Belgravia Man and Van Privacy Policy

This Privacy Policy explains how Belgravia Man and Van collects, uses, stores and protects personal data relating to customers and prospective customers within our service area. It also explains your rights under applicable data protection law, including the UK General Data Protection Regulation and the Data Protection Act 2018.

This Privacy Policy applies to all Belgravia Man and Van customers and prospective customers in our operating area, regardless of how you contact us or use our services, including by phone, online enquiry forms, messaging, or in person.

Data Controller

Belgravia Man and Van is the data controller for the personal data described in this Privacy Policy. This means we determine the purposes and means of processing your personal data when you use our man and van, removal, transport or related services.

Personal Data We Collect

We collect and process personal data that is necessary to provide our services, manage our business, and comply with legal obligations. The types of personal data we may collect include:

Identity and contact details: name, title, billing address, collection and delivery addresses, contact address, and any communication details you provide.

Service information: details of the services you request or receive from us, such as property access details, dates and times of moves, inventory descriptions, special instructions you provide, and job reference numbers.

Communication records: information contained in enquiries, quotes, messages, feedback, complaints, and other correspondence with us.

Payment and transaction data: details of services purchased, payment status, basic transaction references, and invoicing data. We do not store full payment card details where payments are processed through external payment processors.

Technical and usage information: limited technical data derived from your interactions with any online forms or tools we use, such as the date and time of enquiries, and basic diagnostic information to ensure the proper operation and security of our systems.

Any other information you choose to provide: for example, additional information about access restrictions, packing needs, or items of special value or fragility, where you decide to share this with us.

How We Collect Personal Data

We may collect your personal data in the following ways:

Directly from you when you contact us to request a quote, make a booking, ask a question, or provide feedback.

During the performance of a service, for example when our staff attend your premises and take practical details needed to carry out the job safely and efficiently.

From third parties, where allowed by law and relevant to the service, such as when a letting agent, relative, or employer arranges a move on your behalf and provides your contact details to us.

Automatically, in a limited way, when you interact with our online tools or forms, for example through system logs and diagnostic data.

Lawful Bases for Processing

We will only process your personal data where we have a lawful basis under data protection law. The main lawful bases we rely on are:

Contract: processing is necessary to enter into or perform a contract with you, for example to provide a quote, confirm a booking, carry out a move, or take payment.

Legal obligation: processing is necessary to comply with legal and regulatory obligations, such as record-keeping, tax and accounting requirements, and responding to lawful requests from authorities.

Legitimate interests: processing is necessary for our legitimate business interests, provided your interests and fundamental rights do not override those interests. These interests include managing our business and services, preventing fraud, handling customer enquiries, improving our services, and protecting our staff, property and systems.

Consent: in limited cases, we may rely on your consent, for example where you ask to receive certain types of optional communication that are not strictly necessary for providing our services. Where we rely on consent, you can withdraw it at any time.

How We Use Your Personal Data

We may use your personal data for the following purposes:

To provide quotes, plan jobs and deliver our man and van and removal services.

To manage bookings, handle changes, cancellations and customer support.

To communicate with you about your enquiry, quote, booking, or any issues that arise.

To manage payments, invoicing, refunds and debt recovery.

To keep appropriate business records and comply with accounting, tax and other legal requirements.

To monitor and improve the quality and safety of our services and customer experience.

To manage and protect our business, including troubleshooting, data analysis, testing, system maintenance and security.

To handle disputes, complaints or claims involving you or our staff, and to establish, exercise or defend legal claims.

Data Sharing and Processors

We may share your personal data with third parties where necessary and lawful, including:

Service providers and processors: third parties who provide services to us, such as payment processors, accounting support, information technology and system maintenance providers, secure data storage and backup providers, and communication or scheduling tools. These third parties are engaged as processors and may only process your personal data on our documented instructions, under appropriate contractual safeguards.

Professional advisers: such as accountants, auditors, legal advisers and insurers, where necessary to obtain professional advice or manage business risks.

Authorities and regulators: where we are required or permitted by law to share data with law enforcement, courts, regulatory bodies or tax authorities.

Other parties in connection with a business transaction: in the event of a merger, reorganisation or transfer of all or part of our business, in which case we will take steps to ensure appropriate protection for your personal data.

We do not sell your personal data to third parties.

International Data Transfers

Where any of our service providers or their systems are located outside the United Kingdom, or where data may be accessed from another country, we will ensure that appropriate safeguards are in place to protect your personal data, as required by data protection law. This may include using standard contractual clauses approved by relevant authorities or other legally recognised transfer mechanisms.

Data Retention

We will retain your personal data only for as long as is necessary for the purposes for which it was collected, including for the purposes of satisfying any legal, accounting or reporting requirements.

In general, we keep data relating to bookings, invoices and key customer correspondence for a period that allows us to meet tax and accounting obligations, handle any potential complaints or disputes, and demonstrate that we have acted lawfully. After the relevant retention periods expire, we will securely delete or anonymise your personal data where it is no longer needed.

The exact retention period may vary depending on the nature of the data, the services provided and the requirements of applicable laws and regulations.

Security of Your Personal Data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures include access controls, staff training, secure storage, and safeguards when using third party service providers.

While we take reasonable care to protect your personal data, no system can be guaranteed to be completely secure. You should also take care to safeguard any information you share with us and notify us if you suspect any unauthorised use of your personal data in connection with our services.

Your Data Protection Rights

Under data protection law, you have certain rights in relation to your personal data, subject to some conditions and exemptions. These rights may include:

Right of access: to obtain confirmation of whether we process your personal data and to receive a copy of that data, along with information about how we use it.

Right to rectification: to request correction of inaccurate or incomplete personal data we hold about you.

Right to erasure: to request that we delete your personal data in certain circumstances, for example where it is no longer needed for the original purpose and we have no other legal basis to retain it.

Right to restriction of processing: to request that we restrict the processing of your personal data in certain circumstances, such as while we are verifying its accuracy or assessing an objection.

Right to data portability: in some cases, to receive your personal data in a structured, commonly used and machine readable format and to have it transmitted to another controller where technically feasible.

Right to object: to object, on grounds relating to your particular situation, to our processing of your personal data based on legitimate interests, and we will stop such processing unless we have compelling legitimate grounds to continue or the processing is for the establishment, exercise or defence of legal claims.

Where we rely on consent, you have the right to withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before you withdrew your consent.

Exercising Your Rights and Complaints

If you wish to exercise any of your data protection rights in relation to Belgravia Man and Van, or if you have any questions or concerns about this Privacy Policy or how we handle your personal data, you can contact us using the usual communication channels you use for our services.

You also have the right to lodge a complaint with the UK data protection authority if you are unhappy with how we handle your personal data. We encourage you to contact us first so that we can try to resolve your concerns directly.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, how we process personal data, or changes in law or best practice. Any updated version will apply to all customers and prospective customers in our service area from the date it is made available. We recommend that you review this Privacy Policy periodically to stay informed about how we protect your personal data.