Privacy Policy - Man With Van Belvedere

This Privacy Policy explains how Man With Van Belvedere collects, uses, stores, shares, and protects personal data when providing removal, transport, delivery, and related services. It applies to all Man With Van Belvedere customers in the area, including individuals, households, landlords, tenants, businesses, and anyone who contacts us for a quote, makes a booking, or receives services from us. We are committed to handling personal data in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and any other applicable privacy laws.

1. Personal Data We Collect

We collect only the personal data necessary to provide and manage our services, operate our business, and meet legal obligations. The information we may collect includes:

Identity details such as your name, title, and business name if applicable.
Contact details such as your address, email address, and telephone number.
Service details such as collection and delivery addresses, moving dates, property access information, item descriptions, inventory lists, special handling requirements, and parking or loading information.
Payment and billing information such as transaction details, invoice records, and payment confirmations. We do not intentionally store full card information where a secure payment provider is used.
Communication records including emails, call notes, text messages, and other correspondence related to quotes, bookings, complaints, and service updates.
Technical data where relevant, such as IP address, device information, and basic usage data if you interact with our digital services.
Photographs or evidence where required to document item condition, access arrangements, or service completion.

We may also receive personal data from third parties where necessary to carry out a booking, for example from estate agents, landlords, property managers, family members, business representatives, or referral partners acting on your behalf.

2. How We Use Personal Data

We use personal data for the following purposes:

To provide quotes, confirm bookings, and deliver moving or transport services.
To plan routes, allocate staff, and manage logistics.
To communicate about service changes, delays, access issues, and completion details.
To issue invoices, process payments, and maintain financial records.
To respond to queries, complaints, claims, and requests.
To improve our services, customer experience, and internal operations.
To maintain security, prevent fraud, and protect our business, staff, and customers.
To comply with legal and regulatory obligations, including tax and accounting requirements.

We will only use your personal data for the purpose for which it was collected unless we reasonably determine that we need to use it for another compatible purpose.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing personal data. Depending on the context, we rely on one or more of the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes at your request, managing bookings, delivering services, and handling payments.

Legal Obligation

We process personal data where necessary to comply with legal obligations, such as maintaining tax records, accounting records, and responding to lawful requests from authorities.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided these interests do not override your rights and freedoms. Examples include managing customer relationships, improving service quality, preventing fraud, securing our operations, and keeping internal records.

Consent

In limited situations, we may rely on your consent, for example where we use optional marketing communications or certain non-essential processing. Where consent is used, you can withdraw it at any time.

4. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purpose for which it was collected, including to satisfy legal, accounting, and reporting obligations. The length of time may vary depending on the type of data and the services involved.

Booking and service records are typically retained for a reasonable period after completion to handle queries, disputes, or claims.
Financial and tax records are retained for the period required by law.
Correspondence may be retained for customer service, audit, or evidence purposes.
Marketing preferences are kept until you opt out or until they are no longer needed.

When personal data is no longer required, we will securely delete, anonymise, or archive it in accordance with our retention practices.

5. Sharing Personal Data and Processors

We may share personal data with trusted third parties when necessary to operate our services. These parties act as processors or, in some cases, independent controllers. We only share data where there is a valid reason and appropriate safeguards are in place.

Processors may include:

IT and cloud service providers that host systems, store records, or support communication tools.
Payment processors that handle secure payment transactions.
Accounting and bookkeeping providers that support invoicing, tax, and financial reporting.
Customer management or booking software providers that help manage appointments and service records.
Professional advisers such as accountants, auditors, legal advisers, or insurers where necessary.
Subcontractors or operational partners where they are engaged to assist with service delivery.

All processors are required to handle personal data securely and only in accordance with our instructions or their own legal obligations. We do not sell your personal data.

6. International Transfers

Where any processor or service provider stores or accesses data outside the UK, we will ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent protection measures required by law.

7. Data Security

We take the security of personal data seriously and use appropriate technical and organisational measures to protect it from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, password protection, data minimisation, and staff training. While no system can be guaranteed completely secure, we work to maintain a high standard of protection.

8. Your Rights

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

The right to access the personal data we hold about you.
The right to rectification if your data is inaccurate or incomplete.
The right to erasure in certain circumstances, sometimes called the right to be forgotten.
The right to restrict processing in certain circumstances.
The right to object to processing based on legitimate interests or direct marketing.
The right to data portability for information you provided to us in certain situations.
The right to withdraw consent where processing is based on consent.
The right to complain to the relevant data protection authority if you believe your rights have been infringed.

Some rights may not apply in every case, as exemptions and legal requirements can limit how we respond. We will assess each request carefully and respond within the timeframes required by law.

9. Marketing Communications

If we send you marketing communications, we will do so only where permitted by law. You can opt out of marketing at any time. Even if you opt out of marketing, we may still need to send service-related messages about bookings, invoices, or important updates.

10. Children’s Data

Our services are not directed to children, and we do not knowingly collect personal data from children except where it is necessary in connection with household services and a parent, guardian, or responsible adult provides the information. If we become aware that we have collected data inappropriately, we will take steps to remove it.

11. Third-Party Links and Services

If you interact with third-party services connected to our operations, those services may process your personal data under their own privacy notices. We encourage you to review any third-party privacy information before sharing personal data with them.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our internal practices. Any updated version will apply from the date it is made available. We encourage customers to review it periodically so they remain informed about how personal data is handled.

13. Contact and Complaints

If you have questions about this Privacy Policy or wish to exercise your rights, you may contact us using the appropriate business channels made available at the time of service. If you are unhappy with how we handle your personal data, you also have the right to lodge a complaint with the UK data protection supervisory authority.

Last reviewed: This Privacy Policy is intended to support lawful, fair, and transparent processing of personal data for all customers of Man With Van Belvedere in the area.