Privacy Policy - Belgravia Man And Van

Belgravia Man And Van is committed to protecting the privacy and personal data of all customers in the area. This Privacy Policy explains how we collect, use, store, share, and protect personal information, and sets out the rights available to you under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy applies to all Belgravia Man And Van customers in the area, including people who request quotes, book services, receive moving assistance, or otherwise interact with us in connection with our removal and van services.

1. Who We Are

Belgravia Man And Van provides man and van, removals, transportation, and related moving services. For the purposes of data protection law, we act as the data controller in relation to the personal information we collect and use for our own business purposes. This means we decide why and how your personal data is processed, within the limits of applicable law.

2. Information We Collect

We collect only the information that is necessary for providing our services, managing bookings, and running our business effectively. The types of personal data we may collect include:

Identity details: name, title, and, where relevant, company name.
Contact details: telephone number, email address, and address details needed for collection, delivery, or service administration.
Booking information: moving date, service type, items to be moved, access details, and special instructions.
Payment and billing information: payment status, invoices, and limited payment details where required for processing transactions.
Communication records: emails, call notes, text messages, and other correspondence relating to enquiries, quotes, or service delivery.
Service-related information: details necessary to perform the job safely and efficiently, such as property access instructions or vehicle requirements.
Technical information: basic website or device data if you interact with our digital services, such as IP address, browser type, and usage data, where applicable.

We do not seek to collect special category data unless it is strictly necessary and you have chosen to provide it, or unless another lawful basis applies. We ask that you avoid sharing unnecessary sensitive information.

3. How We Use Your Information

We use personal data for the following purposes:

to provide quotes and respond to enquiries;
to arrange, confirm, and carry out removals and moving services;
to communicate about bookings, schedules, and service updates;
to manage invoicing, payments, refunds, and account administration;
to handle complaints, claims, and customer support requests;
to meet legal, tax, accounting, and regulatory obligations;
to improve our services, processes, and customer experience;
to maintain business records and protect against fraud, misuse, or security incidents.

4. Lawful Basis for Processing

We only process your personal data when we have a valid lawful basis. Depending on the context, we may rely on one or more of the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, completing moving services, handling payments, and communicating about the service.

Legal obligation

We may process information where needed to comply with legal obligations, including tax, accounting, insurance, and record-keeping requirements.

Legitimate interests

We may process your data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include managing operations, improving services, maintaining security, preventing fraud, and keeping appropriate business records.

Consent

In limited situations, we may rely on your consent, for example where you choose to receive certain types of optional marketing communications. Where consent is used, you can withdraw it at any time.

5. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. The retention period depends on the type of data and the reason it was collected.

Booking and service records: retained for the period needed to manage the service and resolve any follow-up issues.
Financial and tax records: kept for the period required under applicable accounting and tax laws.
Customer correspondence: retained for a reasonable time to support administration, dispute handling, and service history.
Marketing-related data: retained until you withdraw consent or object where we rely on legitimate interests.

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

6. Sharing Your Personal Data

We may share personal data with trusted third parties when necessary to provide our services or manage our business. These third parties act as processors or, in some cases, independent controllers. We require appropriate data protection safeguards and only share data where necessary.

Processors

Examples of processors may include:

IT and hosting providers;
customer relationship or booking management systems;
email and communication service providers;
accounting, invoicing, and payment processing providers;
storage, backup, and security service providers;
professional advisers acting on our behalf, such as accountants or legal advisers.

These processors are only permitted to process personal data according to our instructions and must keep it secure.

7. International Transfers

If any service provider processes personal data outside the UK, we will ensure that appropriate safeguards are in place to protect your information. This may include using approved contractual protections or relying on other lawful transfer mechanisms permitted under data protection law.

8. Data Security

We take reasonable technical and organisational measures to protect your personal data from unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, password protection, staff awareness, and limited retention of data. While no system can be guaranteed to be completely secure, we work to protect your information to an appropriate standard.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to legal exceptions or limitations. They include:

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 request deletion of your data in certain circumstances;
Right to restriction: you can ask us to limit how we use your data in certain cases;
Right to data portability: you can ask for certain data to be provided in a structured, commonly used format;
Right to object: you can object to processing based on legitimate interests or direct marketing;
Right to withdraw consent: where we rely on consent, you may withdraw it at any time;
Right to complain: you may raise concerns with the UK Information Commissioner’s Office if you believe your rights have been infringed.

If you exercise any of these rights, we may need to verify your identity before responding. We will respond within the timeframe required by law.

10. Marketing Communications

We may send limited marketing communications where permitted by law and where you have not objected. You can opt out of marketing at any time. We will continue to send service-related communications that are necessary for bookings, transactions, or legal obligations.

11. Cookies and Similar Technologies

If you interact with any online services we provide, we may use cookies or similar technologies to support website functionality, improve performance, and understand usage patterns. Where required, we will provide appropriate notice and choices regarding such technologies. You can manage cookie preferences through your browser settings.

12. Children’s Data

Our services are intended for adults arranging removals or transport services. We do not knowingly collect personal data from children unless it is incidentally included in customer records and necessary for service delivery. If we become aware that we have collected information inappropriately, we will take steps to delete it where appropriate.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data processing practices. Any updated version will apply from the date it is published or otherwise made available. We encourage you to review this policy periodically.

14. Contact and Further Information

If you have questions about this Privacy Policy or how your personal data is handled, you may raise the matter through our usual customer service channels. We will review privacy concerns and respond appropriately.

Summary of our commitment: Belgravia Man And Van processes personal information lawfully, fairly, and transparently, keeps it only as long as necessary, uses trusted processors with appropriate safeguards, and respects your rights under applicable data protection law.