Privacy Policy

Man With a Van St John's Wood Privacy Policy

This Privacy Policy explains how Man With a Van St John's Wood collects, uses, stores, and protects personal data relating to customers and prospective customers in St John's Wood and the surrounding area. It also explains 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 Man With a Van St John's Wood customers and anyone who makes an enquiry, requests a quote, or otherwise interacts with us in connection with our services in the St John's Wood area. It applies whether you contact us online, by message, or in person.

Data Controller

Man With a Van St John's Wood is the data controller in respect of the personal data described in this Privacy Policy. As data controller, we decide how and why your personal data is processed and are responsible for ensuring that it is handled in accordance with applicable data protection laws.

Personal Data We Collect

We may collect and process the following categories of personal data when you use our services or contact us:

Identification and contact details such as your name, address, pickup and delivery addresses, and other location details you provide in connection with a booking or enquiry.

Communication details such as the content of messages you send us, feedback you provide, and any other information you choose to include when you contact us.

Booking and service information such as preferred dates and times, type and size of items to be moved, access details for properties, special instructions, and related information about the services you request.

Payment and transaction information such as the amount charged, payment status, and basic billing information. We do not store your full payment card details, but we may receive limited payment confirmation information from payment processors.

Technical and usage information such as the date and time of your enquiry or booking, how you reached our service, and related metadata necessary for the secure operation and improvement of our services.

How We Collect Personal Data

We collect personal data directly from you when you contact us, request a quote, make a booking, or provide information during the provision of our services.

We may also receive personal data from third party service providers that support our business, such as payment processors and communication platforms, where this is necessary to manage bookings, process payments, or respond to your enquiries.

Lawful Bases for Processing

We process your personal data only where we have a lawful basis under data protection law. Depending on the context, we may rely on the following lawful bases:

Performance of a contract: We process your personal data to provide our man and van services, manage bookings, issue confirmations, carry out removals and deliveries, handle payments, and provide customer support.

Legitimate interests: We may process personal data where it is necessary for our legitimate business interests, such as improving our services, keeping records of completed work, preventing fraud, and ensuring the security of our operations. When relying on this basis, we balance our interests against your rights and freedoms.

Legal obligation: We may process and retain certain personal data where this is required to comply with legal or regulatory obligations, such as accounting, tax, or record-keeping requirements.

Consent: In limited situations, we may rely on your consent, for example for certain types of optional communication. Where we rely on consent, you are free to withdraw it at any time, and we will explain how you can do so.

How We Use Your Personal Data

We use your personal data for the following purposes:

To respond to your enquiries and provide quotes based on the information you supply about your move and locations.

To manage and fulfil bookings, including planning routes, scheduling staff, and carrying out the requested man and van services.

To communicate with you before, during, and after the provision of services, including confirming bookings, updating you on timings, and responding to questions or issues.

To process payments, issue invoices or receipts, and keep internal records of transactions and services provided.

To manage our relationship with you, including handling feedback, complaints, and any disputes, and to improve our services.

To comply with legal, regulatory, and tax obligations and to assist with the detection and prevention of fraud or other unlawful activities.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with trusted third parties where this is necessary for the operation of our business and the provision of our services. Such third parties may act as data processors on our behalf.

These third parties may include:

Payment service providers who process payments and provide us with information about payment status.

IT and communication service providers that host or support our systems, messaging platforms, or tools that we use to manage enquiries and bookings.

Professional advisers, such as accountants or legal advisers, where necessary to protect our legitimate interests and comply with our legal obligations.

Public authorities or law enforcement agencies where required by law or where necessary to protect our rights, property, or safety, or that of our customers or others.

Whenever we use third party processors, we take steps to ensure that they only process your personal data based on our instructions, provide appropriate security measures, and comply with data protection laws.

International Transfers

Where any of our service providers are located outside the United Kingdom or the European Economic Area, we will take appropriate steps to ensure that your personal data is afforded an equivalent level of protection. This may include the use of standard contractual clauses approved by the relevant supervisory authorities or reliance on other lawful transfer mechanisms.

Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy, including satisfying any legal, accounting, or reporting requirements.

Booking and service records are generally retained for a period that allows us to address queries, manage potential disputes, and comply with financial and tax regulations. After this period, personal data is either deleted or securely anonymised so that it can no longer be associated with you.

The exact retention period may vary depending on the type of data, the nature of our relationship with you, and legal requirements. We regularly review our retention periods and delete personal data that is no longer needed.

Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include restricting access to personal data to those who need it for legitimate business purposes and using secure methods to store and transmit information.

While we strive to protect your personal data, no method of transmission or storage is completely secure, and we cannot guarantee absolute security. However, we regularly review our security practices and aim to keep your data as safe as reasonably possible.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to certain conditions and exemptions, these include the right to:

Access your personal data and receive information about how it is processed.

Request correction of inaccurate or incomplete personal data.

Request deletion of your personal data where there is no longer a lawful basis for us to continue processing it.

Object to processing based on our legitimate interests, where your specific situation justifies it.

Restrict the processing of your personal data in certain circumstances, for example while we verify its accuracy.

Request the transfer of your personal data to you or another organisation in a structured, commonly used, and machine readable format, where technically feasible and applicable.

Withdraw consent at any time where we rely on consent to process your personal data, without affecting the lawfulness of processing carried out before withdrawal.

If you wish to exercise any of these rights, we will respond in accordance with applicable data protection laws. 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 try to resolve the issue. You also have the right to lodge a complaint with your local data protection authority. In the United Kingdom, this is the Information Commissioner's Office.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or the services we offer. Any significant changes will be explained in an updated version of the policy, and the revised version will apply from the date it is published. You should review this Privacy Policy periodically to stay informed about how we process your personal data.