Privacy Policy

Man With a Van Covent Garden Privacy Policy

This Privacy Policy explains how Man With a Van Covent Garden collects, uses, stores and protects personal data relating to our customers and prospective customers in the Covent Garden area. We are committed to protecting your privacy and handling your personal data in accordance with the UK General Data Protection Regulation and all applicable data protection laws.

This Privacy Policy applies to all Man With a Van Covent Garden customers and service users in the area, including individuals and businesses who contact us for quotations, make bookings, or otherwise interact with our services.

Data Controller

Man With a Van Covent Garden acts as the data controller for the personal data described in this Privacy Policy. As data controller, we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing complies with data protection law.

What Personal Data We Collect

We collect and process different types of personal data depending on how you interact with us. This may include:

Identification and contact details: name, address, collection and delivery addresses, billing address, and other contact details such as town or postcode.

Booking and service information: details of the services you request, dates and times of moves, property access details you choose to share, inventory or item descriptions, instructions and notes related to your booking.

Communication data: information you provide when you contact us, including enquiries, quotes, feedback, and any correspondence.

Payment and billing details: records of payments made, payment method used, invoicing details and transaction history. We do not store full card details when payments are processed through third-party providers.

Technical and usage data: limited technical data generated when you visit our website, such as IP address, browser type, approximate location, pages viewed and the date and time of visits. This may be collected via cookies or similar technologies where used and where you have provided consent where required.

Marketing preferences: your preferences regarding whether you wish to receive marketing communications from us.

How We Collect Your Data

We collect personal data directly from you when you contact us by phone, through online forms, or by any other communication method to request a quotation or make a booking. We may also collect data when you provide feedback, leave a review or communicate with us about an existing booking.

We may receive limited personal data about you from third parties where you have authorised them to share your details with us for the purpose of obtaining a quotation or arranging a removal or transport service. We may also obtain technical data automatically from your use of our website or digital services.

Purposes and Lawful Bases for Processing

We process your personal data only where we have a lawful basis to do so. The main purposes and their corresponding lawful bases are:

To provide quotations and respond to enquiries: we process your identification, contact and service information in order to answer your questions, prepare quotations and discuss potential services. The lawful basis for this processing is our legitimate interests in responding to enquiries and, where you proceed, taking steps at your request prior to entering into a contract.

To perform our contract with you: when you make a booking, we process your personal data to manage and deliver the services you have requested, including scheduling, collection and delivery, issuing confirmations, handling changes and dealing with any issues. The lawful basis is performance of a contract with you.

To manage billing and payments: we process payment and billing details to issue invoices, record payments, and maintain accurate financial records. The lawful bases are performance of a contract and compliance with our legal obligations relating to accounting and taxation.

To communicate with you about our services: we may contact you with service updates, reminders, follow-up information and responses to your messages. This is done on the basis of performance of a contract and our legitimate interests in maintaining good customer service.

For marketing purposes: we may use your contact details to send you information about similar services that may be of interest. The lawful bases for this are our legitimate interests in promoting and developing our business, and where required by law, your consent. You can opt out of marketing at any time.

To improve and protect our services: we may use aggregated and anonymised data to understand trends, enhance our website, and maintain the security of our systems. The lawful basis is our legitimate interests in running and improving our business and safeguarding our operations.

To comply with legal obligations and resolve disputes: we may process your data to comply with legal requirements, respond to lawful requests from authorities, and establish, exercise or defend legal claims. The lawful basis is compliance with legal obligations and our legitimate interests in protecting our rights.

Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting or reporting requirements.

In general, we will keep booking and transaction records for a period required by applicable tax and accounting laws. Enquiry and quotation information may be kept for a reasonable period to respond to follow-up requests and maintain accurate records of our communications.

Where we process personal data for marketing purposes, we will retain it until you object or withdraw your consent, or until it is no longer required for that purpose, at which point it will be deleted or anonymised unless we need to keep it for another lawful purpose.

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

Data Processors and Sharing of Personal Data

We may share your personal data with trusted third parties who act as data processors on our behalf. These may include:

IT and hosting providers who support the operation of our website and internal systems.

Payment processors who handle card or electronic payments on our behalf.

Customer management, communication or booking platform providers that help us manage enquiries and bookings.

These processors are only permitted to process your personal data according to our instructions and are required to implement appropriate security measures to protect it. They are not allowed to use your data for their own purposes.

We may also share your data where required by law, to comply with legal obligations, or to protect our rights, property, or safety, or those of our customers or others. If we sell or restructure our business, personal data may be transferred as part of that transaction, in accordance with data protection law.

International Transfers

Where any of our service providers are located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data, such as standard contractual clauses or equivalent mechanisms recognised by data protection law.

Data Security

We take reasonable and appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures include restricting access to personal data to staff and contractors who need it to perform their duties, using secure systems and applying data minimisation principles.

While we work to protect your information, no system can be guaranteed as completely secure. You are responsible for ensuring that any personal data you send to us is provided in a secure manner appropriate to its sensitivity.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These may include:

Right of access: you have the right to request confirmation that we process your personal data and to obtain a copy of that data along with certain information about how it is used.

Right to rectification: you have the right to request that inaccurate or incomplete personal data about you is corrected or updated.

Right to erasure: in certain circumstances, you have the right to request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected and we have no other lawful basis to retain it.

Right to restriction of processing: you may ask us to restrict the processing of your personal data in certain situations, such as while we verify the accuracy of the data or consider an objection.

Right to object: you have the right to object to processing based on our legitimate interests, including profiling for those purposes. You also have an absolute right to object at any time to the processing of your personal data for direct marketing.

Right to data portability: where processing is based on consent or on a contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used and machine readable format and to transmit it to another controller.

Right to withdraw consent: where we rely on your consent to process personal data, you can withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before it was withdrawn.

You also have the right to lodge a complaint with a data protection supervisory authority if you believe your rights have been infringed. In the United Kingdom this is the Information Commissioner's Office.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or for other operational reasons. Any changes will take effect when the updated policy is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.

If you continue to use our services after any changes take effect, it will signify your acknowledgement of the updated Privacy Policy as it applies to the processing of your personal data.