Privacy Policy - Man With Van Belsizepark

Man With Van Belsizepark is committed to protecting the privacy and personal data of all customers in the Belsizepark area and surrounding locations where our services are provided. This Privacy Policy explains how we collect, use, store, share, and protect personal information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all Man With Van Belsizepark customers in the area, including individuals, households, and business clients who use our moving, transport, delivery, loading, unloading, and related services.

1. Who We Are

For the purposes of data protection law, Man With Van Belsizepark acts as the data controller for the personal data we collect and process in connection with our services. This means we decide why and how your personal data is used. We are responsible for ensuring that personal data is handled lawfully, fairly, transparently, and securely.

2. Personal Data We Collect

We only collect personal data that is necessary for providing our services, managing customer relationships, and meeting legal obligations. Depending on how you interact with us, we may collect the following categories of information:

Identity details such as your name or business name.
Contact details such as telephone number, email address, and service address.
Service details such as booking dates, move size, item descriptions, access information, and delivery instructions.
Payment information such as billing details and payment records. We do not usually store full card details where payments are processed through secure payment providers.
Communication records such as emails, messages, call notes, and complaint or feedback information.
Site and operational information such as property access notes, parking details, and moving requirements.
Technical data in limited cases, such as basic device or browser information if you contact us through digital channels.

We do not intentionally collect special category data unless it is strictly necessary and you have provided it to us, for example where it is relevant to access arrangements or a specific service requirement. If we do collect special category data, we will only process it where a lawful basis exists and additional conditions under data protection law are met.

3. How We Use Your Data

We use personal data for the following purposes:

To provide moving, van, transport, and related services.
To manage bookings, quotations, scheduling, and service delivery.
To communicate with you before, during, and after the service.
To process payments, invoices, and refunds where applicable.
To maintain records of services provided.
To respond to enquiries, complaints, and customer support requests.
To improve our operations, customer experience, and service quality.
To comply with legal, tax, accounting, insurance, and regulatory obligations.
To prevent fraud, misuse, or unlawful activity.

We will only use your personal data for the purposes for which it was collected, unless we reasonably believe that we need to use it for another compatible purpose and that such use is permitted by law.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for each processing activity. We rely on the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes booking services, arranging transport, confirming move details, and delivering the agreed service.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. Examples include service management, record keeping, responding to customer queries, and improving our operations.

Legal Obligation

We process data where necessary to comply with legal duties, such as accounting, tax, insurance, safety, or regulatory requirements.

Consent

In limited situations, we may rely on your consent, for example for certain marketing communications where consent is required by law. You may withdraw consent at any time where it is the lawful basis used.

5. Sharing Your Personal Data

We may share your personal data with trusted third parties when necessary for providing our services or meeting legal obligations. These recipients may include:

Payment processors who handle secure payment transactions.
Accounting and bookkeeping providers who help manage financial records.
IT and data storage providers who support our systems, email, or record management.
Insurance providers where required for claims, liability, or risk management.
Professional advisers such as legal or financial advisers when necessary.
Public authorities where disclosure is required by law or a lawful request is made.

We only share the minimum information necessary and require processors and service providers to protect personal data and use it only for specified purposes.

6. Processors and Data Handling

When third parties process personal data on our behalf, they act as data processors. These processors do not use your data for their own independent purposes. Instead, they act under our instructions and are contractually required to keep the data secure and confidential.

Examples of processor functions may include secure cloud storage, appointment management systems, email hosting, payment processing, and accounting software. We take appropriate steps to ensure that processors offer sufficient guarantees regarding technical and organisational security measures.

Where processors are engaged, we assess them carefully and limit their access to what is necessary for the service they provide.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purpose for which it was collected, including to satisfy legal, accounting, or insurance requirements. Retention periods may vary depending on the type of data and the nature of the service provided.

In general:

Booking and service records may be retained for a reasonable period after completion of the job.
Financial and invoice records are typically retained for the period required by tax and accounting law.
Complaints, claims, or dispute-related records may be retained longer where needed to defend or establish legal rights.
When data is no longer needed, it is securely deleted, anonymised, or archived in accordance with our retention practices.

We regularly review data we hold to ensure it is not kept for longer than necessary.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, limited staff access, password protection, and staff awareness of confidentiality responsibilities.

No system is completely risk-free, but we work to reduce risk and handle personal data responsibly. If a data breach occurs that is likely to result in a risk to your rights and freedoms, we will respond in accordance with applicable law.

9. International Transfers

Where personal data is transferred outside the UK, we will ensure that suitable safeguards are in place so that your data receives an adequate level of protection. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent lawful transfer mechanisms.

10. Your Rights

Under data protection law, you have rights in relation to your personal data. Subject to legal conditions and exemptions, these may include:

Right of access to obtain a copy of the personal data we hold about you.
Right to rectification to correct inaccurate or incomplete information.
Right to erasure to request deletion of data in certain circumstances.
Right to restriction to limit how we process your data in certain cases.
Right to object to processing based on legitimate interests or direct marketing.
Right to data portability in certain circumstances, where applicable.
Right to withdraw consent where processing is based on consent.

You also have the right to raise concerns with the Information Commissioner???s Office (ICO) if you believe your data protection rights have not been respected.

11. Children???s Data

Our services are generally intended for adults or authorised representatives arranging moving services. We do not knowingly collect personal data from children except where it is incidental to the service and necessary for practical or safety reasons, and only where appropriate safeguards are in place.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, service arrangements, or data handling practices. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their personal data is protected.

13. Summary of Our Commitment

Man With Van Belsizepark respects your privacy and is committed to lawful, transparent, and secure processing of personal data. We collect only what is necessary, use it for clear business and legal purposes, share it only with trusted processors where needed, keep it only as long as required, and uphold your rights under UK data protection law. This policy applies to all Man With Van Belsizepark customers in area who use our services.