Privacy Policy - Man And Van Earls Court

This Privacy Policy explains how Man And Van Earls Court collects, uses, stores, shares, and protects personal data. It applies to all Man And Van Earls Court customers in the area, including people who request quotes, make bookings, receive removals or delivery services, or otherwise interact with our team. We are committed to processing personal data lawfully, fairly, and transparently in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Man And Van Earls Court provides moving, transport, and related logistics services. In the course of supplying these services, we may act as a data controller for personal information we decide how and why to use. This means we are responsible for determining the lawful basis for processing, safeguarding the data we hold, and respecting your rights.

2. Personal Data We Collect

We may collect and process different types of personal data depending on how you use our services. The categories of data we collect may include:

Identity information such as your name and, where relevant, business name.
Contact details including phone number, email address, and service address.
Booking and service details such as requested dates, moving requirements, property access notes, and item descriptions.
Payment-related information such as billing details and transaction records, where payment is processed.
Correspondence including messages, complaints, feedback, and service updates.
Technical information such as basic device or usage data if you interact with our digital systems, where applicable.
Special instructions you voluntarily provide to help us deliver the service safely and efficiently.

We normally collect data directly from you when you enquire about our services, confirm a booking, communicate with us, or provide service instructions. We may also receive information from third parties where necessary to complete a booking or fulfil a contract, such as a property manager, landlord, or authorised representative.

3. How We Use Your Personal Data

We use personal data only where it is necessary for legitimate business purposes, to fulfil our contractual obligations, or where we are required to do so by law. Common purposes for processing include:

providing quotations and responding to enquiries;
managing bookings, scheduling, and service delivery;
processing payments and issuing invoices or receipts;
communicating about your move, including changes or updates;
handling complaints, claims, and customer support;
maintaining records for accounting, tax, and legal compliance;
protecting the security of our operations, staff, and customers;
improving our services and managing business performance;
preventing fraud, misuse, or unlawful activity.

We do not use your personal information in ways that are incompatible with the purposes described in this policy.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for using your personal data. Depending on the situation, we may rely on one or more of the following legal bases:

Contract

We process personal data where it is necessary to prepare for, enter into, or perform a contract with you. This includes providing quotes, confirming bookings, carrying out removals, arranging delivery services, and managing related payments.

Legal Obligation

We may process data when required to comply with legal duties, including tax rules, accounting obligations, and record-keeping requirements.

Legitimate Interests

We may process personal data for our legitimate interests where those interests are not overridden by your rights and freedoms. This may include managing business operations, responding to enquiries, maintaining service quality, protecting against fraud, and improving internal processes.

Consent

In limited cases, we may rely on your consent, for example where optional marketing communication or non-essential processing is involved. Where consent is used, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. Sharing Your Data and Processors

We do not sell personal data. We may share data only where necessary and proportionate for the operation of our services, legal compliance, or business administration. In some cases, we use trusted third-party service providers, also known as processors, to process data on our behalf under appropriate contractual safeguards.

Examples of processors may include:

Payment processors that handle transactions securely;
IT and cloud service providers that store or manage business records;
Accounting and invoicing providers that assist with financial administration;
Communication service providers that help us send messages or manage customer correspondence;
Operational support providers who assist with scheduling, administration, or record management.

We may also disclose personal data to law enforcement, regulators, courts, insurers, legal advisers, or other third parties where required by law, to defend legal claims, or to protect the rights, property, or safety of our customers, staff, or business.

Where processors handle personal data on our behalf, they are required to act only on our instructions and to implement suitable security measures. They are not permitted to use the data for their own purposes.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including satisfying any legal, accounting, tax, or reporting requirements. Retention periods depend on the type of information and the reason we hold it.

As a general approach:

enquiry data may be kept for a short period if no booking follows;
booking and contract records are kept for the duration of the service and for a reasonable period afterwards;
financial and invoicing records are retained in line with legal and accounting obligations;
complaints or dispute records may be retained longer where necessary to resolve issues or defend claims.

When personal data is no longer needed, we will securely delete, destroy, or anonymise it where appropriate.

7. Security of Your Information

We take reasonable technical and organisational measures to protect personal data from unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful management of service records. While no system can be guaranteed to be completely secure, we continuously assess our practices to reduce risk.

8. Your Rights

Depending on your circumstances and the legal basis for processing, you may have several rights in relation to your personal data. These include:

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 cases.
Right to restriction – to ask us to limit how we use your data in specific situations.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain data in a structured, commonly used format where technically feasible.
Right to withdraw consent – where processing relies on consent.

If you wish to exercise any of these rights, we may need to verify your identity before responding. We will respond within the time limits required by law and may explain if an exemption applies.

9. International Transfers

Where personal data is transferred outside the UK, we will ensure appropriate safeguards are in place so that your information remains protected to an equivalent standard. Such safeguards may include recognised contractual protections or transfers to countries deemed to provide adequate protection.

10. Children’s Data

Our services are not directed to children, and we do not knowingly collect personal data from minors except where it is necessary to provide services requested by a parent, guardian, or authorised adult. If we become aware that data has been collected inappropriately, we will take steps to delete it where appropriate.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how personal data is handled.

12. How to Exercise Your Rights

To make a privacy-related request or raise a concern about how your data is handled, you may contact us through the usual service channels used for customer support. We may ask for information to verify your identity and to help us understand your request. If you are not satisfied with our response, you also have the right to lodge a complaint with the UK Information Commissioner’s Office.

By using the services of Man And Van Earls Court, you acknowledge that personal data will be processed as described in this Privacy Policy, subject to your rights under applicable data protection law.