Privacy Policy

Man and Van Earls Court Privacy Policy

This Privacy Policy explains how Man and Van Earls Court collects, uses, stores, and protects your personal data when you use our services in the Earls Court area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. This policy applies to all Man and Van Earls Court customers in the Earls Court area, including individuals and businesses that make enquiries or bookings for our moving, transport, or related services.

Who We Are

Man and Van Earls Court is a local transport and removals service provider operating in the Earls Court area. For the purposes of data protection law, we act as the data controller in relation to the personal data we collect and process about you in connection with our services.

Personal Data We Collect

We only collect information that is necessary for the provision and management of our services. The types of personal data we may collect include:

Identity and contact details such as your name, address, service addresses for collection and delivery, and other contact details you choose to provide.

Booking and service information such as details of the items to be moved, preferred dates and times, access requirements, instructions related to the move, and records of our communications with you.

Payment and billing details such as payment confirmations, amounts paid, and billing history. We do not store full payment card details when you pay through a secure payment provider.

Technical and usage information such as details you submit through online forms, basic information about how you access our website such as browser type and approximate location, and logs of usage that help us maintain security and performance.

Communications data such as enquiries, complaints, feedback, and any correspondence you have with us by phone, text, online form, or other channels you choose to use.

How We Collect Your Data

We collect personal data directly from you when you contact us, request a quote, make a booking, or use our services. This can be by telephone, in person, through online enquiry forms, or through other communication methods you choose to use.

We may also receive limited personal data from third parties where it is necessary to provide our services, for example when an agency, landlord, or business partner books our services for you and provides your contact details and service address.

Lawful Basis for Processing

We will only process your personal data when we have a lawful basis to do so. Depending on the circumstances, the lawful bases we rely on are:

Contract: We process your data when it is necessary to provide our services, set up and manage your booking, take payment, and handle any changes or cancellations relating to your move.

Legal obligation: We process certain information when we are required to do so by law, such as for accounting, tax, and record-keeping obligations or to comply with requests from regulatory authorities where we are legally required to respond.

Legitimate interests: We may process your personal data for our legitimate business interests, provided that your rights and freedoms are not overridden. These interests include managing and improving our services, securing our systems, training staff, handling queries and complaints, and maintaining appropriate business records.

Consent: In some cases we may rely on your consent, for example for certain types of direct marketing communications. Where we rely on consent, you have the right to withdraw it at any time.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide and manage our services, including handling enquiries, preparing quotations, scheduling and carrying out moves, and communicating with you about your booking.

To take and process payments, issue invoices, manage billing queries, and maintain financial records.

To respond to your questions, requests, and feedback, and to handle complaints or disputes.

To manage our business operations, including planning routes, scheduling staff and vehicles, training, quality control, and service improvements.

To protect our business, staff, and customers, including fraud prevention, security measures, and the enforcement of our terms and conditions.

Where permitted, to provide you with information about our services that may be relevant to you, and to understand how customers use our services so that we can improve them.

Data Sharing and Processors

We do not sell your personal data. We may share your data with trusted third parties where necessary for the operation of our business and the delivery of our services. These third parties act as data processors on our behalf, or in some cases as independent controllers where required by law.

Examples of third parties we may use include payment service providers who securely process your payments, service and technology providers who supply booking, scheduling, communication, or data storage systems, and professional advisers such as accountants or insurance providers where access to certain data is necessary for their services.

We only share the minimum amount of personal data required for each purpose, and we require any processors who act on our behalf to process your data only in accordance with our instructions, to keep it secure, and to comply with data protection law.

Data Retention

We keep your personal data only for as long as necessary for the purposes described in this Privacy Policy, and to comply with our legal and regulatory obligations.

In general, we retain booking and invoice records for several years after the end of the tax year in which the transaction took place, in line with accounting and tax requirements. Enquiry information that does not lead to a booking may be kept for a shorter period for reference and to help us respond to follow-up enquiries.

When personal data is no longer needed, we will delete it or anonymise it so that you can no longer be identified. In some cases we may retain anonymised or aggregated data for statistical or business planning purposes.

International Transfers

Our core services are based in the United Kingdom. However, certain service providers or technology solutions we use may involve the transfer of personal data outside the United Kingdom or the European Economic Area. Where such transfers occur, we ensure that appropriate safeguards are in place to protect your data, such as using countries deemed to provide an adequate level of protection or implementing standard contractual clauses or equivalent measures required by data protection law.

How We Protect Your Data

We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include limiting access to personal data to those staff and contractors who need it to perform their duties, using secure systems for storage and communication, and regularly reviewing our security arrangements.

Your Data Protection Rights

As a customer of Man and Van Earls Court in the Earls Court area, you have a number of rights regarding your personal data under data protection law. These may include:

The right of access: You can request confirmation that we process your personal data and obtain a copy of that data, along with certain information about how we use it.

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

The right to erasure: In some circumstances, you can request that we delete your personal data, for example when it is no longer needed for the purposes for which it was collected and we are not required to keep it for legal reasons.

The right to restrict processing: You may ask us to restrict the way we use your data in certain situations, for example while we are considering a request for rectification.

The right to data portability: Where our processing is based on your consent or on a contract and carried out by automated means, you may have the right to receive the data you provided to us in a structured, commonly used, machine-readable format and to request that it is transferred to another controller where technically feasible.

The right to object: You can object to certain types of processing, including direct marketing or processing carried out on the basis of our legitimate interests, where you believe your rights and interests outweigh our reasons for processing.

The right to withdraw consent: Where we rely on your consent, you can withdraw it at any time. This will not affect the lawfulness of any processing carried out before you withdraw consent.

Contact and Complaints

If you have any questions about this Privacy Policy, how we handle your personal data, or if you wish to exercise any of your data protection rights, you can contact us using the usual communication methods you use for bookings or enquiries, making clear that your query relates to data protection or privacy.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are unhappy with how we handle your personal data. We would, however, appreciate the chance to deal with your concerns first, and we encourage you to contact us so that we can try to resolve any issues.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, technology, or legal requirements. Any changes will apply to all Man and Van Earls Court customers in the Earls Court area from the date the revised policy is made available. We encourage you to review this policy periodically to stay informed about how we protect your personal data.