Man with Van Mayfair Privacy Policy

This Privacy Policy explains how Man with Van Mayfair collects, uses, stores, and protects personal data relating to customers and potential customers. It applies to all Man with Van Mayfair customers and service users in the Mayfair area and surrounding locations where our services are offered.

Man with Van Mayfair is committed to complying with the UK General Data Protection Regulation and the Data Protection Act 2018. We process personal data lawfully, fairly, and transparently, and we only collect data that is necessary for the purposes explained below.

Scope of this Privacy Policy

This Privacy Policy applies to all personal data processed by Man with Van Mayfair in connection with enquiries about our services, bookings, service delivery, customer relationship management, and after-service communications. By contacting us, requesting a quote, or using our services, you acknowledge that you have read and understood this Privacy Policy.

Data We Collect

We may collect and process the following categories of personal data about you:

Identification and contact information, such as your name, address, service address, and any alternative contact details you choose to provide. Booking and service information, such as preferred dates and times, collection and delivery addresses, property access details, and notes you provide regarding the items to be transported. Communication records, such as information contained in messages, forms, or other correspondence you send to us, as well as any feedback or complaints you submit. Transaction and billing information, such as payment-related information required to process and confirm your bookings, limited to what is necessary for invoicing and accounting. Technical and usage information where applicable, such as basic technical details automatically sent by your browser or device when you access our online content, including date and time of access and pages viewed.

We do not intentionally collect special category data such as health information, racial or ethnic origin, or other sensitive data. We ask that you do not provide such information unless it is strictly necessary in relation to the service and you choose to share it with us.

Lawful Bases for Processing

We rely on the following lawful bases under the GDPR to process your personal data:

Contractual necessity: We process personal data where it is necessary to enter into a contract with you or to perform a contract for services. This includes handling enquiries, providing quotes, confirming bookings, arranging and delivering removal or transport services, and managing payments.

Legitimate interests: We process certain data where it is necessary for our legitimate business interests, provided that your interests and fundamental rights do not override those interests. This may include managing our relationship with you, improving our services, preventing fraud, ensuring the security of our operations, keeping records of past jobs for reference, and responding to your queries or complaints.

Legal obligation: We may process personal data where necessary to comply with legal or regulatory obligations, including tax, accounting, and record-keeping requirements, or to respond to lawful requests from public authorities.

Consent: In some limited cases, we may rely on your consent, for example where you choose to receive non-essential updates or marketing communications. 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 and provide quotes for services. To schedule, manage, and deliver removal and transport services, including communicating with you about arrangements, access, and timing. To process payments and maintain accurate billing and accounting records. To manage your customer account and history of bookings. To handle feedback, complaints, or disputes and provide after-service support. To improve our services, operations, and customer experience. To comply with applicable laws, regulations, and court orders.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with selected third parties only where necessary and subject to appropriate safeguards:

Service providers acting as data processors who provide services on our behalf, such as payment processing, secure data storage, booking or scheduling tools, customer management systems, and IT support. Professional advisers, such as accountants or legal advisers, where necessary for business administration or to obtain advice or representation. Public authorities or law enforcement, where we are required to do so by law or where it is necessary to protect our rights or the rights and safety of others.

We ensure that any data processors acting on our behalf are bound by written agreements that require them to process personal data only in accordance with our instructions and to apply appropriate technical and organisational measures to protect your data.

International Transfers

Where it is necessary for us to use data processors or service providers located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data. These may include using countries with an adequacy decision or implementing standard contractual clauses or other legally recognised safeguards.

Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet any legal, accounting, or reporting requirements.

In general, we keep booking and transaction records for a defined period that allows us to manage our relationship with you, handle any queries or disputes, and comply with tax and accounting obligations. After the relevant retention period expires, we will securely delete or anonymise your personal data so that it can no longer be associated with you.

The actual retention period may vary depending on the type of data and the context in which it was collected, but we regularly review our retention practices to ensure compliance with legal requirements and data minimisation principles.

Data Security

We take reasonable and appropriate technical and organisational measures to protect your personal data from unauthorised access, accidental loss, destruction, or damage. These measures include access controls, secure storage, and limiting personal data access to personnel who need it to perform their duties.

While we work hard to protect your information, no method of transmission or storage can be guaranteed to be completely secure. However, we continually review and update our security measures in line with industry practices and legal requirements.

Your Data Protection Rights

Under the GDPR, you have several rights in relation to your personal data. Subject to certain conditions and exemptions, you have the right to:

Access your personal data and receive information about how we process it. 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 retain or process it. Object to processing where we rely on legitimate interests and you believe your rights override those interests. Request restriction of processing in certain circumstances, for example while we verify the accuracy of data you contest. Request the transfer of your personal data to you or to a third party in a structured, commonly used, and machine-readable format where technically feasible and where the processing is based on consent or contract. Withdraw consent at any time where processing is based on your consent. Withdrawing consent does not affect the lawfulness of processing carried out before withdrawal.

If you wish to exercise any of these rights, you can contact us using the contact channels you normally use when dealing with Man with Van Mayfair. We may need to verify your identity before responding to your request.

You also have the right to lodge a complaint with the relevant data protection authority if you believe that your data protection rights have been infringed. We would appreciate the opportunity to address your concerns before you approach the authority, so please consider contacting us first.

Children's Data

Our services are intended for adults and for use in relation to residential or commercial moves and transport. We do not knowingly collect personal data from children. If you believe that we have inadvertently collected personal data relating to a child, please contact us so that we can investigate and, if appropriate, delete the data.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal obligations. When we make changes, we will revise the effective date at the end of this document. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.

Contacting Man with Van Mayfair

If you have any questions about this Privacy Policy, about how we process your personal data, or if you wish to exercise any of your data protection rights, you can contact Man with Van Mayfair using the contact details you normally use to communicate with us regarding quotes, bookings, or customer service.

Effective date of this Privacy Policy: 1 January 2026.