Privacy Policy - Man And Van Bayswater

This Privacy Policy explains how Man And Van Bayswater collects, uses, stores, shares, and protects personal data. It applies to all Man And Van Bayswater customers in the area, including anyone who requests a quote, books a service, receives a moving or transport service, or otherwise interacts with our business. We are committed to handling personal information in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, you acknowledge that your information may be processed in line with this Privacy Policy. We only collect information that is relevant and necessary for providing services, managing bookings, meeting legal obligations, and improving our operations.

1. Information We Collect

We may collect and process the following categories of personal data:

Identity data: name, title, and where relevant company or organisation name.
Contact data: address, email address, phone number, and other communication details.
Booking and service data: details about your move, transport requirements, dates, times, access information, and service preferences.
Payment data: billing details and transaction records. Payment card data, where used, is processed through secure third-party providers and is not stored by us unless necessary for lawful accounting purposes.
Correspondence data: messages, complaints, feedback, and any information you provide when you contact us.
Technical data: limited information such as device type, browser type, and basic usage data if you interact with our digital systems.
Operational data: notes relating to delivery access, parking arrangements, inventory lists, and special handling instructions.

We do not intentionally collect special category data unless it is necessary, lawful, and provided by you voluntarily, for example where such information is relevant to access, safety, or service arrangements. Where sensitive information is not required, please do not share it.

2. How We Use Personal Data

We use personal data for the following purposes:

To provide quotations and manage bookings.
To deliver moving, transport, and related services.
To communicate about appointments, service updates, and operational issues.
To process payments, refunds, invoices, and records.
To respond to enquiries, complaints, and after-service support.
To maintain business records and meet accounting, tax, and legal obligations.
To improve service quality, training, planning, and customer experience.
To detect, investigate, and prevent fraud, misuse, or security incidents.

We only process personal data where there is a lawful basis to do so.

3. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis for each use of your data. The main lawful bases we rely on are:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes taking bookings, arranging moving services, providing quotes requested by you, and fulfilling our service obligations.

Legal Obligation

We may process data to comply with legal duties, including record-keeping, tax obligations, accounting requirements, and lawful requests from regulators or law enforcement.

Legitimate Interests

We may process data where it is necessary for our legitimate interests and where those interests are not overridden by your rights and freedoms. This may include managing customer relationships, preventing fraud, improving services, maintaining internal records, and ensuring business security. We always consider whether the processing is proportionate and necessary.

Consent

In some situations, we may rely on your consent, for example for certain optional marketing communications. Where consent is used, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

4. Sharing and Processors

We may share personal data with trusted third parties that help us run our business. These third parties act as processors when they process data on our behalf and under our instructions. They are required to keep information secure and use it only for the agreed purpose.

Examples of processors and service partners may include:

Payment processors for secure card and electronic payments.
Accounting and bookkeeping providers for invoicing, tax, and financial administration.
IT and cloud service providers for data storage, email, scheduling, and system support.
Customer administration tools used to manage bookings, records, and communications.
Professional advisers such as lawyers, insurers, auditors, and consultants where necessary.

We may also disclose personal data where required by law, court order, or a competent authority, or where disclosure is necessary to protect our rights, property, staff, or customers.

We do not sell your personal data.

5. International Transfers

If any processor stores or accesses data outside the UK, we take appropriate safeguards to protect that information. These safeguards may include adequacy regulations, standard contractual clauses, or other approved transfer mechanisms. We only use providers that offer suitable levels of protection.

6. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, and reporting requirements. Retention periods may vary depending on the type of data and the service provided.

Booking and service records: retained for a period appropriate to service management and dispute handling.
Financial and tax records: retained for the period required by law.
Communications and complaints: retained long enough to resolve issues and maintain business records.
Consent-based marketing data: retained until you withdraw consent or the data is no longer needed.

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

7. Data Security

We use reasonable technical and organisational measures to protect personal data against accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, limited staff permissions, password protection, and provider security checks. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Your Rights Under GDPR

You have several rights regarding your personal data, subject to certain legal limits. These 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 information.
Right to erasure: you can ask us to delete your data in certain circumstances.
Right to restrict processing: you can request that we limit how we use your data in certain situations.
Right to data portability: you may request that we provide 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 wish to exercise any of these rights, we may need to verify your identity before responding. We will handle requests in accordance with applicable law and aim to respond within the required timeframe.

9. Children’s Data

Our services are intended for adults and businesses arranging moving or transport services. We do not knowingly collect personal data from children unless it is incidental and necessary for a service arrangement authorised by an adult. If we become aware that we have collected data unlawfully from a child, we will take appropriate steps to remove it.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, business practices, or the services we provide. The updated version will apply from the date it is issued. We encourage customers to review this policy periodically so they remain aware of how personal data is handled.

11. Summary of Our Commitment

Man And Van Bayswater is committed to respecting your privacy and protecting your information. We collect only the data we need, use it for clear and lawful purposes, share it only with trusted processors or where required by law, and keep it only as long as necessary. We also ensure that all customers in the area are covered by the same privacy standards and that their rights are recognised and supported.