Privacy Policy - Man With Van Pimlico

This Privacy Policy explains how Man With Van Pimlico collects, uses, stores, shares, and protects personal data when providing moving and transport services. It applies to all Man With Van Pimlico customers in the area, including individuals, households, landlords, tenants, and business clients who use our services or communicate with us in connection with a booking, quotation, or service enquiry.

1. Introduction

We are committed to handling personal data in a lawful, fair, and transparent way under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy explains what personal data we collect, why we collect it, how long we keep it, who may process it on our behalf, and the rights available to you under data protection law.

By using our services, making an enquiry, or providing information to us, you acknowledge that your personal data may be processed in accordance with this Privacy Policy.

2. Data We Collect

We collect only the personal data needed to provide and manage our services effectively. The categories of data we may collect include:

Identity details such as your name and title.
Contact details such as your phone number and email address.
Address details including collection and delivery addresses, billing addresses, and access notes.
Service information such as moving dates, property access requirements, inventory details, and service preferences.
Payment information such as transaction records and limited billing details. We do not intentionally store full card details where secure payment processors are used.
Communication records including emails, messages, booking notes, and complaint or feedback information.
Technical information such as IP address, device information, and basic usage data if you interact with digital systems used for enquiries or administration.

In some cases, we may also process information about vulnerable circumstances or special access needs if you choose to provide it so we can complete the service safely and appropriately. Where such information is provided, we will handle it with additional care and only for the purpose for which it was supplied.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotes, confirm bookings, and deliver moving services.
To communicate with you before, during, and after a service.
To manage customer accounts, invoices, and payment records.
To plan routes, assess job requirements, and ensure safe service delivery.
To handle complaints, disputes, refunds, and service-related queries.
To comply with legal, tax, insurance, and regulatory obligations.
To maintain internal records and improve our service quality.
To protect against fraud, misuse, or unauthorised access.

We do not use your personal data for unrelated purposes unless the law allows it and the use is compatible with the original purpose.

4. Lawful Basis for Processing

We process personal data only where we have a valid lawful basis under the UK GDPR. Depending on the context, our lawful bases may include:

Performance of a Contract

We process data when it is necessary to provide a quote, complete a booking, carry out a move, issue invoices, or fulfil our obligations under a service agreement.

Legal Obligation

We may process and retain certain records where required by law, including tax, accounting, insurance, or regulatory requirements.

Legitimate Interests

We may process data where it is reasonably necessary for our legitimate business interests, such as service administration, internal record keeping, fraud prevention, business improvement, and responding to customer enquiries, provided your rights and freedoms do not override those interests.

Consent

Where consent is required, for example for certain optional communications or specific processing activities, we will ask for it clearly. You may withdraw consent at any time, and this will not affect the lawfulness of processing carried out before withdrawal.

5. Sharing and Processors

We may share personal data with trusted third parties only where necessary and appropriate. These third parties may act as processors or independent controllers depending on the service provided.

Payment providers for processing secure transactions.
Accounting and invoicing providers for financial administration and record keeping.
IT and cloud service providers for secure data storage, email, and business systems.
Vehicle, logistics, and operational support providers where needed to complete a booking.
Professional advisers such as insurers, auditors, legal advisers, or accountants.
Public authorities where disclosure is required by law or necessary to protect rights, safety, or security.

All processors are required to handle personal data securely, process it only on our instructions, and implement appropriate technical and organisational safeguards. We do not sell personal data.

6. International Transfers

If any service provider stores or processes personal data outside the UK, we will ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other legally recognised protections to ensure your data remains protected.

7. Data Retention

We keep personal data only for as long as necessary for the purposes described in this Privacy Policy. Retention periods may vary depending on the type of data and the legal or operational need to keep it.

Booking and service records are generally kept for the duration of the customer relationship and for a reasonable period afterwards for reference, disputes, and service history.
Financial and tax records are retained for the period required by law.
Communication records may be kept as long as needed to respond to queries, resolve issues, and maintain business records.
Legal claim records may be retained longer where necessary to establish, exercise, or defend legal claims.

When data is no longer required, we will securely delete, anonymise, or dispose of it in a controlled manner.

8. Security of Your Data

We use appropriate security measures to protect personal data against loss, misuse, alteration, unauthorised access, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limited data access based on business need. While no system can be guaranteed to be completely secure, we take reasonable steps to protect the information we hold.

9. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

Right of access to request 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 your data in certain circumstances.
Right to restrict processing to limit how we use your data in specific situations.
Right to data portability to receive certain data in a usable format where applicable.
Right to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent where processing is based on consent.

Please note that these rights are not absolute and may be subject to legal exceptions or operational requirements. We will respond to requests in accordance with applicable data protection law.

10. How to Exercise Your Rights

If you wish to exercise any of your rights, we may need to verify your identity before acting on your request. This is to protect your data from unauthorised disclosure. We will respond within the time limits required by law and provide reasons where a request cannot be fully actioned.

11. Children’s Data

Our services are directed at adults arranging removals or transport services. We do not intentionally collect data from children unless it is incidentally provided by an adult customer as part of a service arrangement. If we become aware that we have collected personal data from a child without appropriate authorisation, we will take steps to delete it where required.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or operational needs. The most current version will apply to your data from the date it is published or otherwise made available. We encourage customers to review this policy periodically.

13. Complaints

If you have concerns about how we handle personal data, you should raise them so we can try to resolve the issue. You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been breached.

14. Summary of Our Commitments

We collect only data needed to provide and manage our services.
We use lawful bases such as contract, legal obligation, legitimate interests, and consent.
We retain data only for necessary and lawful periods.
We work with processors who are contractually bound to protect your information.
We respect your rights to access, correct, delete, restrict, object, and withdraw consent where applicable.

Man With Van Pimlico is committed to handling personal data responsibly, securely, and in a way that respects your privacy throughout the service relationship.