Privacy Policy - Man With Van Earls Court

This Privacy Policy explains how Man With Van Earls Court collects, uses, stores, shares, and protects personal data relating to all customers in the Earls Court area. It applies to every person who uses our moving, transport, loading, unloading, packing, storage coordination, or related services, whether the service is booked directly, requested through an intermediary, or arranged on behalf of another person. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who this policy applies to

This policy applies to all Man With Van Earls Court customers in area, including household customers, business customers, tenants, landlords, and any authorised representatives who communicate with us or make arrangements for a move. It also applies to individuals whose data we may receive in connection with a booking, such as building managers, access contacts, payment account holders, and emergency contacts where relevant to the service.

2. Personal data we collect

We collect only the data necessary to provide and manage our services, respond to enquiries, meet legal obligations, and improve our operations. Depending on the nature of the booking, we may collect the following categories of data:

Identity data such as your name, title, and the name of your organisation if applicable.
Contact data such as address, email address, telephone number, and service location details.
Booking and service data such as move date, property type, inventory notes, access instructions, special handling requirements, and service preferences.
Payment and billing data such as payment status, invoice details, and limited transaction information needed to process and record payments.
Communication data such as correspondence, call notes, complaint records, and service feedback.
Technical data where relevant, such as basic device, browser, or usage information from our digital systems used to process enquiries or bookings.
Operational data such as delivery logs, job completion records, and evidence needed to confirm service delivery or resolve disputes.

We do not intentionally collect special category data unless it is strictly necessary and you choose to provide it. For example, if you share information about mobility needs, health-related access requirements, or other sensitive details to help us complete a move safely, we will treat that information with additional care and only use it for that purpose.

3. How we use your data

We use personal data for the following purposes:

to provide moving and transport services;
to confirm bookings and manage schedules;
to communicate with customers about service arrangements;
to prepare quotes, invoices, and receipts;
to handle complaints, claims, and disputes;
to meet legal, accounting, tax, and insurance obligations;
to maintain records of service performance and safety;
to improve our operational processes and customer experience;
to prevent fraud, misuse, or unlawful activity.

We will only use your personal data in ways that are compatible with the reason it was collected, unless a further lawful basis applies or the law requires otherwise.

4. Lawful basis for processing

Under data protection law, we must have a lawful basis for each use of personal data. We rely on the following bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes handling enquiries, providing quotes, scheduling work, completing moving services, issuing invoices, and managing post-service matters connected to the contract.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include improving our services, managing internal administration, protecting against fraud, maintaining security, and keeping records for quality assurance and dispute resolution.

Legal obligation

We process some data because the law requires it. This may include tax records, accounting documents, insurance-related records, health and safety documentation, and information needed to comply with regulatory requirements.

Consent

In limited situations, we may rely on your consent, particularly where we collect optional information or use certain communications that require permission. If we rely on consent, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

5. Data sharing and processors

We may share personal data with trusted third parties that help us deliver our services or run our business. These parties act as processors or independent controllers depending on the service they provide. We only share what is necessary and require appropriate data protection safeguards.

Processors may include:

Payment processors that handle card or online payment transactions;
Accounting and bookkeeping providers that support invoicing, tax records, and financial administration;
IT and cloud service providers that store or support our business systems;
Customer communication tools used to send service updates or record communications;
Scheduling and operational software providers that help manage bookings and work orders;
Insurance or legal advisers where required to handle claims, disputes, or compliance matters.

We may also share data with public authorities, regulators, law enforcement agencies, or courts when required by law or where disclosure is necessary to protect our rights, property, employees, customers, or the public.

Where a third party processes data on our behalf, we require them to act only on our instructions, use appropriate security measures, and keep the data confidential. We do not sell personal data.

6. International transfers

If any processor stores or accesses data outside the UK, we will ensure that appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent lawful transfer mechanisms. We take reasonable steps to ensure your data remains protected wherever it is processed.

7. Retention of personal data

We keep personal data only for as long as necessary for the purposes for which it was collected, or for longer where required by law. Retention periods may vary depending on the type of record and the reason for holding it.

Booking and service records are retained for the period needed to manage the service and resolve any follow-up issues.
Financial and tax records are retained for the legally required accounting and tax period.
Complaint, claim, and dispute records may be retained for longer where necessary to establish, exercise, or defend legal claims.
Consent-based communications are retained until you withdraw consent or the purpose ends.

When data is no longer required, we will delete it securely or anonymise it so it can no longer identify you.

8. Security of your data

We use reasonable technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limited access to records on a need-to-know basis. While no system can be guaranteed to be completely secure, we work to maintain a level of protection appropriate to the risks involved.

9. Your rights

Depending on the circumstances, you have a number of rights under data protection law. These rights are not absolute and may be subject to exemptions or limitations.

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete data.
Right to erasure – you can ask us to delete your data in certain situations.
Right to restriction – you can ask us to limit how we use your data in certain cases.
Right to data portability – you can request data you have provided to us in a structured, commonly used format where applicable.
Right to object – you can object to processing based on legitimate interests, and to direct marketing where used.
Right to withdraw consent – where processing relies on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we may need to verify your identity before responding. We aim to respond within the time limits set by law.

10. Children’s data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children except where it is incidentally included in service-related records, such as household booking information. Where such data is provided, it is treated with care and only used where necessary for the service or for legal compliance.

11. Complaints and supervisory authority

If you believe your data has been handled unfairly or unlawfully, you have the right to raise a concern with the relevant data protection authority. You may also contact us to discuss any issue, request clarification, or exercise your rights. We encourage customers to raise concerns first so that we can investigate and resolve them promptly.

12. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or how we handle personal data. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their information is used.

By using the services of Man With Van Earls Court, you acknowledge that you have read and understood this Privacy Policy and that it applies to all Man With Van Earls Court customers in area.