Privacy Policy - Man With Van Marylebone

This Privacy Policy explains how Man With Van Marylebone collects, uses, stores, and protects personal data in connection with our removal and van services. It applies to all Man With Van Marylebone customers in the Marylebone area, including individuals, households, landlords, tenants, and business clients who use our services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Marylebone provides moving, transport, and related logistics services for customers in Marylebone and nearby areas. In the course of delivering these services, we may process personal data about customers, their representatives, and other individuals involved in a booking or move. This policy describes our data protection practices and the rights available to you.

2. Personal Data We Collect

We only collect data that is necessary for operating our services, managing bookings, communicating with customers, and meeting legal obligations. The types of information we may collect include:

Identity details such as your name or the name of your business.
Contact details such as telephone number and email address.
Service information such as move dates, pickup and delivery locations, property access details, item lists, and service requirements.
Payment and billing information such as invoicing records and transaction details.
Communication records such as messages, quotes, complaints, and service-related correspondence.
Technical data such as limited website or device information if you interact with our online systems, where applicable.
Special instructions necessary for carrying out a move safely, efficiently, and in line with your requirements.

We do not seek to collect unnecessary personal data. Where we do receive information that is not essential to the service, we will process it only where there is a lawful reason to do so.

3. How We Use Your Personal Data

We use personal data for the following purposes:

to provide removal and van services;
to prepare quotations, confirm bookings, and manage schedules;
to communicate with customers about service arrangements, delays, or changes;
to process payments and maintain financial records;
to handle complaints, feedback, and customer support requests;
to improve our operational efficiency and service quality;
to comply with legal, tax, and regulatory obligations;
to establish, exercise, or defend legal claims where necessary.

We will only use your data for the purposes for which it was collected, unless we reasonably believe that another compatible purpose applies or we are required by law to use it differently.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process your personal data. Depending on the situation, we rely on one or more of the following:

Contract

We process data when it is necessary to enter into or perform a contract with you. This includes taking bookings, arranging transport, providing quotations, issuing invoices, and delivering our services.

Legal Obligation

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

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 managing our services, preventing fraud, maintaining security, improving operations, and responding to customer enquiries.

Consent

In limited cases, we may rely on your consent, for example where optional marketing or non-essential communication is involved. Where consent is used, you may withdraw it at any time.

5. Sharing Personal Data with Processors

We may share personal data with trusted third-party service providers, also known as processors, who act on our behalf and under our instructions. These processors help us deliver and manage our services. They may include:

payment processing providers;
accounting and bookkeeping services;
IT, hosting, and software support providers;
communication and customer management platforms;
storage or administrative support services;
professional advisers such as legal or insurance advisers, where needed.

All processors are required to handle personal data securely, use it only for the agreed purpose, and comply with data protection law. We do not permit processors to use your data for their own independent purposes.

6. Other Sharing of Data

We may also disclose personal data where necessary to:

comply with a legal obligation or lawful request from public authorities;
protect the rights, property, or safety of our business, customers, or others;
support insurance claims, dispute resolution, or legal proceedings;
prevent or detect fraud, misuse, or security incidents.

Where possible, we will ensure that any disclosure is limited to what is necessary and proportionate.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, tax, and business requirements. Retention periods may vary depending on the nature of the record and the lawful basis for processing.

As a general approach:

booking and service records are retained for a reasonable period after the service has been completed;
financial records are retained for the period required by tax and accounting law;
correspondence and complaint records are retained for as long as needed to resolve the issue and manage any related claims;
data no longer required is securely deleted, anonymised, or otherwise disposed of safely.

Retention may be extended where needed to defend legal claims, comply with statutory duties, or support an ongoing investigation.

8. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures are designed to reflect the nature of the data we hold and the risks involved in processing it. While no system can be guaranteed to be completely secure, we work to maintain a high standard of data protection and limit access to authorised personnel only.

9. Your Rights

You have a range of rights under data protection law. These rights may apply depending on the circumstances and the lawful basis used for processing your data. They include:

Right of access – to request confirmation of whether we process your personal data and to obtain a copy of it.
Right to rectification – to ask us to correct inaccurate or incomplete data.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restrict processing – to request that we limit how we use your data in certain situations.
Right to object – to object to processing based on legitimate interests, including direct marketing where relevant.
Right to data portability – to request that certain data be provided to you or another controller in a structured, commonly used format, where applicable.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

You also have the right to raise concerns with the Information Commissioner’s Office (ICO) if you believe your data rights have been violated. We encourage you to contact us first so that we can address the matter promptly and fairly.

10. Automated Decision-Making

We do not make decisions about customers based solely on automated processing that produce legal or similarly significant effects. If this changes in the future, we will update this policy and provide appropriate information about the logic involved and your related rights.

11. Children’s Data

Our services are directed to adults and business customers, and we do not knowingly collect personal data from children except where such data is incidentally provided in connection with a move or household booking. Where this happens, we will handle the data carefully and only as necessary to deliver the service or meet legal obligations.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any revised version will continue to apply to all Man With Van Marylebone customers in the Marylebone area. We encourage you to review this policy periodically so that you remain informed about how we process personal data.

13. Contacting Us About Privacy

If you have questions about this Privacy Policy, wish to exercise your rights, or need clarification about how your personal data is used, you may raise your request through our usual customer service channels. We will respond in accordance with data protection law and aim to deal with requests within the required timeframe.

Summary: Man With Van Marylebone processes customer data lawfully, uses processors securely, retains records appropriately, and respects individual data rights for all customers in Marylebone.