Privacy Policy - Man And Van Mayfair

Man And Van Mayfair is committed to protecting the privacy and personal data of all customers in the Mayfair area. This Privacy Policy explains how we collect, use, store, share, and protect personal information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all Man And Van Mayfair customers in area, including individuals who request moving, delivery, packing, storage-related, or associated services.

This policy has been written to be clear and transparent. It describes the types of data we collect, the lawful bases we rely on, how long we keep data, the third parties that may process it on our behalf, and the rights available to you under data protection law.

1. Information We Collect

We only collect personal data that is necessary for the delivery, administration, and improvement of our services. The information we may collect includes:

Identity details such as your name.
Contact details such as address, email address, and telephone number.
Service information including move dates, collection and delivery locations, item lists, access notes, and any special handling requirements.
Billing and payment information needed to arrange or verify payment and issue invoices or receipts.
Communication records such as emails, messages, notes from calls, and complaints or feedback.
Technical data such as basic device or browser details when you interact with our digital systems, where applicable.
Usage and operational data relating to quotations, booking requests, service progress, and job completion.

We may also receive information from third parties, for example where a person books a service on your behalf, where payment is made through an intermediary, or where access instructions are provided by an agent, landlord, or property manager. We will only use such information where it is relevant to delivering the service.

2. How We Use Personal Data

We use personal data for the following purposes:

To provide quotations and manage bookings.
To plan, perform, and complete moving or transport services.
To communicate with you about your booking, service details, or changes.
To process payments, refunds, and billing matters.
To respond to questions, complaints, and service issues.
To maintain records for tax, legal, and business administration purposes.
To improve our services, operations, and customer experience.
To prevent fraud, misuse, or unlawful activity.

We do not use personal data for purposes that are incompatible with the original reason it was collected unless we have a lawful basis to do so and it is otherwise permitted by law.

3. Lawful Basis for Processing

Under GDPR, every use of personal data must have a lawful basis. We rely on the following lawful bases depending on the circumstances:

Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes providing quotations, arranging bookings, completing services, and managing payment-related matters.

Legal Obligation

We may process personal data where we must comply with a legal obligation, such as keeping accounting records, meeting tax requirements, or responding to lawful requests from public authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests do not override your rights and freedoms. This may include service administration, internal record keeping, quality control, business improvement, and safeguarding against fraud or misuse.

Consent

In limited situations, we may rely on your consent, for example where it is required for optional communications or specific data uses. Where we rely on consent, you may withdraw it at any time.

4. Sharing Your Information and Processors

We may share personal data with trusted third parties only where necessary and appropriate. These recipients may act as processors on our behalf or, in some cases, as independent controllers. We take steps to ensure that personal data is handled securely and only for lawful purposes.

Examples of processors or service providers may include:

Payment processors that handle card transactions or payment verification.
IT and hosting providers that support secure storage, email, or digital record systems.
Administrative service providers that assist with scheduling, invoicing, or documentation.
Professional advisers such as accountants, insurers, legal advisers, or auditors where necessary.
Subcontractors or delivery partners engaged to help fulfil a service you requested.

Where processors are used, they are bound by contractual obligations to process data only on our instructions, keep it secure, and comply with data protection law. We do not sell your personal data.

We may also disclose information if required by law, to protect our rights, to prevent harm, or to support the investigation of suspected unlawful activity.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including legal, accounting, and reporting obligations. Retention periods depend on the type of information and the purpose of processing.

Booking and service records are usually retained for a reasonable period after completion so we can manage queries, disputes, and business records.
Financial and tax records are retained for the period required by law.
Correspondence and complaint records may be retained for longer where needed to resolve issues or defend legal claims.
Consent-based data is kept only until consent is withdrawn or it is no longer needed for the purpose given.

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

6. Data Security

We use reasonable technical and organisational measures to protect personal data from accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limiting data access to those who need it for their role.

While we work hard to protect your information, no method of transmission or storage is completely secure. If a data breach occurs that is likely to result in a risk to your rights and freedoms, we will act in accordance with our legal obligations, which may include notifying the appropriate authority and affected individuals.

7. Your Rights Under GDPR

As a data subject, you have a number of rights regarding the personal data we hold about you. These rights may be subject to legal conditions and exemptions, but we will always respond appropriately and within the required timeframes.

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete information.
Right to erasure – in some cases, you can ask us to delete your personal data.
Right to restrict processing – you can request that we limit how we use your data in certain situations.
Right to object – you can object to processing based on legitimate interests or direct marketing where applicable.
Right to data portability – you can request your data in a structured, commonly used format where the law allows.
Right to withdraw consent – where we rely on consent, you can withdraw it at any time.

You also have the right to complain to the relevant data protection authority if you believe your personal data has not been handled lawfully. We encourage you to raise concerns with us first so we can try to resolve them promptly.

8. Children’s Data

Our services are intended for adults or those acting on behalf of adult customers. We do not knowingly collect personal data from children unless it is necessary and lawful in connection with a service request and appropriate safeguards are in place.

9. International Transfers

If personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it to the standard required by law. This may include the use of approved contractual protections or transfer mechanisms.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, business practices, or service operations. Any updated version will apply from the date it is made available. We encourage you to review this policy periodically so you remain informed about how we protect your data.

11. Summary of Our Approach

Man And Van Mayfair only processes personal data when it is necessary and lawful. We collect the information needed to deliver our services efficiently, store it securely, share it only where required with trusted processors or legal authorities, and keep it only for as long as necessary. We respect your rights and aim to handle your personal information with care, transparency, and accountability.

This Privacy Policy applies to all Man And Van Mayfair customers in area.