Privacy Policy - Man And Van Coventgarden

This Privacy Policy explains how Man And Van Coventgarden collects, uses, stores, shares, and protects personal data. It applies to all Man And Van Coventgarden customers in area, including individuals who request quotes, make bookings, receive removals or delivery services, or otherwise interact with our services.

We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable privacy laws. This policy is designed to be clear, fair, and transparent about what data we collect, why we collect it, how long we keep it, and what rights you have.

1. Personal Data We Collect

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

Identity details such as your name and title
Contact details such as your phone number and email address
Service information including pickup and delivery addresses, preferred dates, moving details, inventory notes, and service requirements
Billing and payment information where needed to process transactions, invoices, or refunds
Communication records such as enquiries, messages, complaints, and service feedback
Technical data such as IP address, browser type, and device information if you interact with digital systems we use
Operational data such as booking notes, route planning details, and service logs

We generally do not seek to collect special category personal data, such as information about health, religion, ethnicity, or political opinions. If such information is ever shared with us voluntarily and is necessary for a service request, we will only process it where we have a valid lawful basis and appropriate safeguards.

2. How We Use Your Data

We use personal data for the following purposes:

To provide quotations and respond to enquiries
To manage bookings and carry out moving or van services
To communicate about timings, access, service changes, and completion details
To issue invoices, process payments, and maintain accounting records
To deal with complaints, claims, and customer support requests
To improve service quality, planning, and operational efficiency
To comply with legal, tax, and regulatory obligations
To prevent fraud, misuse, and security incidents

We will only use your personal data in ways that are compatible with the purposes described in this policy. If we need to use your data for a new and unrelated purpose, we will explain the legal basis for that use where required.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis before processing personal data. The lawful bases we rely on are:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes preparing a quote at your request, managing your booking, delivering services, and handling payment-related steps.

Legal Obligation

We may process personal data where we must comply with legal obligations, including accounting, tax, record-keeping, insurance, and other regulatory requirements.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. Examples include service administration, customer support, business planning, fraud prevention, and maintaining the security of our systems. We always consider whether the processing is proportionate and respectful of your privacy.

Consent

In limited cases, we may rely on your consent, for example where explicit permission is required for certain marketing communications or the use of non-essential cookies or similar technologies. Where consent is used, you may withdraw it at any time.

4. Data Sharing and Processors

We may share personal data with trusted third parties who act as processors or independent controllers, only where necessary and lawful. These may include:

Payment service providers who help us process transactions securely
Accounting and bookkeeping processors who help us meet financial and tax obligations
IT and cloud service providers who store data, host systems, or support communication tools
Customer management software providers who help us manage bookings and service records
Insurance providers, legal advisers, or claims handlers where necessary to handle disputes or protect our rights
Public authorities where disclosure is required by law or a lawful request

Where we use processors, they are only permitted to act on our instructions and must protect your data with appropriate technical and organisational measures. We do not permit processors to use your data for their own unrelated purposes.

Important: We do not sell your personal data.

5. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements.

Quotation and enquiry records are generally kept for a limited period to manage follow-up and service administration
Booking and service records are usually retained for the duration of the customer relationship and for a reasonable period afterwards in case of queries or disputes
Financial and tax records are kept for the period required by law
Complaint or claims records may be kept longer where needed to defend legal claims or resolve disputes

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

6. Data Security

We take the security of personal data seriously and use appropriate safeguards to protect it from unauthorised access, loss, misuse, or alteration. These measures may include access controls, secure storage, confidentiality procedures, and regular review of systems and data handling practices.

While we work hard to protect your data, no system can be guaranteed to be completely secure. If a personal data incident occurs that poses a risk to your rights and freedoms, we will respond in line with applicable legal obligations.

7. International Transfers

If any of our processors store or access data outside the UK, we will ensure that appropriate safeguards are in place before any transfer takes place. These safeguards may include adequacy decisions, standard contractual clauses, or equivalent legal protections approved for international data transfers.

8. Your Rights

You have a number of rights under data protection law. Subject to legal limits and verification of identity, you may:

Access the personal data we hold about you
Rectify inaccurate or incomplete data
Erase your personal data in certain circumstances
Restrict processing in certain situations
Object to processing based on legitimate interests or direct marketing
Data portability for information you provided to us, where applicable
Withdraw consent where processing relies on consent

You also have the right to lodge a complaint with the relevant data protection authority if you believe your data has been handled unlawfully. We encourage you to raise any privacy concerns with us first so we can try to resolve them promptly and fairly.

9. Cookies and Similar Technologies

If we use websites, booking tools, or online systems that place cookies or similar technologies on your device, these may be used for essential functionality, security, analytics, or user experience improvements. Where consent is required, we will request it in a clear manner. You can manage cookie preferences through your browser or device settings, although this may affect some features.

10. Children

Our services are intended for adults. We do not knowingly collect personal data from children unless it is necessary in connection with a lawful service request made by a parent, guardian, or authorised adult. If we become aware that we have collected data unlawfully from a child, we will take appropriate steps to delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, regulation, or our business practices. Any updated version will apply from the date it is made available. We encourage you to review this policy periodically so you remain informed about how we protect your personal data.

12. Summary of Our Privacy Commitments

In summary, Man And Van Coventgarden will:

Collect only the data needed to provide and manage our services
Use data lawfully, fairly, and transparently
Share data only with trusted processors or when legally required
Keep data for no longer than necessary
Protect data using suitable security measures
Respect your rights under UK GDPR and related laws

This Privacy Policy is intended to ensure that all customers in area understand how their personal data is handled and what protections apply. If you use our services, you acknowledge that your data will be processed in accordance with this policy and applicable law.