Privacy Policy

Man With a Van Fitzrovia Privacy Policy

This Privacy Policy explains how Man With a Van Fitzrovia collects, uses, stores and protects personal data relating to customers and prospective customers in the Fitzrovia area. It is intended to comply with the UK General Data Protection Regulation and related data protection laws. This Privacy Policy applies to all Man With a Van Fitzrovia customers and enquiries in the Fitzrovia area, whether you contact us online, by message, or by any other means.

By using our services or contacting us about our services, you acknowledge that you have read this Privacy Policy and understand how we handle your personal data. We may update this Privacy Policy from time to time and will use reasonable efforts to inform customers of significant changes.

Who We Are and Scope of This Policy

Man With a Van Fitzrovia is a local moving and transportation service provider operating in the Fitzrovia area. For the purposes of data protection law, we act as the controller of personal data that we collect about you in connection with our services. This Privacy Policy applies to personal data we collect from individuals and businesses who use, or enquire about, our services in the Fitzrovia area.

Types of Personal Data We Collect

We collect and process personal data that is necessary to provide our services, manage our business and comply with legal obligations. The categories of data we may collect include:

Identification and contact details, such as your name, address, collection and delivery addresses, and basic company details if you are acting on behalf of a business customer.

Communication details, such as messages and any other information you choose to provide when contacting us with queries, requests or complaints.

Service information, such as details of the items to be moved, access instructions, dates and times of bookings, and any special requirements that you communicate to us.

Transactional and billing information, such as the price quoted, services purchased, payment status and basic invoice details. We do not store full payment card information, but may retain records of payment amounts, dates and methods as required for accounting and legal purposes.

Technical and usage information, to the extent that our website or digital tools collect standard log data or analytics for security and performance, such as pages visited, referring sources and approximate location data. This information is generally collected in aggregate or pseudonymous form where possible.

Lawful Bases for Processing Your Data

We only process your personal data where we have a lawful basis to do so. The main lawful bases we rely on are:

Contract. We process personal data to take steps at your request before entering into a contract and to perform our contract with you. This includes handling bookings, providing quotes, planning and delivering moving services, responding to your service-related enquiries and managing payments.

Legitimate interests. We process personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. These legitimate interests include managing and improving our services, responding to non-contractual enquiries, ensuring the security of our operations, keeping appropriate business records and defending legal claims.

Legal obligation. We may process your personal data where it is necessary to comply with legal and regulatory obligations, such as tax, accounting and record-keeping requirements or responding to lawful requests from authorities.

Consent. In limited circumstances, we may rely on your consent, for example for certain types of optional marketing or communications. Where we rely on consent, you are free to withdraw it at any time.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide and manage our moving and transportation services, including quotations, bookings, logistics, delivery and customer support.

To communicate with you about your enquiries, bookings, amendments, cancellations and feedback.

To manage our relationship with you, including handling complaints, disputes and service quality issues.

To maintain and improve our business operations, such as internal administration, training, service optimisation and planning.

To comply with applicable laws, regulations and guidance, and to cooperate with regulators and law enforcement when required.

To establish, exercise or defend legal claims, such as in the event of an insurance claim, dispute or legal proceedings.

Data Sharing and Processors

We may share your personal data with selected third parties where necessary, and only to the extent required for the purposes set out in this Privacy Policy. These third parties act either as processors on our behalf or as separate controllers under the law.

We may use service providers that support our operations, such as providers of scheduling tools, messaging or communication platforms, IT hosting and maintenance, accounting or bookkeeping tools, and document storage. These service providers act as processors and may only process your personal data in accordance with our instructions and for our specified purposes.

Where necessary, we may share personal data with professional advisers, such as accountants, insurers or legal advisers, who are bound by professional duties of confidentiality.

We may also share data with public, regulatory or law enforcement bodies where we are required to do so by law, court order or regulatory obligation, or where it is necessary to protect our rights or the rights of others.

We do not sell your personal data to third parties.

International Transfers

If any of our service providers or systems transfer personal data outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data in accordance with data protection law, for example by using standard contractual clauses or other approved mechanisms, and by assessing the level of protection in the destination country.

Data Retention

We keep your personal data only for as long as is reasonably necessary for the purposes for which it was collected, and to meet legal, accounting or reporting requirements.

In general, contact and service information relating to bookings is retained for a period that allows us to manage ongoing relationships, respond to queries and handle potential disputes or claims. Accounting and invoice records are retained for the period required by law for tax and financial reporting purposes.

Where we process personal data based solely on your consent, we will stop processing that data for the relevant purpose if you withdraw your consent, unless we have another lawful basis for continuing the processing.

Security of Your Personal Data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, misuse, alteration or disclosure. These measures include restricting access to personal data to those personnel and service providers who need it to perform their duties, maintaining suitable security configurations for our systems and using secure methods to store and transmit data where appropriate.

While we take reasonable steps to protect your personal data, no method of transmission or storage can be guaranteed to be completely secure. You are responsible for taking reasonable precautions to protect any information you send to us.

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 confirmation of whether we process your personal data and obtain a copy of the data we hold about you, together with certain information about how it is used.

Right to rectification. You can request that inaccurate or incomplete personal data be corrected or updated.

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, or where you withdraw consent and there is no other lawful basis for processing.

Right to restriction. You can request that we restrict the processing of your personal data in certain situations, for example while we are verifying its accuracy or assessing an objection you have raised.

Right to object. You may object to processing based on our legitimate interests, on grounds relating to your particular situation. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or where the processing is required for legal claims.

Right to data portability. In some cases, you can request that we provide your personal data to you in a structured, commonly used and machine-readable format, or that we transmit it directly to another controller where this is technically feasible.

Right to withdraw consent. Where we rely on your consent to process your personal data, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.

You also have the right to lodge a complaint with the relevant data protection authority if you are concerned about how we handle your personal data.

Contact and Further Information

If you have any questions about this Privacy Policy, how we handle your personal data, or if you wish to exercise any of your data protection rights, you can contact us using the usual communication methods you use for our services. Please describe your request clearly and provide enough information for us to identify you and locate your data.

This Privacy Policy applies to all customers and prospective customers of Man With a Van Fitzrovia in the Fitzrovia area and is intended to provide clear information about how we process personal data in a fair, transparent and compliant manner.