Man with Van Earls Court Privacy Policy

This Privacy Policy explains how Man with Van Earls Court collects, uses, stores, and shares personal data about its customers and prospective customers in the Earls Court area. It also explains your rights under the United Kingdom General Data Protection Regulation and related data protection laws. This policy applies to all services provided by Man with Van Earls Court and to all individuals who contact us or use our services in the Earls Court area.

1. Data Controller

The data controller is the entity that determines how and why your personal data is processed. For the purposes of this Privacy Policy, Man with Van Earls Court is the data controller for all personal data collected in connection with our removal, transport, and related services in the Earls Court area.

2. Personal Data We Collect

We only collect personal data that is necessary to provide and manage our services, respond to enquiries, and fulfil our legal and contractual obligations. The types of personal data we may collect include:

Identification and contact data such as your name, address, service address, billing address, and general location details within the Earls Court area.

Communication details such as information you provide when you contact us by phone, online form, or other channels, including the content of your messages, booking details, and service preferences.

Service information such as dates and times of your move or transport, access details for properties, inventory or item descriptions, and any specific instructions relevant to the service.

Billing and payment information such as details necessary to issue invoices and record payments. Where payments are processed through third party payment providers, we do not receive or store full card details, but we may receive confirmation of payment, partial identifiers, and transaction references.

Technical data such as basic usage data relating to how you access our website, including date and time of visits, pages viewed, and basic device information. This data is usually collected through cookies or similar technologies as described in our cookie practices, where applicable.

3. Lawful Basis for Processing Your Data

We only process your personal data where we have a valid lawful basis under data protection law. Depending on the circumstances, we may rely on the following lawful bases:

Contract performance to take steps at your request before entering into a contract and to perform our contract with you, for example to provide moving or transport services, arrange bookings, manage invoices, and handle related communications.

Legitimate interests to pursue our legitimate business interests, provided your interests and fundamental rights do not override those interests. This may include managing our operations, improving our services, keeping records of past jobs in the Earls Court area, and defending or establishing legal claims.

Legal obligation to comply with applicable laws, regulations, and guidance, such as tax and accounting rules and health and safety obligations.

Consent where we rely on your explicit consent, for example for certain forms of marketing or where required by law. You have the right to withdraw your consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal.

4. How We Use Your Personal Data

We use your personal data for the following purposes:

To provide and manage our services including arranging and carrying out moves, collections, and deliveries in and around Earls Court, communicating with you about your booking, managing changes, and resolving operational issues.

To manage customer relationships including maintaining contact records, handling queries and complaints, following up on completed jobs, and improving customer experience.

To handle billing and payments including sending quotes, invoices, and receipts, processing or confirming payments through our chosen payment processors, and keeping financial records.

To operate and improve our website and services including monitoring usage, security, and performance, and analysing how customers use our website and services in order to improve them.

To comply with legal requirements including responding to lawful requests from authorities, maintaining records required by law, and managing legal claims or disputes.

5. Data Retention

We keep your personal data only for as long as necessary for the purposes described in this Privacy Policy and to meet any legal, accounting, or reporting requirements.

In general, we keep basic contract and customer data, including contact details, service records, and invoicing information, for the duration of your relationship with us and for a reasonable period afterwards to answer queries, handle any complaints, and meet tax and legal obligations.

Financial and transaction data related to invoices and payments is typically retained for a period required by tax and accounting laws. Data held for legal claims may be retained for longer where necessary.

Where data is held based solely on your consent, we will delete it if you withdraw your consent, unless we are required or permitted by law to retain some or all of it for a longer period.

6. Data Processors and Third Parties

We may use trusted third party service providers to help us run our business and deliver services. These service providers act as data processors on our behalf and only process your personal data in accordance with our instructions and applicable data protection laws.

Typical data processors and third parties may include:

IT and hosting providers that host our systems, website, or data storage solutions.

Payment processing providers that handle or facilitate secure payment transactions and related verification.

Professional advisers such as accountants or legal advisers who assist us in meeting our legal and regulatory obligations.

Administrative and operational support providers that help us with scheduling, communications, and customer service.

Where necessary, your data may also be shared with public authorities or other third parties when we are required to do so by law or when it is necessary to protect our rights or the rights of others.

7. International Data Transfers

Our primary operations are based in the Earls Court area. If any of our service providers transfer or store your personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect your data in accordance with applicable data protection laws. Such safeguards may include adequacy regulations, standard contractual clauses, or equivalent legal mechanisms.

8. How We Protect Your Data

We take reasonable and appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, misuse, or alteration. These measures may include access controls, secure storage, staff awareness, and procedures for handling data breaches.

While we work to protect your data, no method of transmission or storage is completely secure, and we cannot guarantee absolute security. However, we continuously review our security measures to reduce risks as far as reasonably possible.

9. Your Data Protection Rights

Under data protection laws, you have a number of rights in relation to your personal data. These rights apply to all Man with Van Earls Court customers and enquirers in the Earls Court area, subject to certain exceptions and limitations. Your rights include:

Right of access you can request confirmation of whether we process your personal data and request a copy of the data we hold about you.

Right to rectification you can ask us to correct inaccurate or incomplete personal data.

Right to erasure you can request that we delete your personal data in certain circumstances, 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 you can ask us to restrict the processing of your data in certain circumstances, such as while we are investigating a concern you have raised about its accuracy or our use of it.

Right to object you can object to processing based on our legitimate interests, including certain forms of direct marketing. If you object, we will stop processing your data unless we have compelling legitimate grounds to continue or we need to do so for legal reasons.

Right to data portability in certain circumstances, you can ask us to provide your personal data in a structured, commonly used, machine readable format or request that it be transmitted to another controller where technically feasible.

Right to withdraw consent where we rely on your consent to process your personal data, you can withdraw that consent at any time.

You also have the right to lodge a complaint with the relevant supervisory authority if you are concerned about how we handle your personal data.

10. Children

Our services are not directed at children, and we do not knowingly collect personal data from individuals under the age required by law to enter into contracts for these services. If we become aware that we have collected personal data from a child, we will take reasonable steps to delete it as soon as possible.

11. Changes to This Privacy Policy

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

12. Contact and Queries

If you have any questions about this Privacy Policy, how we process your personal data, or if you wish to exercise your data protection rights, you can contact Man with Van Earls Court using the usual contact details you use when booking or enquiring about our services.