Man with Van Fitzrovia Privacy Policy

This Privacy Policy explains how Man with Van Fitzrovia collects, uses, discloses and protects personal data relating to customers and prospective customers in the Fitzrovia area. It is intended to comply with the United Kingdom General Data Protection Regulation, the Data Protection Act 2018 and other applicable privacy laws. By using our services, requesting a quote, or otherwise providing your personal data to us, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all Man with Van Fitzrovia customers, potential customers and website visitors in the Fitzrovia area who interact with us by phone, online, or in person. It covers personal data collected before, during and after the provision of our services, including enquiry, booking, payment and aftercare stages.

Data Controller

For the purposes of UK GDPR, Man with Van Fitzrovia is the data controller in respect of the personal data that we collect and process about you. As data controller, we determine the purposes and means of processing your personal information and are responsible for ensuring that such processing complies with applicable data protection laws.

Personal Data We Collect

We may collect and process the following categories of personal data when you contact us, request a quote, make a booking, or use our services:

Identification and contact details, such as your name, address, collection and delivery addresses, and general location details for planning your move or transport service. Communication information, including information you provide when you contact us by phone, online forms, or other communication channels, as well as records of our communications and any notes relating to your enquiry or booking. Service and booking details, such as the date and time of your booking, type of service requested, property type, access information, inventory details, and special instructions relating to your move or transport job. Payment and transaction information, including details of the method used to pay for our services and records of payments received. We do not store full payment card numbers; this information may instead be processed directly by our payment processors. Technical and usage information, where applicable, such as basic information about how you use our website or online quote tools, including date and time of visits, pages viewed, and general device information. This is generally collected via cookies or similar technologies where used. Feedback and reviews, which may include your opinions about our services, ratings, and any comments you choose to provide.

How We Collect Your Personal Data

We collect personal data directly from you when you contact us to request a quote, make an enquiry, confirm a booking, or provide feedback. We may also collect data when you use our website or online tools. In some cases, limited information may be provided by a third party arranging a service on your behalf, such as a family member, landlord, or business colleague. Where this occurs, we expect that they have your permission to share that information with us.

Lawful Bases for Processing

We rely on one or more of the following lawful bases under UK GDPR to process your personal data:

Contractual necessity. We process your personal data where it is necessary to enter into, or perform, a contract with you, including providing quotes, confirming bookings, delivering moving or transport services, and handling payments or invoicing. Legitimate interests. We may process personal data where it is necessary for our legitimate interests, provided that these are not overridden by your rights and freedoms. Our legitimate interests include managing our business operations, improving our services, responding to enquiries, handling complaints, and preventing fraud or misuse of our services. Legal obligations. We may process personal data where necessary for compliance with legal obligations, such as accounting, tax, or regulatory requirements, and in response to lawful requests from public authorities. Consent. In limited circumstances, we may rely on your consent, for example for certain optional marketing communications or for non-essential cookies where applicable. Where we rely on consent, you have the right to withdraw it at any time.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide quotes, respond to your enquiries, and offer information about our services. To create and manage bookings, plan routes, allocate vehicles and staff, and carry out our moving or transport services. To communicate with you before, during and after the service, including sending confirmations, updates, and follow-up communications. To process payments, issue invoices or receipts, and maintain financial records. To manage and improve our business operations, including training, quality control, and service development. To handle complaints, resolve disputes, or enforce our terms of service. To comply with legal, regulatory, and accounting obligations. Where permitted, to send you information about similar services that may be of interest to you, while always offering you the option to opt out.

Data Retention

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

In general, enquiry and booking records are kept for a period that allows us to respond to queries, manage our services, and maintain appropriate business records. Financial and transaction records are typically kept for a period required by law for tax and accounting purposes. Communications and feedback may be retained to assist with customer service, training and dispute resolution. When personal data is no longer required for these purposes, we will securely delete or anonymise it so that it can no longer be associated with you.

Data Processors and Third Parties

We may share your personal data with third party service providers who act as data processors on our behalf. These may include:

Payment processors that handle card payments or other financial transactions. IT and hosting providers that support our websites, email systems and business software. Communication and customer management tools used to manage bookings, reminders, or service updates. Professional advisers, such as accountants or legal advisers, where reasonably necessary for our business operations. These processors are only permitted to process your personal data in accordance with our instructions and for the purposes described in this Privacy Policy. They are required to implement appropriate technical and organisational measures to protect your information.

We may also need to disclose personal data where required to do so by law, or where we believe it is necessary to protect our rights, property, or safety, or that of our customers or others.

International Transfers

Where any of our service providers or their servers are located outside the United Kingdom, your personal data may be transferred internationally. In such cases, we will ensure that appropriate safeguards are in place to protect your information, such as using standard contractual clauses or ensuring that the destination country has an adequate level of data protection as recognised by applicable law.

Data Security

We take data security seriously and implement appropriate technical and organisational measures designed to protect your personal data from unauthorised access, accidental loss, destruction or damage. These measures may include access controls, secure storage, encryption where appropriate, staff training, and regular review of our security procedures. However, no transmission of information over the internet or any storage system can be guaranteed as completely secure, and you share information with us at your own risk.

Your Data Protection Rights

Under UK GDPR, you have a number of rights in relation to the personal data we hold about you. These may include:

Right of access. You can request confirmation of whether we process your personal data and obtain a copy of that data, along with information about how it is used. Right to rectification. You can ask us to correct or update inaccurate or incomplete personal data that we hold about you. Right to erasure. In certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected and there is no legal reason for us to retain it. Right to restrict processing. You can request that we restrict the processing of your personal data in certain situations, such as while we are reviewing a request you have made in relation to its accuracy or use. Right to data portability. Where processing is based on your consent or on a contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used and machine readable format and to transmit it to another controller. Right to object. You may object to the processing of your personal data where we are relying on legitimate interests or conducting direct marketing. We will cease such processing unless we have compelling legitimate grounds or are required to continue for legal reasons. Rights in relation to consent. Where we rely on your consent to process your personal data, you may withdraw that consent at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.

We may need to verify your identity before responding to your request. We aim to respond to all valid requests within the time limits set by applicable law.

Children

Our services are not intended for children, and we do not knowingly collect personal data relating to individuals under the age of 18 except where a service is arranged by an adult and limited details are required solely for the performance of that service.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, operational needs or legal requirements. Any significant changes will be indicated by updating the date of the policy and, where appropriate, by notifying you through our usual communication channels. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.

Contact and Complaints

If you have any questions about this Privacy Policy or how we handle your personal data, or if you wish to exercise your rights, you can contact us using our usual customer contact channels. You also have the right to lodge a complaint with the UK Information Commissioner s Office if you believe that we have not handled your personal data in accordance with applicable law.