Privacy Policy - Man With A Van Pimlico

This Privacy Policy explains how Man With A Van Pimlico collects, uses, stores, shares, and protects personal data when providing moving, transport, delivery, and related services. It applies to all Man With A Van Pimlico customers in the area, including individuals, households, landlords, tenants, and business clients who use our services or communicate with us in connection with a booking, quotation, or service request.

We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is intended to give you clear information about what we do with your information and the rights you have in relation to it.

1. Personal Data We Collect

We collect only the personal data that is necessary for us to operate our services effectively, safely, and lawfully. Depending on how you interact with us, we may collect the following categories of information:

Identity details such as your name and title.
Contact details such as telephone number, email address, and service address.
Booking and service information such as collection and delivery addresses, moving dates, item descriptions, access details, and special handling instructions.
Payment information such as billing details and transaction records.
Communication records including emails, messages, call notes, and complaint correspondence.
Technical information such as basic website or device data where relevant, including IP address and browser details, if you submit a form or interact with online systems.
Preference information such as service preferences, requested time slots, or communication preferences.

We do not intentionally collect special category data unless you choose to provide it and it is necessary for the service, for example if you volunteer information about accessibility needs, health-related requirements, or other sensitive matters that help us complete a move safely. If we do receive such information, we treat it with extra care and only use it where permitted by law.

2. How We Use Your Data

We use personal data for the following purposes:

To provide quotations, confirm bookings, and deliver removal or transport services.
To plan routes, allocate staff, and manage logistics.
To contact you regarding your booking, changes, delays, or service updates.
To issue invoices, process payments, and maintain accounting records.
To respond to queries, complaints, or claims.
To maintain service quality, staff training, and internal records.
To meet legal, tax, insurance, and regulatory requirements.
To prevent fraud, misuse, or unlawful activity.

We only use your personal data for a purpose that is compatible with the reason it was collected, or where we are otherwise permitted to do so by law. We will never use your information in a way that is unexpected or unnecessary for the delivery of our services.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing your personal data. Depending on the circumstances, we rely on one or more of the following:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing quotes, managing bookings, completing removals, and handling payment administration.

Legal Obligation

We may process data to comply with legal and regulatory requirements, including tax, accounting, insurance, and record-keeping obligations.

Legitimate Interests

We may process data where it is in our legitimate interests to do so, provided those interests do not override your rights and freedoms. This may include service management, operational planning, fraud prevention, internal administration, and handling service issues. We balance our interests against your privacy rights before relying on this basis.

Consent

In limited situations, we may rely on your consent, for example where you voluntarily provide additional sensitive information or opt in to certain forms of communication. Where consent is used, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

4. Sharing Your Information and Processors

We may share personal data with trusted third parties who help us operate our business. These third parties act as processors or, in some cases, independent controllers. We only share what is necessary and require appropriate safeguards to protect your information.

Examples of processors and service partners may include:

Payment service providers who handle card or bank transaction processing.
Accounting and bookkeeping providers who support invoicing and financial record management.
IT and cloud storage providers who host data, emails, and business systems.
Scheduling or communication tools used to manage bookings and customer updates.
Professional advisers such as insurers, lawyers, or auditors where necessary.
Subcontracted drivers or helpers who assist in delivering services, where needed to complete your booking.

We may also disclose personal data if required by law, to public authorities, or to protect our rights, property, staff, customers, or others.

Where third parties process personal data on our behalf, they are required to follow our instructions, keep the information secure, and not use it for their own purposes unless permitted by law.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes described in this policy, including to provide services, resolve disputes, comply with legal duties, and enforce agreements.

Retention periods depend on the type of data and the reason it was collected. As a general approach:

Booking and service records are usually retained for a period required to manage the customer relationship and any follow-up issues.
Financial and invoice records are retained for the period required by tax and accounting laws.
Complaint, incident, and claims records may be retained for longer where needed for legal defence or insurance purposes.
Data collected for marketing or optional communications is retained until you object or withdraw consent.

When data is no longer needed, we will delete it, anonymise it, or securely destroy it. We apply retention limits to ensure personal data is not kept longer than necessary.

6. Your Rights

As a data subject, you have several rights under the UK GDPR. These rights may apply depending on the circumstances and any legal exemptions.

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 information.
Right to erasure – you can request deletion of your data in certain situations.
Right to restriction – you can ask us to limit how we use your data in certain cases.
Right to data portability – you can ask for certain data in a structured, commonly used format.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

If you exercise any of these rights, we may need to verify your identity before responding. We will respond within the time limits required by law and will explain if any exception applies. These rights are designed to give you meaningful control over your information.

7. Security Measures

We take appropriate technical and organisational measures to protect personal data from loss, unauthorised access, misuse, alteration, or disclosure. These measures may include access controls, secure storage, limited staff permissions, password protection, and internal procedures for handling data safely.

While we work hard to safeguard your information, no system can be completely secure. If a data incident occurs that affects your personal data, we will assess the situation and take the steps required by law, which may include notifying you and relevant authorities where appropriate.

8. International Transfers

In some cases, our processors may store or access data outside the United Kingdom. If this happens, we ensure that appropriate safeguards are in place to protect your personal data, such as approved contractual protections or equivalent legal mechanisms.

9. 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. Any updated version will apply from the date it is published or otherwise communicated to you. We encourage you to review this policy periodically so that you remain informed about how your data is handled.

10. Scope of This Policy

This Privacy Policy applies to all Man With A Van Pimlico customers in area, whether you are a one-time customer or a repeat user of our services. By booking or enquiring about our services, you acknowledge that your personal data may be processed as described in this policy, in line with applicable law.

We are committed to processing personal data fairly, transparently, and securely. Our aim is to use only the information necessary to provide a reliable, professional, and lawful moving service while respecting your privacy rights at all times.