Privacy Policy
Man and a Van Mayfair Privacy Policy
This Privacy Policy explains how Man and a Van Mayfair collects, uses, stores, and protects personal data of its customers and prospective customers. It applies to all Man and a Van Mayfair customers and users of our services within our service area. We are committed to handling personal data in accordance with the UK General Data Protection Regulation and other applicable data protection laws.
Scope of this Privacy Policy
This Privacy Policy applies to all personal data that we process in connection with enquiries, bookings, provision of removal or transport services, customer support, and related activities. By using our services, providing your personal data, or contacting us, you acknowledge that you have read and understood this Privacy Policy.
Data Controller
Man and a Van Mayfair is the data controller responsible for determining the purposes and means of processing personal data in relation to our services. Where we use third party service providers to help deliver our services, those parties may act as data processors on our behalf.
Personal Data We Collect
We may collect and process the following categories of personal data about you when you enquire about or use our services:
Identification and contact details, such as your full name, postal address, service address, billing address, and general location information necessary to carry out the service.
Communication details, such as the content of enquiries, quotes, instructions, feedback, and any other correspondence you send to us through forms, messages, or other channels.
Service and booking information, such as requested services, dates and times of moves or deliveries, access details at collection and delivery points, inventory or item descriptions where you provide them, and any notes relevant to the safe and effective performance of the service.
Payment and billing information, such as information necessary to process invoices, payment status, and records of transactions. We do not store full payment card details if payments are processed through third party providers.
Technical and usage information, where applicable, such as basic technical information from your use of our online platforms, including date and time of access and standard log data, to help maintain security and improve our services.
How We Collect Your Data
We collect personal data directly from you when you contact us to request a quote, make a booking, ask a question, or provide feedback. This may be done in person, by phone, in writing, or through online forms. We may also receive personal data from third parties where they are acting on your behalf, for example a relative, employer, or letting agent arranging a move for you. In such cases, we assume that you have authorised them to share your data with us.
Lawful Bases for Processing
We process your personal data only where we have a valid lawful basis under data protection law. Depending on the context, the lawful bases we rely on include:
Contract: We process personal data where it is necessary to enter into or perform a contract with you, for example to provide a quote, confirm a booking, carry out removal or transport services, manage payments, and communicate with you about your service.
Legal obligation: We process certain personal data to comply with legal and regulatory obligations, including record keeping, tax and accounting requirements, and responding to lawful requests from authorities.
Legitimate interests: We process personal data where it is necessary for our legitimate business interests, provided that these are not overridden by your rights and freedoms. This includes managing and improving our services, preventing fraud or misuse, protecting our property and staff, handling complaints, and maintaining appropriate business records.
Consent: In limited cases, we may rely on your consent, for example where you ask us to keep your details on file for future services or where optional communications are clearly separate from our core service. Where processing is based on consent, you may withdraw your consent at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
To respond to enquiries, provide quotes, and offer information about our services that you request.
To create and manage bookings, plan routes, organise staff and vehicles, and deliver the services you have agreed with us.
To communicate with you before, during, and after the service, including confirmations, updates, and follow up messages relating to the service.
To issue invoices, process payments, manage refunds where applicable, and maintain accurate financial records.
To manage our relationship with you, including handling any queries, concerns, feedback, or complaints.
To improve our services, through internal analysis, training, and quality control.
To meet legal, regulatory, and insurance obligations, including the establishment, exercise, or defence of legal claims.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with third parties only where necessary and in accordance with data protection law. These may include:
Service providers and data processors who assist in delivering our services, such as payment processors, IT and hosting providers, communication platforms, and administration or accounting support services. These parties act under our instructions and are bound by contractual obligations to protect your personal data.
Professional advisers such as accountants, insurers, or legal advisers, where necessary to manage our business, comply with obligations, or handle disputes.
Authorities or law enforcement bodies, where we are required or permitted to do so by law.
In all cases, we limit the personal data shared to what is strictly necessary for the relevant purpose and take steps to ensure that your data remains protected.
International Transfers
If we use service providers or systems located outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data in accordance with applicable law. This may include the use of approved contractual clauses or equivalent legal mechanisms.
Data Retention
We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements. The specific retention period depends on the type of data and the context in which it was collected.
In general, we keep records relating to bookings, services provided, and invoicing for a period required by law and for the time needed to address any potential queries or legal claims. Enquiry and quote information that does not lead to a booking may be kept for a shorter period to allow us to respond to follow up requests and manage our internal records.
When personal data is no longer required, we will securely delete, anonymise, or restrict access to it.
Data Security
We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, destruction, or alteration. These measures include access controls, secure storage, staff awareness, and procedures for handling data securely. While we take reasonable steps to protect your data, no system can be completely secure, and you should take care when sharing personal information.
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 exceptions:
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 information about how it is used.
Right to rectification: You have the right to ask us to correct or complete any inaccurate or incomplete personal data we hold about you.
Right to erasure: In certain circumstances, you may request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected and we have no legal reason to retain it.
Right to restriction: You may ask us to restrict the processing of your personal data in specific situations, such as while we are verifying its accuracy or where you have objected to our processing.
Right to object: You have the right to object to our processing of your personal data where it is based on our legitimate interests. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms, or where processing is required for legal claims.
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, and machine readable format and, where technically feasible, to have it transmitted to another controller.
Right to withdraw consent: Where we rely on your consent, you may withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before you withdrew consent.
If you exercise your rights, we may need to verify your identity before responding. We aim to respond to all valid requests within the timelines set by law.
Complaints
If you have concerns about how we handle your personal data, we encourage you to contact us so we can try to resolve the issue. You also have the right to lodge a complaint with the relevant data protection supervisory authority in your jurisdiction if you believe that your rights have been infringed.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any changes will be effective when we publish the revised version. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
