can ask us to correct inaccurate or incomplete personal data. Right to erasure: In some circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected and we have no legal reason to continue processing it. Right to restrict processing: You may ask us to restrict how we use your data in certain situations, for example while a complaint or accuracy check is resolved. Right to data portability: Where we process your data based on consent or contract and by automated means, you may request that we provide certain data in a structured, commonly used, machine-readable format so it can be transferred to another service provider where technically feasible. Right to object: You have the right to object to processing based on our legitimate interests, including any direct marketing activity, at any time.

If you wish to exercise any of these rights, we will respond in accordance with data protection law. We may need to verify your identity before fulfilling your request.

Complaints

If you have concerns about how we handle your personal data, you are encouraged to contact us so that we can address your concerns. You also have the right to lodge a complaint with the Information Commissioner's Office in the United Kingdom or another relevant supervisory authority.

Scope and Updates to This Policy

This Privacy Policy applies to all customers and prospective customers of Man With a Van Earls Court located in or using services in the Earls Court area. It covers all personal data we collect and process in connection with enquiries, quotes, bookings, and the provision of our services.

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or service offerings. Any changes will take effect from the date the updated policy is made available. You are encouraged to review this Privacy Policy periodically to stay informed about how we protect your information.