Privacy Policy - Man With Van Earls Court

This Privacy Policy explains how Man With Van Earls Court collects, uses, stores, shares, and protects personal data when providing moving, removal, transportation, and related services. It applies to all Man With Van Earls Court customers in the Earls Court area, including individuals and business customers who enquire about, book, or receive our services. We are committed to handling personal data in a lawful, fair, transparent, and secure manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Man With Van Earls Court acts as the data controller for personal data we collect and process in connection with our services. This means we determine why and how your personal data is used. In some circumstances, we may also act as a data processor where we process information on behalf of another organisation, but most customer-related processing is carried out by us as controller.

2. Personal Data We Collect

We collect only the information that is necessary to provide our services, manage bookings, communicate effectively, and meet legal obligations. The types of personal data we may collect include:

Identity details such as your name and title.
Contact details such as your email address, telephone number, and address.
Booking and service details including move date, pickup and delivery locations, property access information, inventory lists, and any instructions you provide.
Payment and billing information such as invoice details and payment status.
Communications including emails, messages, notes from calls, complaints, and service-related correspondence.
Technical data if you interact with us online, such as IP address, browser type, and usage information, where relevant.
Special category data only where absolutely necessary and usually only if you voluntarily provide it, for example information about health or access needs that may affect the moving service. Such data is handled with additional care and only when a lawful condition applies.

We generally do not ask for unnecessary personal information. Please avoid sharing sensitive details unless they are relevant to your move or required for safe service delivery.

3. How We Use Personal Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To manage bookings and deliver moving services.
To communicate about appointments, access arrangements, and service updates.
To process payments and maintain financial records.
To handle complaints, disputes, and customer support.
To comply with legal, tax, accounting, and insurance obligations.
To protect our business, staff, vehicles, and customers from fraud, misuse, or security risks.
To improve our services and maintain operational records.

We only use your personal data for purposes that are compatible with the reason it was collected, unless we have a valid legal basis to use it otherwise.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for every processing activity. Man With Van Earls Court relies on the following bases, depending on the situation:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes processing bookings, providing moving services, issuing invoices, and communicating about the agreed service.

Legal Obligation

We may process and retain information where required to meet legal obligations, such as tax records, accounting requirements, insurance documentation, and responses to lawful requests.

Legitimate Interests

We may process data where necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. Examples include managing customer relations, improving services, preventing fraud, maintaining security, and keeping internal records. When we rely on this basis, we consider whether the processing is proportionate and whether your interests require extra protection.

Consent

In limited situations, we may rely on your consent, particularly for optional communications or where special category data is provided and no other lawful basis applies. Where consent is used, you may withdraw it at any time.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties when necessary to operate our business and deliver our services. These parties may act as data processors or independent controllers depending on the context. Processors only act on our instructions and are required to protect your data.

Processors and service providers may include:

Payment providers for secure payment processing.
Accounting and invoicing services for financial administration.
IT and hosting providers for data storage, email, and system support.
Customer communication tools used to manage messages and service updates.
Insurance providers where claims or incidents require review.
Professional advisers such as accountants, lawyers, or auditors.

We may also share information with public authorities, regulators, or law enforcement where legally required. We do not sell your personal data.

6. International Transfers

If any processor stores or accesses data outside the UK, we will ensure that appropriate safeguards are in place before any transfer takes place. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent protective measures. We only transfer data where necessary and where a suitable level of protection is maintained.

7. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, or for as long as required by law. Retention periods depend on the type of information and the reason for processing. In general:

Quotation and enquiry records may be kept for a limited period if no booking follows, to manage follow-up and business records.
Booking, service, and invoice records are usually retained for a period required by tax, accounting, and contractual obligations.
Complaint and dispute records may be retained for longer where needed to defend legal claims or demonstrate compliance.
Security-related or incident records may also be retained for a reasonable period, depending on the matter involved.

When data is no longer needed, we will securely delete, anonymise, or archive it as appropriate.

8. Security of Personal Data

We take reasonable technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, restricted permissions, secure systems, staff confidentiality obligations, and routine review of our procedures. While no system can be guaranteed fully secure, we work to maintain a high level of protection.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to conditions or exemptions depending on the circumstances. You have the right to:

Access your personal data and receive a copy of the information we hold about you.
Rectification of inaccurate or incomplete personal data.
Erasure of your data in certain circumstances, sometimes known as the right to be forgotten.
Restriction of processing in certain situations.
Object to processing based on legitimate interests or direct marketing, where applicable.
Data portability for information you have provided to us, where the legal conditions are met.
Withdraw consent at any time where processing is based on consent.
Lodge a complaint with the Information Commissioner’s Office if you believe your data rights have been infringed.

If you exercise any of these rights, we may need to verify your identity before responding. We aim to respond within the time limits required by law.

10. Children’s Data

Our services are not directed to children, and we do not knowingly collect personal data from children except where it is necessary in connection with a household move and the information is provided by an adult customer. If we become aware that we have collected data from a child without appropriate legal grounds, we will take steps to delete or protect it as required.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. The updated version will apply from the date it is issued. We encourage customers to review this policy periodically to remain informed about how personal data is handled.

12. Scope and Application

This Privacy Policy applies to all Man With Van Earls Court customers in the Earls Court area, including people who request a quote, make a booking, receive a service, or contact us for support. By using our services, you acknowledge that your personal data may be processed in accordance with this policy and the legal grounds described above.

We respect your privacy and handle your information with care, transparency, and responsibility. Our aim is to collect only what is needed, keep it only as long as necessary, and protect it at every stage.