Privacy Policy - Man With Van Pimlico

This Privacy Policy explains how Man With Van Pimlico collects, uses, stores, shares, and protects personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all Man With Van Pimlico customers in the area, including individuals who enquire about, book, receive, or pay for our moving and related services. By using our services, you acknowledge that your personal data may be processed as described in this policy.

1. Who We Are

Man With Van Pimlico provides moving, delivery, and related transport services for customers in and around the Pimlico area. For the purposes of data protection law, we act as the data controller for the personal data we collect and use in connection with our services. This means we determine why and how your personal data is processed.

2. Personal Data We Collect

We collect only the personal data that is necessary to operate our services, manage bookings, and comply with legal obligations. The types of data we may collect include:

Identity information: name, title, and any business or company name you provide.
Contact information: phone number, email address, and service address or collection and delivery address.
Booking details: date of service, item list, access notes, parking details, and moving requirements.
Payment information: billing details, transaction records, and limited payment information necessary to process charges.
Communication records: emails, messages, call notes, and any information you provide when requesting a quote or support.
Service and operational data: job history, preferences, complaints, claims, and evidence related to completed work.
Technical data: basic device and usage information if you interact with digital systems used to manage bookings or services.

We do not intentionally collect special category data unless you voluntarily provide it and it is strictly necessary for the service or legal reasons. Please avoid sharing sensitive information unless it is relevant to your booking or required for us to provide a safe and effective service.

3. How We Use Your Data

We use personal data for the following purposes:

to provide quotations and manage bookings;
to perform moving, delivery, loading, unloading, and related services;
to communicate with you about your booking or service changes;
to process payments, refunds, and invoices;
to keep records of completed services and customer interactions;
to handle complaints, queries, and service issues;
to comply with tax, accounting, insurance, and legal obligations;
to prevent fraud, misuse, or unlawful activity;
to maintain business records and improve service quality.

We only use your personal data for the purposes for which it was collected, unless we reasonably believe that we need to use it for another compatible purpose and such use is permitted by law.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Depending on the context, Man With Van Pimlico relies on the following lawful bases:

Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes preparing a quote, confirming a booking, carrying out the moving service, and managing payment.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. Examples include managing customer relationships, improving our services, preventing fraud, securing operations, and keeping business records.

Legal Obligation

We may process personal data when required to comply with legal obligations, including tax, accounting, insurance, or regulatory requirements.

Consent

In limited situations, we may rely on your consent, for example where you voluntarily provide optional information or agree to certain forms of communication. Where consent is used, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. How We Share Personal Data

We do not sell your personal data. We may share data only where necessary and appropriate for the running of our business and the provision of services. This may include sharing data with:

service providers and processors who assist with booking management, accounting, payment handling, storage, communications, or IT support;
subcontractors or operational partners involved in completing a booking, where they need the information to perform the service;
professional advisers such as accountants, insurers, or legal advisers;
public authorities where disclosure is required by law, court order, or lawful request;
debt recovery or claims handlers if necessary to resolve unpaid invoices or disputes.

Where we use a processor, they are only permitted to process personal data on our instructions and must keep it secure and confidential. We require appropriate contractual safeguards to protect your information.

6. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, and to meet our legal, accounting, and operational obligations. Retention periods may vary depending on the type of record and the reason it is held.

Booking and service records: kept for a reasonable period to manage queries, disputes, and repeat service needs.
Financial and tax records: kept for the period required by law.
Complaints and claims: kept for as long as needed to resolve the matter and meet insurance or legal requirements.
General correspondence: retained only as long as needed for business administration and customer support.

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you. Retention is always limited to what is necessary and proportionate.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against accidental loss, unlawful destruction, unauthorised access, alteration, or disclosure. These measures may include access controls, secure record keeping, password protection, and staff confidentiality obligations. While no system can be guaranteed completely secure, we work to protect your data using measures that are reasonable and appropriate to the nature of the information we process.

8. International Transfers

Where personal data is transferred outside the UK, we will ensure that suitable safeguards are in place to protect it in accordance with applicable data protection law. This may include the use of approved contractual protections or transfers to countries recognised as providing an adequate level of protection.

9. Your Rights

As a data subject, you have rights in relation to your personal data. Subject to legal conditions and exemptions, these rights may 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 situations;
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;
Right to withdraw consent: where processing is based on consent;
Right to complain: to raise concerns with the relevant supervisory authority if you believe your data has been mishandled.

We may need to verify your identity before responding to a rights request. We will respond within the time limits required by law and will explain if any exceptions apply.

10. Children???s Data

Our services are intended for adult customers and business clients arranging moving services. We do not knowingly collect personal data from children unless it is provided incidentally in connection with a customer booking and is necessary for the service. If we become aware that we have collected data from a child without a lawful basis, we will take appropriate steps to delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our data handling practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers in the Pimlico area to review this policy periodically so they remain informed about how their personal data is used.

12. Summary of Key Points

Man With Van Pimlico processes personal data to provide moving services, manage bookings, handle payments, and meet legal obligations. We rely on lawful bases such as contract, legitimate interests, legal obligation, and, in some cases, consent. We keep data only as long as needed, share it only when necessary with appropriate processors, and respect your rights under data protection law.

This policy is designed to be transparent, fair, and compliant with GDPR principles of lawfulness, fairness, transparency, purpose limitation, data minimisation, accuracy, storage limitation, integrity, and confidentiality.