Privacy Policy - Man And Van Mayfair

This Privacy Policy explains how Man And Van Mayfair collects, uses, stores, shares, and protects personal data. It applies to all Man And Van Mayfair customers in the area, including prospective customers, current customers, and individuals who enquire about our services. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Man And Van Mayfair acts as the data controller for the personal data described in this policy. This means we determine the purposes and means of processing your personal information in connection with our moving, transport, collection, delivery, and related service activities.

We take privacy seriously and aim to ensure that any data we collect is limited to what is necessary for legitimate business and service purposes. We do not collect more information than we reasonably need to provide our services safely and effectively.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

Identity details such as your name and title.
Contact details such as address, email address, and telephone number.
Service information including booking details, moving dates, property access notes, inventory, and special instructions.
Payment-related information necessary to manage invoicing, transaction records, and payment confirmations.
Communication records such as enquiries, complaints, feedback, and correspondence.
Technical information such as basic device, browser, or usage information if you interact with us electronically.
Proof and verification information where needed for identity checks, service confirmation, or fraud prevention.

In some cases, we may receive personal data from third parties, such as a person booking on behalf of another customer, property managers, letting agents, or business clients. Where this happens, we will only use that information for the purpose for which it was provided.

3. How We Use Your Data

We use personal data to deliver services efficiently and lawfully. This may include:

responding to enquiries and providing quotations;
confirming and managing bookings;
planning routes, labour, timing, and service logistics;
communicating with you about changes or updates to your booking;
processing payments and keeping accounting records;
handling complaints, disputes, or claims;
meeting legal, regulatory, tax, and insurance obligations;
protecting the security of our customers, staff, and property;
improving our services and internal operations;
preventing fraud, misuse, or unauthorised access.

We will not use your personal data for purposes that are incompatible with the reasons it was collected unless we have a valid legal basis to do so.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. Man And Van Mayfair may rely on the following lawful bases:

Contract

We process personal data where it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes preparing quotes, arranging moves, and completing services you have booked.

Legal Obligation

We may process personal information where needed to comply with legal requirements, including accounting, tax, record-keeping, and other statutory obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided your rights and interests do not override those interests. This may include service management, internal administration, fraud prevention, security, and business improvement.

Consent

In limited cases, we may ask for your consent, for example where processing is not covered by another lawful basis. If we rely on consent, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

We only process special category data or sensitive information where strictly necessary and permitted by law. If such information is ever required, we will apply additional safeguards and only use it for a specific lawful purpose.

5. Data Sharing and Processors

We may share personal data with trusted third parties where necessary to operate our business and provide services. These third parties act as processors or, in some cases, independent controllers. We require appropriate contractual protections and expect all processors to handle personal data securely and lawfully.

Examples of processors or service providers may include:

payment service providers;
accounting and bookkeeping providers;
IT, cloud storage, and communications providers;
customer management or booking systems;
professional advisers such as insurers, legal advisers, or auditors;
subcontracted logistics or transport partners where needed to complete a service.

We may also disclose personal data if required by law, regulation, court order, or to protect the rights, property, or safety of Man And Van Mayfair, our customers, staff, or others.

We do not sell your personal data. Any sharing is limited to what is necessary and proportionate for service delivery, administration, legal compliance, or legitimate business purposes.

6. International Transfers

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

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including meeting legal, accounting, insurance, and operational requirements. Retention periods may vary depending on the type of data and the reason for processing.

In general, we may retain:

Booking and service records for the period needed to manage the service and handle follow-up queries or disputes.
Financial and invoicing records for the period required by tax and accounting law.
Correspondence and complaint records for a reasonable period in case of investigation or resolution needs.
Technical and security logs for a limited period needed to maintain systems and protect against misuse.

When personal data is no longer required, we will securely delete, anonymise, or archive it in accordance with applicable legal and operational requirements.

8. Data Security

We use reasonable technical and organisational measures to protect personal data from unauthorised access, loss, alteration, or disclosure. These measures may include access controls, secure storage, confidentiality practices, and periodic review of our data handling processes.

While no system can be guaranteed completely secure, we work to maintain appropriate safeguards and limit access to personal information to those who need it for legitimate business purposes.

9. Your Rights

Under data protection law, you may have the following rights regarding your personal data:

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 information.
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 cases.
Right to object – to object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability – to receive certain data in a structured, commonly used format, where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the Information Commissioner’s Office if you believe your data has been handled unlawfully. We encourage you to raise concerns directly so we can address them promptly.

10. Children’s Data

Our services are not directed to children, and we do not knowingly collect personal data from children unless it is necessary in the context of a family move or service arrangement and provided by an adult authorised to do so. If we become aware that we have collected data incorrectly, we will take appropriate steps to delete or protect it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or service operations. Any updated version will apply from the date it is published or communicated. We encourage customers to review this policy periodically to stay informed about how personal data is handled.

12. Summary of Our Commitment

Man And Van Mayfair is committed to respecting privacy and protecting personal data. We collect only the information needed to provide services, rely on lawful bases for processing, share data only with necessary processors, and retain it for no longer than required. We also recognise and respect your rights under UK data protection law.

This Privacy Policy applies to all Man And Van Mayfair customers in area and is intended to provide clear, transparent information about how we manage your personal data in a responsible and lawful manner.