Privacy Policy

Man with Van Pimlico Privacy Policy

This Privacy Policy explains how Man with Van Pimlico collects, uses, stores and protects personal data relating to its customers and prospective customers in the Pimlico area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws.

This Privacy Policy applies to all Man with Van Pimlico customers, and anyone who makes an enquiry about our services, within the Pimlico area. By contacting us, requesting a quote or using our services, you acknowledge that you have read and understood this Privacy Policy.

Who we are and scope of this policy

Man with Van Pimlico provides man and van, removals and related transport services to individuals and businesses in the Pimlico area. For the purposes of data protection law, we are the data controller for the personal data described in this Privacy Policy. That means we decide how and why your personal data is processed.

This Privacy Policy covers personal data relating to private customers, business customers, and individuals who contact us for information or quotations, whether by phone, online forms or other communication channels.

Data we collect

We only collect personal data that is relevant to providing and managing our services. The types of data we may collect include the following categories.

Identification and contact details: name, title, postal address, collection and delivery addresses, billing address, and other relevant location details.

Contact details: email address and other contact information that you provide when you contact us or request a quote.

Service information: details about the services you request, including dates and times of moves, property access information you choose to share, inventory and item descriptions, special instructions and notes related to your move.

Communication records: records of communications between you and Man with Van Pimlico, including enquiries, bookings, confirmations, invoices and customer service correspondence.

Payment-related information: information necessary to process your payment, such as the amount, payment method and transaction identifiers. We do not store full card details where payment is made through a secure payment processor.

Technical information: limited technical information may be collected if you use our website, such as your IP address, browser type and general usage data, for security and basic performance monitoring.

We do not intentionally collect special category data such as health data, except where you voluntarily provide limited information that may be relevant to carrying out your move safely, for example mobility considerations. Where provided, such information is treated with particular care and only used for the specific purpose for which you supplied it.

How we collect your data

We collect personal data directly from you when you contact us, request a quote, make a booking or communicate with us about an existing or potential service. This may be by phone, through online enquiry forms, or in other written or verbal communications.

We may also receive personal data indirectly, for example when a third party arranges a move on your behalf and supplies your contact details and address information so that we can perform the service.

Lawful basis for processing

We process your personal data only where we have a lawful basis under data protection law. Depending on the context, the lawful bases we rely on are:

Contract: where processing is necessary to enter into, or perform, a contract for removals or man and van services with you. This includes handling enquiries, providing quotations, confirming bookings, carrying out the move and issuing invoices.

Legitimate interests: where processing is necessary for our legitimate business interests and these interests are not overridden by your data protection rights. Examples include managing our operations, improving our services, keeping records of previous moves, handling queries and complaints, and ensuring the security of our systems and vehicles.

Legal obligation: where we need to process certain data to comply with legal and regulatory requirements, such as accounting, tax and record keeping obligations.

Consent: where required, for example for certain types of optional marketing communications, we will rely on your explicit consent. You may withdraw that 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 our services.

To create and manage bookings, including planning routes, allocating vehicles and staff, and coordinating collection and delivery times.

To carry out the requested removal or man and van service safely and efficiently.

To communicate with you about your booking, including confirmations, reminders, updates and follow up messages.

To issue invoices, process payments and maintain accounting and financial records.

To manage customer service, handle feedback, resolve complaints and improve our services.

To maintain security, prevent fraud and ensure the safe operation of our business.

To comply with legal obligations and respond to lawful requests from authorities where required.

Data retention

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

In general, customer and booking records are kept for a period that allows us to handle any follow up queries, provide proof of service and meet our obligations under tax and company law. After this period, data is securely deleted or anonymised so that it can no longer be linked to an identifiable individual.

Retention periods may differ depending on the type of information and the legal or operational requirements that apply. Where we are required by law to retain records for a specific period, we will comply with those timeframes.

Data processors and third parties

We may share your personal data with carefully selected third parties who act as data processors or independent controllers, always in line with this Privacy Policy and applicable law.

Data processors: we use external service providers to support our operations, for example payment processing services, secure data storage and backup providers, customer management systems, and IT and communications providers. These processors are only permitted to process your personal data on our instructions and must keep it secure.

Professional advisers and authorities: where necessary, we may share data with professional advisers, such as accountants or legal advisers, and with regulatory or law enforcement authorities when required by law.

We do not sell your personal data. Any sharing of data is limited to what is necessary for the relevant purpose and subject to appropriate safeguards.

International transfers

Where any of our service providers are located outside the United Kingdom or the European Economic Area, and your personal data is transferred internationally, we will ensure that appropriate safeguards are in place. These may include standard contractual clauses or other mechanisms recognised under data protection law.

How we protect your data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. Measures may include controlled access to records, secure storage of digital information, encryption where appropriate, staff training and regular review of our data handling practices.

While we take reasonable steps to protect your personal data, no system can be guaranteed as completely secure. You should also take your own precautions, for example by limiting the personal details you include in open communications and keeping your devices secure.

Your data protection rights

As a customer of Man with Van Pimlico in the Pimlico area, you have a number of rights under data protection law in relation to your personal data. These rights include:

Right of access: you have the right to request confirmation that we process your personal data and to receive a copy of the data we hold about you, along with certain information about how it is used.

Right to rectification: you have the right to ask us to correct personal data that is inaccurate or incomplete.

Right to erasure: in certain circumstances, you may ask us to delete your personal data. This is sometimes known as the right to be forgotten. We may not be able to comply where we are required to keep data for legal reasons.

Right to restriction: you may ask us to restrict the processing of your personal data in specific situations, for example while we consider a request for rectification.

Right to object: you may object to processing that is based on our legitimate interests, on grounds relating to your particular situation. We will stop such processing unless we can demonstrate compelling legitimate grounds or the processing is needed for legal claims.

Right to data portability: where processing is based on consent or contract and carried out by automated means, you may request that your personal data is provided to you in a structured, commonly used and machine readable format, or transferred to another controller where technically feasible.

Right to withdraw consent: where we rely on your consent, you may withdraw it at any time. This will not affect the lawfulness of processing before consent was withdrawn.

You also have the right to lodge a complaint with a data protection authority if you believe your rights have been infringed. We encourage you to contact us first so we can try to resolve any concerns.

Children

Our services are not directed at children and we do not knowingly collect personal data relating to individuals under the age of 18, except where necessary and provided by an adult in connection with a removal service for a household. If you believe we have collected personal data about a child without appropriate authority, please contact us so that we can delete it where required.

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 updated version will apply from the date it is issued and will replace previous versions. You should review this Privacy Policy periodically to stay informed about how we handle your personal data.