Privacy Policy

Man with Van Marylebone Privacy Policy

This Privacy Policy explains how Man with Van Marylebone collects, uses, stores and protects personal data relating to customers and prospective customers in the Marylebone area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all customers and users of our services in the Marylebone area, including anyone who makes enquiries, books services, or otherwise interacts with us.

Data Controller

Man with Van Marylebone is the data controller for the personal data described in this Privacy Policy. This means we decide how and why your personal data is processed, and we are responsible for ensuring that it is handled in accordance with applicable data protection laws.

Personal Data We Collect

We may collect and process the following types of personal data about you when you contact us, request a quote, use our services, or communicate with us:

Identification and contact details such as name, address, service address, billing address and general location within the Marylebone area. Contact information such as telephone number and other contact preferences you give to us. Booking and service information such as details of the move or transport you require, access details for properties, dates and times of services, and any special instructions you provide. Payment and billing information such as information needed to process your payment and issue invoices, excluding full card details which are processed by our payment processors. Communication records such as emails, messages and notes from phone calls or conversations related to quotes, bookings, and customer service. Technical data such as device type and basic usage information generated when you visit our online pages, to the extent that such data qualifies as personal data.

We collect this information directly from you when you provide it to us, and in some cases from third parties where you have authorised them to share information with us, such as comparison or booking platforms.

Purposes and Lawful Bases for Processing

We process your personal data only when we have a lawful basis under data protection law. The purposes for which we use your data and the corresponding lawful bases are:

To provide quotes and respond to enquiries. We use your contact and service details to supply quotations, answer questions and discuss potential services. The lawful basis is taking steps at your request prior to entering into a contract and, where appropriate, our legitimate interests in responding to requests and growing our business.

To perform our services. We process your data to manage bookings, carry out removals and transport, coordinate logistics, communicate about arrangements, and handle changes or cancellations. The lawful basis is performance of a contract with you.

To manage payments and accounting. We use your personal data to process payments, issue invoices and receipts, manage accounts, and maintain financial records. The lawful basis is performance of a contract and compliance with legal obligations related to tax and accounting.

To provide customer support. We use your information to respond to queries, handle complaints, and provide after-service support. The lawful basis is performance of a contract and our legitimate interests in ensuring a good standard of customer service.

To improve and manage our business. We may analyse booking patterns, service usage and feedback to help develop and improve our services. Where this involves personal data, the lawful basis is our legitimate interests in operating and enhancing our business, balanced against your privacy rights.

To comply with legal obligations. We may use and retain certain personal data as required by law, for example for tax, accounting or record-keeping obligations, or to respond to lawful requests from public authorities. The lawful basis is compliance with a legal obligation.

To protect our rights. We may process personal data in connection with the prevention, detection or investigation of fraud, disputes, or the establishment, exercise or defence of legal claims. The lawful basis is our legitimate interests in protecting our business and legal rights.

Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law.

Customer and booking records are generally kept for a period that enables us to provide services, respond to enquiries, manage our relationship with you, and meet our legal obligations. Financial and invoicing records are typically kept for a period required by tax and accounting laws. Communication records are retained for a reasonable period to help resolve queries, handle complaints, and maintain service history.

When personal data is no longer needed for these purposes, we will securely delete or anonymise it so that it is no longer associated with you.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with selected third parties only where necessary for the operation of our services or where we are legally required to do so.

Service providers and processors. We may use third party companies to help us deliver our services, such as payment processors, accounting service providers, customer management tools, and providers of online or cloud-based systems used to store and manage our records. These third parties act as data processors and only process your personal data on our documented instructions and for the specific purposes we define. We require them to implement appropriate security measures to protect your data.

Professional advisers. We may share information with legal, accounting, or other professional advisers where necessary to obtain expert advice or to protect our legal interests.

Public authorities and law enforcement. We may disclose personal data where we are under a legal or regulatory duty to do so, or where necessary to assist law enforcement or regulatory bodies, or to protect our rights or the rights of others.

If any of our service providers transfer personal data outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent measures required by data protection law.

Security of Your Personal Data

We take reasonable and appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, disclosure, or unauthorised access. These measures include controls on access to systems, secure storage practices, and staff awareness of data protection responsibilities. While we take security seriously, no system can be guaranteed as completely secure. You are also responsible for taking appropriate steps to keep your own information secure when communicating with us.

Your Data Protection Rights

As a data subject under data protection law, you have certain rights in relation to the personal data we hold about you. These rights include:

Right of access. You have the right to request confirmation as to whether we process your personal data and to request a copy of that data, along with information about how we use it.

Right to rectification. You have the right to ask us to correct any inaccurate or incomplete personal data we hold about you.

Right to erasure. In certain circumstances, you may request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected, or where you withdraw consent where consent was the lawful basis.

Right to restriction. You may request that we restrict the processing of your personal data in certain situations, such as while we are verifying its accuracy or considering an objection you have raised.

Right to object. You may object to our processing of your personal data where we rely on legitimate interests as our lawful basis. We will then stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or where processing is necessary for legal claims.

Right to data portability. In some cases, you may request that we provide your personal data in a structured, commonly used and machine-readable format, and that we transfer it to another controller where technically feasible and where the lawful basis is consent or contract.

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

To exercise any of these rights, please contact us using the usual contact methods you use for our services. We may need to verify your identity before responding to your request. We aim to respond within the time periods required by law.

Complaints

If you have concerns about how we handle your personal data, we encourage you to contact us in the first instance so we can try to resolve the issue. You also have the right to lodge a complaint with the UK Information Commissioners Office or with the data protection authority in the country where you live or work, or where you believe a breach of data protection law has occurred.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or the services we offer. Any updates will apply to all Man with Van Marylebone customers and users in the Marylebone area from the date the revised policy is published. You should review this Privacy Policy periodically to stay informed about how we protect your personal data.