Privacy Policy - Man With A Van Coventgarden

This Privacy Policy explains how Man With A Van Coventgarden collects, uses, stores, shares, and protects personal data. It applies to all Man With A Van Coventgarden customers in the area, including individuals who request quotes, make bookings, receive moving services, or otherwise interact with our services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who this policy applies to

This policy applies to customers, prospective customers, and anyone whose personal data is processed in connection with services provided by Man With A Van Coventgarden. It covers residential and business moving services, item transport, collection and delivery arrangements, and any related customer communications. If you provide personal data to us, or if your data is provided to us by someone arranging services on your behalf, this policy explains how we use that data.

2. Personal data we collect

We collect only the data that is necessary for us to provide services effectively and manage our business responsibly. The types of data we may collect include:

Identity data such as your name and title.
Contact data such as address, email address, and telephone number.
Service data such as pickup and delivery details, property access information, inventory notes, and preferred dates and times.
Payment and transaction data such as billing details and records of payments made or received.
Communication data such as enquiries, complaints, messages, and correspondence relating to bookings or service issues.
Technical data where relevant, such as basic device or browser information if you contact us through digital channels.
Special category data only where you voluntarily provide it and it is necessary, for example if access or assistance requirements reveal health-related information. We limit such processing to what is strictly needed and handle it with extra care.

We do not seek to collect unnecessary data. Please avoid sharing information that is not relevant to the service unless it is needed for safety, access, or service planning.

3. How we collect personal data

We may collect data directly from you when you:

request a quote;
make a booking;
communicate with us by phone, email, text, or other means;
provide delivery instructions or access details;
raise a complaint or enquiry; or
complete payment or other service-related steps.

We may also receive data from third parties, such as someone booking on your behalf, building managers, business clients, or payment providers. Where data is provided by another person, we expect them to have permission to share it where required.

4. Lawful basis for processing

We only process personal data where a lawful basis applies. Depending on the circumstances, our lawful bases include:

Contract: processing is necessary to provide a quotation, arrange and complete a move, deliver items, manage payments, and fulfil our service obligations.
Legitimate interests: processing is necessary for the running of our business, including service improvement, record keeping, fraud prevention, and handling customer enquiries, provided that your rights do not override those interests.
Legal obligation: processing is necessary to meet legal or regulatory requirements, including tax, accounting, and record-keeping duties.
Consent: where consent is required, for example for certain marketing communications or the use of particular optional information, we will rely on your freely given consent and you may withdraw it at any time.
Vital interests: in rare circumstances, processing may be necessary to protect someone’s life or physical safety during an urgent situation.

Where special category data is processed, we will only do so when a specific condition under the UK GDPR is met, such as explicit consent or necessity for protecting vital interests. We keep this data to a minimum.

5. How we use your data

We use personal data for the following purposes:

to provide quotes and booking confirmations;
to plan and carry out moving, delivery, and collection services;
to communicate with you about service updates, access arrangements, or changes;
to process invoices and payments;
to keep business, financial, and service records;
to respond to complaints, disputes, or claims;
to improve our services and maintain quality standards;
to meet legal and regulatory obligations; and
where permitted, to send service-related or marketing communications.

We do not use your data for automated decision-making that produces legal or similarly significant effects. If this ever changes, we will update this policy and provide appropriate information.

6. Data sharing and processors

We may share personal data with trusted third parties where necessary for the purposes described in this policy. These parties act as processors or independent controllers depending on the service they provide. Processors may include:

payment service providers;
accounting and bookkeeping software providers;
IT, hosting, and data storage providers;
communication and messaging service providers;
booking or scheduling tools;
professional advisers such as accountants or legal advisers;
insurance providers and claims handlers; and
subcontracted operational support where needed to complete a service.

We require processors to handle personal data securely, to process it only on our instructions, and to use appropriate technical and organisational measures to protect it. We do not sell your personal data.

We may also disclose data if required to do so by law, regulation, court order, or public authority, or where disclosure is necessary to protect our rights, property, staff, customers, or the public.

7. Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including for the satisfaction of legal, accounting, insurance, and reporting requirements. The retention period depends on the type of data and the reason for processing.

Quote and booking records are generally retained for a reasonable period to manage service history and customer support.
Financial and tax records are retained for the period required by law.
Complaint and claims records may be retained for as long as necessary to resolve matters and defend legal claims.
Marketing data is retained until you opt out, withdraw consent, or it is no longer needed.

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you.

8. Data security

We take appropriate measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our processes. While no system can be guaranteed as completely secure, we work to reduce risks and respond appropriately to any suspected incident.

9. International transfers

If personal data is transferred outside the United Kingdom, we will ensure that suitable safeguards are in place to protect it, such as UK adequacy regulations, appropriate contractual protections, or other lawful transfer mechanisms. We will only transfer data where necessary and where protections meet applicable legal standards.

10. Your rights

Under data protection law, you have rights relating to your personal data. These rights may apply depending on the circumstances and the basis on which we process the data. They include:

Right of access: to request a copy of the personal data we hold about you.
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 restriction: to ask us to limit how we use your data in certain cases.
Right to object: to object to processing based on legitimate interests or direct marketing.
Right to data portability: to receive certain data in a structured, commonly used format and have it transferred where applicable.
Right to withdraw consent: where processing relies on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will assess your request in line with applicable law and respond within the required timeframes. In some cases, we may need to retain certain information for legal reasons or where an exemption applies.

11. Children’s data

Our services are intended for adults arranging moving or transport services. We do not knowingly collect personal data from children unless it is incidental and necessary in the context of a family move or related service. If we become aware that we have collected data unlawfully, we will take appropriate steps to delete it.

12. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, service operations, or data protection practices. Any revised version will apply from the date it is made available. We encourage customers to review the policy periodically to stay informed about how their data is handled.

Summary of our approach

Man With A Van Coventgarden processes personal data only when necessary, uses lawful bases under UK GDPR, shares data with trusted processors, and keeps it only as long as needed. We respect customer rights and apply this policy to all customers in the area.