Man with Van Earls Court Privacy Policy

This Privacy Policy explains how Man with Van Earls Court collects, uses, stores and protects your personal data when you use our services. 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 Earls Court customers and prospective customers within the Earls Court area.

1. Who We Are

Man with Van Earls Court is a local removals and transport service operating in the Earls Court area. For the purposes of data protection law, we are the data controller in relation to the personal data that we collect and process about you in connection with our services.

2. Scope of This Privacy Policy

This Privacy Policy covers personal data processed in connection with:

• Enquiries about our man and van, removal or transport services

• Bookings, quotations, and contracts for services

• Communications before, during and after service delivery

• Our website and any online forms or contact methods used to reach us

By using our services or contacting us, you acknowledge that you have read and understood this Privacy Policy.

3. Personal Data We Collect

We may collect and process the following categories of personal data when you interact with us:

• Identification and contact information, such as name, address, service address, billing address, and any other contact details you provide

• Booking and service information, such as dates and times of moves, collection and delivery locations, details of items to be moved, vehicle or access requirements, and special instructions

• Communication data, such as information you provide by phone, in writing or through online contact forms, including queries, feedback, or complaints

• Payment-related information, such as payment confirmations and transaction history connected to your bookings. We do not store full payment card details when you pay through a third party payment processor

• Technical and usage information, which may include your IP address, device information, and basic usage data when you visit our website, to help us maintain security and improve our services

4. How We Collect Your Data

We may collect personal data directly from you in the following ways:

• When you contact us by phone, text, online form or other communication channels

• When you request a quotation or make a booking

• When we provide removal or transport services at your request

• When you provide feedback, leave a review or make a complaint

We may also receive personal data about you from third parties where you have asked someone to arrange services on your behalf, or where we work with partners such as online platforms that refer you to us.

5. Lawful Basis for Processing

We will only process your personal data where we have a lawful basis to do so. Depending on the circumstances, we rely on the following lawful bases:

• Contract: to take steps at your request before entering into a contract, and to perform our contract with you, such as processing your booking, providing moving and transport services, and managing payments

• Legal obligation: to comply with applicable laws, regulations and record-keeping requirements, including tax and accounting rules

• Legitimate interests: to operate, manage and develop our business, including answering enquiries, improving our services, ensuring security and preventing misuse, provided that these interests are not overridden by your rights and interests

• Consent: in limited situations where we ask for your explicit consent, for example for certain types of optional communications. Where processing is based on consent, you may withdraw your consent at any time.

6. How We Use Your Personal Data

We may use your personal data for the following purposes:

• To provide quotations, confirm availability and manage your bookings

• To deliver man and van, removal and related services you have requested

• To communicate with you about your booking, including confirmations, updates and follow-ups

• To process and record payments, refunds and invoices

• To handle enquiries, feedback, disputes and complaints

• To maintain our business records and comply with legal, tax and regulatory obligations

• To improve our services, service quality and customer experience

• To protect the security of our systems, staff and customers, and to prevent or detect fraud or misuse

7. Data Retention

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

In general, we keep:

• Basic customer and booking records for a period required by tax, accounting and civil law obligations

• Communication records, quotes and service-related correspondence for a reasonable period after completion of services, to handle any queries, complaints or legal claims

Where personal data is no longer required, we will take reasonable steps to delete it or anonymise it so that you can no longer be identified.

8. Data Processors and Third Parties

We may share your personal data with trusted third parties who act as data processors on our behalf. These may include:

• Payment processing providers that handle card or electronic payments securely

• IT and hosting providers that support our website, email and other systems

• Professional advisers such as accountants or legal advisers who assist with our business operations

These processors are only permitted to process your personal data in accordance with our instructions and only for the purposes described in this Privacy Policy. We require them to implement appropriate security measures to protect your personal data.

We may also share personal data where necessary with third parties acting as independent controllers, for example with law enforcement authorities, regulatory bodies or insurers, where we are legally obliged to do so or where it is necessary to protect our rights, property or safety, or that of our customers or others.

9. International Transfers

Our core operations are based in the United Kingdom. If any of our service providers transfer or store personal data outside the United Kingdom or the European Economic Area, we will take steps to ensure that your personal data is protected in line with applicable data protection laws. This may include using appropriate safeguards such as standard contractual clauses or ensuring that the recipient is located in a jurisdiction with adequate data protection laws.

10. Data Security

We take reasonable technical and organisational measures designed to protect your personal data against unauthorised access, loss, alteration or disclosure. These measures include limiting access to personal data to those who have a business need to know it, using secure systems and keeping our procedures under regular review.

However, no method of transmission or storage is completely secure. While we strive to protect your personal data, we cannot guarantee its absolute security.

11. Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and exemptions. Your rights include:

• Right of access: you can request a copy of the personal data we hold about you and information about how we use it

• Right to rectification: you can ask us to correct or complete inaccurate or incomplete personal data

• Right to erasure: in certain circumstances, you can ask us to delete your personal data

• Right to restriction of processing: you can ask us to restrict how we use your personal data in certain situations

• Right to data portability: where applicable, you can request that we provide your personal data in a structured, commonly used and machine-readable format, or transfer it to another controller

• Right to object: you can object to our processing of your personal data where we rely on legitimate interests, including any direct marketing activities

• Rights in relation to consent: where we rely on your consent, you have the right to withdraw that consent at any time

If you wish to exercise any of these rights, you can contact us using the details available on our website or through the communication channel you used to reach us. We may need to verify your identity before responding to your request.

12. Complaints

If you are concerned about how we handle your personal data, you can contact us so that we can try to resolve the issue. You also have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom.

13. 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 protection practices. Any updated version will apply from the date it is published. You should review this Privacy Policy periodically to stay informed about how we handle your personal data.

14. Applicability to Man with Van Earls Court Customers in the Area

This Privacy Policy applies to all Man with Van Earls Court customers and prospective customers in the Earls Court area who use our man and van, removal, transport or related services, whether contacted online, by phone or through any other communication method. By requesting or using our services, you acknowledge that your personal data will be handled in accordance with this Privacy Policy.