Privacy Policy - Man And A Van Mayfair

This Privacy Policy explains how Man And A Van Mayfair collects, uses, stores, shares, and protects personal data in connection with its moving and van services. It applies to all Man And A Van Mayfair customers in the area, including individuals who enquire about, book, or receive our services, as well as people whose information is provided to us by a customer for the purpose of completing a move or related service.

We are committed to handling personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We aim to ensure that personal information is processed fairly, lawfully, transparently, and securely.

1. Personal Data We Collect

We only collect personal data that is necessary for providing our services, managing our customer relationships, and meeting our legal obligations. The information we may collect includes the following:

Identity details such as your name and title.
Contact details such as your address, email address, and telephone number.
Booking details such as service dates, collection and delivery locations, inventory descriptions, and special instructions.
Payment information such as billing records and payment status.
Communication records including emails, messages, notes of calls, and service-related correspondence.
Property and access information where necessary for carrying out a move, such as access instructions, parking details, lift availability, and floor level.
Claims and incident information relating to damaged items, delays, complaints, or disputes.
Technical information if you interact with us digitally, such as device or usage data that may be collected through website forms or system logs.

We may also receive personal data from third parties where this is required for service delivery, such as from a person arranging a move on your behalf, a landlord, estate agent, solicitor, or business client. Where possible, we expect those parties to ensure they have the right to share the information with us.

2. How We Use Your Data

We use personal data only for legitimate business purposes connected to our moving and transport services. This includes:

processing enquiries and providing quotations;
confirming and managing bookings;
planning and carrying out removals, deliveries, and related services;
contacting customers about service updates, access requirements, or schedule changes;
issuing invoices and processing payments;
handling complaints, damage reports, and insurance-related matters;
meeting tax, accounting, and legal record-keeping obligations;
preventing fraud, misuse, and security incidents;
improving service quality, administration, and operational efficiency.

We will not use your personal data for purposes that are incompatible with the reasons it was collected unless we have a lawful basis to do so and, where required, your consent.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for every processing activity. The lawful bases we rely on are set out below:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This covers booking management, service delivery, payment administration, and customer support connected to the service you have requested.

Legal Obligation

We may process certain information to comply with legal obligations, including tax rules, accounting requirements, insurance duties, and other regulatory responsibilities.

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. Examples include service administration, quality control, defending legal claims, fraud prevention, and maintaining secure records.

Consent

Where required by law, we will rely on your consent. For example, if we need to use personal data for a purpose that is not covered by contract, legal obligation, or legitimate interests, we will ask for your clear agreement and you may withdraw it at any time.

In limited cases, processing may also be necessary to protect someone’s vital interests or to pursue a legal claim.

4. Who We Share Data With

We may share personal data with trusted third parties where necessary to operate our business and provide our services. These recipients may act as processors or, in some cases, independent controllers. We share data only when there is a valid business need and appropriate safeguards are in place.

Payment providers to process card or bank transactions.
Accounting and bookkeeping providers to support financial record-keeping and tax compliance.
IT and cloud service providers to store, manage, or protect business records and systems.
Customer communication tools used to send emails, messages, or service updates.
Insurance providers and claims handlers where needed to deal with damage, loss, or liability matters.
Professional advisers such as accountants, lawyers, or consultants.
Public authorities where disclosure is required by law or necessary for legal proceedings.

We require processors to act only on our instructions, to keep personal data secure, and to use it only for the contracted service. If data is transferred outside the UK, we will ensure suitable safeguards are in place in accordance with applicable law.

5. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including to satisfy legal, accounting, and reporting requirements. The retention period depends on the type of data and the reason we hold it.

Booking and service records are usually retained for a period reasonably required to manage the service, resolve queries, and handle complaints.
Financial and tax records are retained for the period required by applicable law.
Claims, disputes, and legal records may be kept longer where necessary to defend or establish legal rights.
Customer correspondence may be retained for operational and evidential purposes for a limited period.

When data is no longer needed, we will securely delete, anonymise, or archive it in line with our retention procedures.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, password protection, staff confidentiality obligations, and regular review of business systems. While no system can be guaranteed to be completely secure, we work to reduce risks and respond appropriately to any suspected data breach.

7. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to conditions and exemptions. They include:

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete information.
Right to erasure – in certain circumstances, you can request that we delete your data.
Right to restriction – you can ask us to restrict how we use your data in some situations.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – you can request certain data in a structured, commonly used format where the legal conditions apply.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with applicable law. We may need to verify your identity before dealing with your request. You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you are unhappy with how your data is handled.

8. Children’s Data

Our services are not intended to be used by children on their own. We do not knowingly collect personal data from children except where it is necessary in connection with a family move or where provided by an adult customer. If we become aware that we have collected information from a child inappropriately, we will take reasonable steps to delete it.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or the way we provide services. Any updates will apply from the date they are published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how personal data is handled.

10. Summary of Our Commitment

In summary, Man And A Van Mayfair collects only the personal data needed to provide moving and van services, uses it on a lawful basis, keeps it only for as long as necessary, and shares it only with trusted processors or where required by law. We respect your rights and take privacy seriously for every customer in the area.

By using our services, you acknowledge that you have read and understood this Privacy Policy.