Man with Van Pimlico Privacy Policy

This Privacy Policy explains how Man with Van Pimlico collects, uses, stores, and protects personal data relating to our customers. It applies to all Man with Van Pimlico customers in the Pimlico area and to anyone who contacts us to enquire about or book our services. We are committed to handling your personal data lawfully, fairly, and transparently, in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.

Who We Are and Scope of This Policy

Man with Van Pimlico is a removals and transport service operating in and around the Pimlico area. For the purposes of data protection law, we act as the data controller in relation to the personal data described in this Privacy Policy. This means we determine the purposes and means by which your personal data is processed.

This Privacy Policy covers personal data that we collect when you contact us, request a quote, make a booking, use our services, or otherwise interact with us as a customer or prospective customer in the Pimlico area.

Data We Collect

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

Identification and contact details: name, title, postal address for collection and delivery, billing address, and other contact details you choose to provide.

Communication details: information you provide when you contact us by phone, through online forms, or by other means, including the content of your messages and any additional details you give us about your move or transport requirements.

Booking and service information: dates and times of your booking, pick-up and drop-off locations, access details for properties, inventory or description of items to be moved, and any special instructions you provide.

Payment-related information: details about payments you make to us and related billing information. We do not store full card details. Where card payments are used, these are processed through third-party payment processors who handle card data securely on our behalf.

Technical and usage information: when you visit our website, limited technical information such as your IP address, approximate location, browser type, and how you interact with the site may be collected through standard logging or basic analytics tools.

How We Collect Your Data

We collect personal data directly from you when you request a quote, make a booking, or communicate with us in relation to our services. This may be by phone, through online forms, or in written correspondence.

We may also receive information indirectly, for example if a third party books our services on your behalf and provides your contact and address details so that we can complete the move or delivery.

Lawful Basis for Processing

We rely on the following lawful bases to process your personal data:

Contract: we process your personal data when it is necessary for entering into or performing a contract with you, such as arranging and providing our man with van services, issuing quotes, and managing your bookings and payments.

Legitimate interests: we process certain information where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This includes communicating with you about your booking, improving our services, managing and securing our systems, preventing fraud, and maintaining business records.

Legal obligations: we may process personal data where necessary to comply with legal or regulatory obligations, such as accounting, tax, or record-keeping requirements, or to respond to lawful requests from public authorities.

Consent: in limited circumstances, we may rely on your consent, for example for certain optional marketing communications. Where we rely on consent, you have the right to withdraw that consent at any time.

How We Use Your Data

We use the personal data we collect for the following purposes:

To provide our services: to create and manage your booking, plan and carry out collections and deliveries, handle changes or cancellations, and communicate with you about the status of your move or transport.

To provide quotes and customer support: to respond to your enquiries, give price estimates, answer questions, and provide after-service support or handle complaints.

To process payments: to issue invoices, process payments, handle refunds where applicable, and maintain financial records for accounting and tax purposes.

To manage our business: to improve our services, train staff, monitor service quality, and manage our logistics and schedules.

To comply with legal obligations: to keep appropriate records, cooperate with law enforcement or regulatory authorities when legally required, and protect our legal rights.

To send service-related information: to contact you with essential updates about your booking, such as timing, access issues, or changes to the agreed service.

Data Retention

We only retain your personal data for as long as is reasonably necessary for the purposes described in this Privacy Policy and in order to meet our legal and regulatory obligations. The exact retention period depends on the nature of the data and the purpose for which it was collected.

In general, information relating to bookings, invoices, and payments is kept for a period required by tax and accounting laws. Correspondence and service-related notes may be kept for a similar period to deal with any queries, complaints, or legal claims that may arise from the services we have provided.

Where personal data is no longer required, we will securely delete it, anonymise it, or otherwise ensure that it can no longer be associated with you.

Data Sharing and Processors

We do not sell your personal data. However, we may share your data with third parties who act as data processors on our behalf. These processors only process your data according to our instructions and are required to keep it secure and confidential.

Categories of processors and recipients may include:

Payment service providers who process card or electronic payments securely.

IT and hosting providers who supply infrastructure, website hosting, email, and data storage services.

Business support providers such as accountants or administrative service providers who assist with financial and operational management.

Professional advisers such as legal advisers where necessary to protect or defend our legal rights.

We may also share personal data with public authorities or law enforcement agencies where we are legally required to do so, or in order to protect our rights, property, or the safety of our staff and customers.

International Transfers

Our aim is to keep your personal data within the United Kingdom or the European Economic Area wherever possible. If we use service providers that transfer or access personal data from outside these regions, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent measures required by data protection law, to protect your rights and your personal data.

Data Security

We take the security of your personal data seriously and implement reasonable technical and organisational measures to protect it from unauthorised access, loss, alteration, or disclosure. These measures may include access controls, secure storage, restricted access based on role, and regular review of our data handling practices.

While we strive to protect your personal data, no method of transmission or storage can be guaranteed as completely secure. You should also take steps to protect your own information, such as keeping any communication with us confidential and notifying us promptly if you suspect any misuse of your data in connection with our services.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to certain conditions and exemptions, you may:

Request access to your personal data and obtain a copy of the information we hold about you.

Request correction of inaccurate or incomplete personal data.

Request erasure of your personal data where there is no longer a lawful basis for us to continue processing it.

Request restriction of the processing of your personal data in specific circumstances.

Object to processing based on our legitimate interests where you believe your rights override those interests.

Request the transfer of your personal data to you or to another organisation, where technically feasible and where the law requires this.

Where we rely on consent, withdraw your consent at any time, without affecting the lawfulness of processing carried out before the withdrawal.

If you wish to exercise any of these rights, you can contact us using the contact details you normally use to communicate with Man with Van Pimlico. We may need to verify your identity before responding to your request. You also have the right to lodge a complaint with the data protection supervisory authority if you are unhappy with how we handle your personal data.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or how we process personal data. Any updated version will apply from the date it is published. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.