Privacy Policy - Man With Van Mayfair

This Privacy Policy explains how Man With Van Mayfair collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Mayfair customers in the area, including individuals, households, and business clients who use our moving, transport, delivery, loading, unloading, and related services.

We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is intended to help you understand what information we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have in relation to your data.

1. Data We Collect

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

Identity details: name, title, and, where relevant, company name.
Contact details: address, email address, and telephone number.
Service information: collection and delivery addresses, property access details, moving requirements, inventory lists, preferred dates, and service instructions.
Payment and billing information: transaction records, invoice details, and payment status. We do not store card details unless required by a secure payment provider.
Communication records: emails, call notes, quotations, complaints, feedback, and other correspondence.
Technical data: limited information such as device type, IP address, and browser-related details if you interact with us online.
Security and operational records: photographs or notes relevant to the moving job, incident reports, and proof of delivery where needed.

We do not intentionally collect special category data unless you choose to provide it and it is necessary for a specific service need or legal requirement. Please avoid sharing sensitive information unless it is relevant to the service.

2. How We Use Personal Data

We use your personal data only where we have a valid legal basis and only for specific, legitimate purposes. These include:

providing quotes and arranging bookings;
planning, performing, and managing removals and transport services;
communicating about service changes, access requirements, delays, or issues;
issuing invoices, handling payments, and managing accounts;
responding to enquiries, complaints, and customer support requests;
maintaining records for business administration and legal compliance;
protecting against fraud, misuse, or illegal activity;
improving service quality, training, and operational efficiency.

We do not sell personal data. We also do not use your personal data for automated decision-making that produces legal or similarly significant effects.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Man With Van Mayfair relies on the following bases:

Contract

We process data when it is necessary to enter into or perform a contract with you. This includes preparing quotations, confirming bookings, delivering services, and managing payments.

Legal Obligation

We may process and retain certain information to comply with legal requirements, such as accounting, tax, insurance, and record-keeping obligations.

Legitimate Interests

We process some data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include service administration, customer support, business improvement, fraud prevention, and internal record management.

Consent

In limited cases, we rely on consent, for example where it is appropriate to use optional marketing communications or collect information not required for the contract. Where consent is used, you may withdraw it at any time.

4. Sharing Your Data and Processors

We may share personal data with trusted third parties who help us operate our business. These parties act as processors or independent controllers depending on the service they provide. We only share the minimum information needed for the relevant purpose.

Examples of processors and service providers may include:

payment processing providers;
accounting and bookkeeping software providers;
email, communication, and document storage platforms;
IT support, cloud hosting, and cybersecurity service providers;
customer management and quotation systems;
professional advisers, such as accountants or legal advisers, where necessary;
insurance providers and claims handlers;
subcontracted moving or logistics partners assisting with the service.

We require our processors to handle data securely, use it only for authorised purposes, and comply with applicable data protection laws. Where data is shared with an independent third party, they may have their own privacy terms that also apply.

We may also disclose data if required by law, court order, regulator, or law enforcement authority, or where necessary to protect our rights, customers, staff, or property.

5. International Transfers

In some cases, our processors may store or process data outside the UK. If this happens, we will ensure that appropriate safeguards are in place, such as UK adequacy regulations, standard contractual clauses, or equivalent protection measures. These safeguards are used to maintain a level of data protection that is consistent with UK GDPR requirements.

6. Data Retention

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

Booking and service records: generally retained for a reasonable period after the service is completed to manage follow-up queries, disputes, or claims.
Financial and tax records: retained for the period required by law.
Correspondence and complaint records: retained for as long as needed to resolve matters and maintain business records.
Technical or security-related records: retained for a shorter period unless required for investigation, compliance, or legal protection.

When data is no longer needed, we will securely delete, anonymise, or destroy it. Retention is based on necessity, not convenience.

7. Data Security

We use 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, limited staff access, and regular review of our handling procedures.

Although no system can be guaranteed completely secure, we take reasonable steps to reduce risk and to act promptly if a data incident occurs. Where legally required, we will notify affected individuals and the relevant authority of qualifying breaches.

8. Your Rights

As a data subject under UK GDPR, you have a number of rights regarding your personal data. These rights may apply depending on the circumstances and the lawful basis used for processing.

Right of access: you may request a copy of the personal data we hold about you.
Right to rectification: you may ask us to correct inaccurate or incomplete data.
Right to erasure: in certain cases, you may request deletion of your data.
Right to restriction: you may ask us to limit how we use your data in certain circumstances.
Right to object: you may object to processing based on legitimate interests or direct marketing.
Right to data portability: where applicable, you may request data in a structured, commonly used format.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

To exercise a right, we may need to verify your identity. Some rights are not absolute and may be limited by law, contract, or legitimate business requirements. If we cannot comply with a request, we will explain why where permitted.

9. Marketing and Communication Preferences

We may send service-related communications that are necessary to fulfil a booking or manage your account. Any optional marketing communications will only be sent where permitted by law. You can opt out of marketing at any time, and this will not affect essential service messages.

10. Children???s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is provided by an adult customer for the purpose of arranging a service. If we learn that we have collected data inappropriately, we will take steps to delete it where required.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or operational practices. The latest version will apply from the date it is updated. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

12. Summary of Our Commitment

Man With Van Mayfair is committed to processing personal data lawfully, securely, and transparently. We collect only what we need, use it for clear purposes, keep it for no longer than necessary, and work with trusted processors who are contractually required to protect it. Your privacy matters, and we aim to respect your rights at every stage of our service.