Man and Van Mayfair Privacy Policy

This Privacy Policy explains how Man and Van Mayfair collects, uses, stores, and protects personal data relating to customers and prospective customers in the Mayfair area. It also explains your rights under the UK General Data Protection Regulation and other applicable data protection laws.

This Privacy Policy applies to all Man and Van Mayfair customers, and individuals making enquiries about our services, within our service area.

Who we are and scope of this policy

Man and Van Mayfair is a removals and transport service operating in Mayfair and surrounding locations. In the context of applicable 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 data.

By using our services, requesting a quotation, or contacting us, you acknowledge that you have read and understood this Privacy Policy.

Personal data we collect

We collect only the personal data that is necessary for the purposes set out in this policy. The types of personal data we may collect include:

Identification and contact details: name, surname, postal address, collection and delivery addresses, billing address, and city or area of residence.

Communication details: email address if provided by you, and any other contact details you choose to share, such as messaging identifiers or preferred contact channel.

Service-related information: details about the removal or transport service you request, including property type, access details, inventory or item descriptions, dates and times of moves, and any special instructions.

Transactional and financial information: records of quotations provided, services booked, amounts charged, payment status, and basic payment details necessary to confirm that payment has been made. We do not store full card details if payment is made through a third-party payment provider.

Technical and usage information: to the extent applicable, basic technical data that may be collected when you visit our website or contact us online, such as device type, browser type, and general interaction data. This may include cookies or similar technologies where used, which would be limited to what is necessary for the operation or improvement of our services.

Correspondence and records: copies of communications you send to us, such as enquiries, feedback, or complaints, and our responses to you.

How we collect your personal data

We collect personal data directly from you when you contact us to request information, ask for a quotation, make a booking, or communicate with us by phone, message, or through online forms.

We may also collect personal data from third parties where necessary to provide our services. Examples include referrals from partners, landlords, estate agents, or commercial clients who provide your contact or address details so that we can arrange a move. When we receive data from third parties, we process it in accordance with this Privacy Policy.

Purposes and lawful bases for processing

We process your personal data only where we have a lawful basis under data protection law. The main purposes and lawful bases are:

To provide quotations and perform our services: We use your identification, contact, and service-related information to provide quotations, plan removals or transport jobs, and carry out the services you have requested. The lawful basis is performance of a contract or steps taken at your request prior to entering into a contract.

To manage bookings, payments, and invoicing: We process data necessary to confirm bookings, manage schedules, take payments, and issue invoices and receipts. The lawful basis is performance of a contract and compliance with legal obligations regarding accounting and taxation.

To communicate with you: We use your contact details to respond to your enquiries, send booking confirmations, notify you of changes, and address any issues. The lawful basis is performance of a contract and our legitimate interests in ensuring effective service delivery and customer support.

To maintain records and improve our services: We may use service and communication records to improve how we operate, address complaints, train staff, and ensure quality. The lawful basis is our legitimate interests in operating and developing our business, provided these interests are not overridden by your rights.

To comply with legal and regulatory obligations: We may process personal data to meet legal, tax, and regulatory requirements, or to respond to lawful requests from public authorities. The lawful basis is compliance with a legal obligation.

Marketing communications: We may, from time to time, use your contact details to send you information about similar services that we offer. The lawful basis is our legitimate interests in promoting our services, or your consent where required by law. You can opt out of marketing communications at any time.

Sharing your personal data and use of processors

We do not sell your personal data. We may share your data with third parties where necessary for the purposes set out in this policy.

Categories of recipients may include:

Service delivery partners and subcontractors: For example, other drivers or removal teams that assist in carrying out your move, where they need your address and contact information to perform the service.

IT and communications providers: Companies that provide hosting, email, messaging, or customer management systems used to store and process your data securely.

Payment and accounting providers: Third-party payment processors and accountants or bookkeeping services that support financial transactions and record-keeping.

Professional advisers and insurers: Where we require legal, insurance, or professional advice, and where sharing limited data is necessary and proportionate.

Public authorities: Where we are legally required to share data with regulators, law enforcement, tax authorities, or courts.

Whenever we use third-party processors, they are required to process your personal data only on our documented instructions, to keep it secure, and not to use it for their own independent purposes.

International transfers

As a general rule, we aim to store and process your personal data within the United Kingdom or the European Economic Area. If it becomes necessary to transfer personal data to countries outside this area, we will ensure that appropriate safeguards are in place in accordance with data protection law, such as standard contractual clauses or equivalent protections.

Data retention periods

We keep your personal data only for as long as is necessary for the purposes for which it was collected, or for as long as we are required to keep it by law.

Typical retention periods are:

Service and booking records: retained for as long as you are an active customer and for a reasonable period afterwards, generally up to six years, to handle any queries, legal claims, or accounting obligations.

Financial and invoicing information: retained for the period required by tax and accounting legislation, which is generally up to six years after the end of the financial year in which the transaction occurred.

Enquiries and quotations where no booking is made: retained for a shorter period, typically up to two years, unless a longer retention period is required to deal with ongoing correspondence or disputes.

Marketing contact details: retained until you opt out or we no longer need to contact you, whichever comes first.

Once retention periods expire, we will securely delete or anonymise your personal data.

How we protect your data

We implement appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, alteration, or disclosure. These measures include limiting access to personal data to those who need to know it for their role, using secure storage and communication methods, and training personnel on data protection responsibilities.

Your data protection rights

Under data protection law, you have a range of rights in relation to your personal data. These rights are subject to certain conditions and legal limitations but generally include:

Right of access: You can request confirmation of whether we hold personal data about you and ask for a copy of that data, together with certain information about how we use it.

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

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 lawful basis for processing.

Right to restriction of processing: You can request that we restrict the processing of your data in certain situations, such as while we are verifying its accuracy or handling an objection.

Right to data portability: Where processing is based on your consent or on a contract and is carried out by automated means, you may request to receive your personal data in a structured, commonly used, and machine-readable format, and to have it transmitted to another controller where technically feasible.

Right to object: You can object to processing based on our legitimate interests, including profiling, and we will stop processing unless we have compelling legitimate grounds that override your interests or we need to continue processing for legal claims. You also have an absolute right to object to direct marketing and related profiling.

Right to withdraw consent: Where we rely on your consent to process your personal data, you can withdraw that consent at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.

To exercise any of these rights, please contact us using the contact methods you normally use when dealing with Man and Van Mayfair. We may need to verify your identity before responding to your request.

Complaints and contact

If you have concerns about how we handle your personal data, you can contact us so that we can try to resolve the issue promptly. You also have the right to lodge a complaint with your local data protection authority. In the United Kingdom, this is the Information Commissioner's Office.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, how we process personal data, or changes in the law. When we make significant changes, we will take reasonable steps to inform you. The most current version of this policy will apply to how we use your personal data.