Man with Van Belvedere Privacy Policy

This Privacy Policy explains how Man with Van Belvedere collects, uses, stores and shares personal data when you use our services. It applies to all Man with Van Belvedere customers in our service area, including individuals and businesses who request a quote, make a booking, or otherwise interact with us in relation to our man and van services.

Who We Are and Scope of This Policy

Man with Van Belvedere provides man and van and related moving services in the local area. For the purposes of applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act, we are the data controller of the personal data we collect about you in connection with providing our services.

This Privacy Policy applies to all customers and prospective customers in our service area, as well as people who contact us about our services on behalf of a business or another person.

Types of Personal Data We Collect

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

Identification and contact details, such as your name, postal address, service addresses including collection and delivery locations, and any other details you choose to provide in relation to your move or transport request.

Booking and service information, such as the nature of the items to be moved, access information for properties, preferred dates and times, and any instructions relevant to completing the service.

Communication data, including information contained in emails, online enquiry forms, text messages or other communications you send to us, as well as records of our correspondence and call notes when we discuss quotes or bookings with you.

Billing and transaction data, such as services purchased, amounts charged, payment status, and basic payment-related information processed to administer invoices and confirm that payment has been made. We do not store full payment card details when payments are processed through secure third-party providers.

Technical and usage data, which may include basic information about how you access our website or online tools, such as device type, approximate location derived from your IP address, and information about pages visited. This information is usually collected through cookies or similar technologies, where permitted by law.

How We Collect Personal Data

We collect personal data directly from you when you request a quote, confirm a booking, communicate with us, or provide information at the time of the move. We may also receive personal data about you from third parties, for example when an estate agent, landlord, property manager or another person contacts us on your behalf to arrange a service and provides your contact details and address information.

Lawful Basis for Processing Your Data

We process your personal data only when we have a lawful basis to do so, including the following:

Contractual necessity. We process personal data to prepare quotes, confirm bookings, provide our man and van services, communicate with you about your move, arrange access to properties, and handle payments. Without this data, we would not be able to perform the contract or take steps at your request before entering into a contract.

Legitimate interests. We may process personal data to manage and improve our services, respond to enquiries, maintain business records, recover unpaid amounts, train staff, and protect our business against fraud or misuse. When relying on legitimate interests, we balance our interests against your rights and reasonable expectations.

Legal obligations. We may process certain data to comply with legal and regulatory obligations, including tax and accounting requirements, record-keeping duties and responding to lawful requests from authorities.

Consent. In some cases, we may rely on your consent, for example for certain types of marketing communications or for the optional use of non-essential cookies. Where processing is based on consent, you may withdraw your consent at any time, without affecting the lawfulness of processing before withdrawal.

How We Use Your Personal Data

We use personal data for the following purposes:

To provide and manage our services, including giving quotes, scheduling and carrying out moves, communicating with you about timings and access, and dealing with any changes, issues or complaints.

To manage payments and billing, including sending invoices or confirmations, processing payments via secure third-party payment processors, and maintaining financial records.

To communicate with you, including responding to enquiries, providing customer support before, during and after a move, and sending important service messages or updates about your booking.

To improve our business, including monitoring service quality, training our team, and reviewing how customers use our services so we can make improvements.

To comply with legal and regulatory obligations, respond to requests from public authorities, and protect our rights, property and safety and that of our customers, staff and third parties.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with selected third parties where necessary for the purposes described in this Privacy Policy, including:

Service providers acting as data processors, such as technology and hosting providers, communication tools, customer management systems, and payment processing providers who handle transactions securely on our behalf. These providers are only allowed to process your data in accordance with our instructions and must protect it in line with data protection law.

Operational partners, such as subcontracted drivers or removal partners, where required to deliver the booked service. In these cases, we share only the information necessary for them to perform their work, such as names, addresses and contact details relevant to the move.

Professional advisers, including accountants, legal advisers or insurers, to the extent necessary to manage our business, obtain advice or handle legal claims.

Authorities and regulators, where we are legally obliged to share personal data, or where sharing is necessary to protect our rights or the rights, property or safety of others.

Whenever we use processors or share data with third parties, we take appropriate steps to ensure that your personal data is treated securely and in accordance with data protection requirements.

International Transfers

In general, we aim to keep your personal data within the United Kingdom or the European Economic Area. If our use of third-party service providers results in personal data being transferred to countries outside these regions, we will ensure that appropriate safeguards are in place. These safeguards may include using service providers in countries that have been recognised as providing an adequate level of protection, or putting in place standard contractual clauses or equivalent legal mechanisms.

Data Retention

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

Booking and service records are generally kept for a period that allows us to manage queries, potential disputes or claims related to our services and to meet tax and accounting rules. Communication records may be kept for a similar period in order to respond effectively to past enquiries and to demonstrate how we handled customer interactions.

Where personal data is no longer needed for the purposes for which it was collected, we will either delete it, anonymise it so that you can no longer be identified, or in some cases securely archive it with restricted access where required by law.

How We Protect Your Data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. Measures may include access controls, secure storage, encryption and staff training on data protection responsibilities. While no system can be guaranteed to be completely secure, we work to maintain a level of security appropriate to the risks associated with the personal data we process.

Your Data Protection Rights

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

The right of access. You can request a copy of the personal data we hold about you, along with information about how we use it.

The right to rectification. You can ask us to correct inaccurate or incomplete personal data that we hold about you.

The right to erasure. In certain circumstances, you can ask us to delete your personal data, for example where it is no longer needed for the purposes for which it was collected or where you withdraw consent and there is no other legal basis for processing.

The right to restrict processing. You can ask us to limit the way we use your data in certain situations, for example while we consider a request to correct your data.

The right to data portability. In some cases, you can ask us to provide your personal data in a structured, commonly used and machine-readable format and to transfer it to another organisation, where technically feasible.

The right to object. Where we rely on legitimate interests to process your personal data, you can object to this processing. We will stop processing unless we can demonstrate compelling legitimate grounds or the processing is required for legal claims.

Where we process your personal data based on consent, you have the right to withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing before consent was withdrawn.

Exercising Your Rights and Complaints

If you would like to exercise any of your rights, or if you have questions or concerns about how we handle your personal data, you can contact us using the details published on our website or other official communications. We aim to respond to all valid requests within the timeframes set by data protection law.

If you are not satisfied with our response or believe that we are not processing your personal data in accordance with data protection law, you also have the right to lodge a complaint with the relevant data protection supervisory authority. In the United Kingdom, this is the Information Commissioner.

Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, how we handle personal data, or legal requirements. When we make changes, we will publish the updated version and update the date of the latest revision. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.