Privacy Policy

Man With A Van Fitzrovia is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, share, and protect personal information in connection with our moving and delivery services. It applies to all Man With A Van Fitzrovia customers in the area, including individuals, households, landlords, tenants, and business clients who use our services.

1. Who We Are

For the purposes of data protection law, Man With A Van Fitzrovia acts as the data controller for the personal information we process when arranging, providing, and managing our services. This means we decide how and why your personal data is used.

We are committed to handling personal information in accordance with the UK GDPR and the Data Protection Act 2018. We only process data where we have a lawful basis and where it is necessary, relevant, and proportionate for the service we provide.

2. Personal Data We Collect

We may collect and process different types of personal data depending on how you interact with us and which services you request. This may include:

Identity information such as your name and title.
Contact details such as your phone number and email address.
Service information such as pickup and delivery addresses, property access details, inventory lists, and moving requirements.
Payment information such as billing details and transaction records.
Communication records including messages, quotations, service notes, and customer feedback.
Technical information such as device or browser data if you communicate with us electronically.
Special instructions you give us in relation to fragile, valuable, or time-sensitive items.

We do not intentionally collect more personal information than is needed to provide our services safely and effectively. Where we receive information about third parties, such as building managers, recipients, or alternative contact persons, you should ensure that you have the right to share that information with us.

3. How We Collect Personal Data

We collect personal data in several ways:

Directly from you when you request a quote, make a booking, or communicate with us.
From third parties where necessary for service delivery, such as building access providers, payment providers, or authorised representatives.
Automatically through our systems when you communicate electronically, for example by email or online forms.

Where we receive personal data indirectly, we will take reasonable steps to ensure it is accurate and relevant to the purpose for which it was provided.

4. Lawful Basis for Processing

We only process personal data when we have a valid lawful basis under data protection law. Depending on the circumstances, our lawful bases may include:

Contract

We process your data where it is necessary to enter into or perform a contract with you. For example, we need your name, address, and contact details to arrange your move, confirm the booking, and complete the service.

Legal Obligation

We may process and retain certain information where required to comply with legal obligations, including tax, accounting, record-keeping, and regulatory requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include service administration, fraud prevention, improving service quality, responding to enquiries, and maintaining business records.

Consent

In limited cases, we may rely on your consent, such as for specific marketing communications or optional data uses. Where consent is used, you may withdraw it at any time.

5. How We Use Your Personal Data

We use personal data for the following purposes:

To provide quotations and schedule services.
To plan and carry out removals, deliveries, and related support services.
To communicate with you about your booking or service updates.
To process payments, invoices, and refunds where applicable.
To manage complaints, queries, and service issues.
To meet legal, accounting, and insurance obligations.
To improve our service operations, safety procedures, and customer experience.

We will not use your personal information for purposes that are incompatible with the reason it was collected, unless we have a lawful basis to do so.

6. Sharing Your Data and Processors

We may share personal data with trusted third parties who help us deliver our services. These organisations act as processors or, in some situations, as separate controllers. We only share what is necessary and require appropriate safeguards.

Examples of processors or service providers may include:

Payment processors that handle card or bank transactions.
IT and cloud service providers that store email, booking, or business records.
Accounting and bookkeeping providers that support financial administration.
Customer communication tools used to manage messages and service updates.
Insurance providers where data is required for claims or risk management.

We may also disclose personal data where required by law, by a court order, or to protect our legal rights, property, staff, or customers. Any processor we use is expected to handle data securely, keep it confidential, and process it only on our instructions.

7. Data Retention

We keep personal data only for as long as it is necessary for the purpose for which it was collected, or for as long as required by law. Retention periods may vary depending on the type of information and the nature of the service provided.

In general:

Booking and service records are retained for a reasonable period to manage disputes, repeat bookings, and service history.
Financial and tax records are kept for the period required by accounting and tax law.
Complaint and claims records may be retained for longer where needed to resolve or defend legal matters.

When personal data is no longer needed, we will securely delete, anonymise, or archive it in line with our retention procedures.

8. Data Security

We use appropriate technical and organisational measures to protect personal information from unauthorised access, loss, alteration, or disclosure. These measures are designed to reflect the nature of the data we hold and the risks associated with processing it.

Although we take reasonable steps to protect data, no method of transmission or storage is completely secure. If we become aware of a personal data breach affecting your information, we will act in accordance with our legal obligations.

9. Your Rights

As a data subject, you have a number of rights under data protection law. These rights may be subject to certain conditions and exemptions. They include:

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete data.
Right to erasure – in some circumstances, you can ask us to delete your personal data.
Right to restriction – you can ask us to limit how we use your data in certain situations.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – where applicable, you can request a copy of your data in a structured format.
Right to withdraw consent – where processing is based on consent, you can withdraw it at any time.

You also have the right to lodge a complaint with the UK data protection regulator if you are concerned about how your information has been handled. We encourage you to raise any concerns directly with us first so we can try to resolve them promptly.

10. International Transfers

Where personal data is transferred outside the UK, we will take appropriate steps to ensure it remains protected. This may include using approved contractual safeguards or relying on countries that provide an adequate level of protection.

11. Marketing Communications

We may send marketing communications only where permitted by law. If we rely on consent, we will request it clearly and provide a simple way to opt out. You can object to marketing at any time, and we will respect your choice.

12. 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 or otherwise communicated.

13. Summary of Our Commitment

Man With A Van Fitzrovia collects only the information needed to provide safe, efficient, and lawful moving services. We use personal data on a valid lawful basis, retain it only for as long as necessary, share it carefully with trusted processors, and respect your rights under data protection law. This policy applies to all customers in the Fitzrovia area who use our services.