Man and Van Pimlico Privacy Policy
This Privacy Policy explains how Man and Van Pimlico collects, uses, stores, and protects personal data about customers and prospective customers in the Pimlico area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. By using our services, requesting a quote, or contacting us, you acknowledge that you have read and understood this Privacy Policy.
Scope of this Privacy Policy
This Privacy Policy applies to all Man and Van Pimlico customers and prospective customers located in the Pimlico area and surrounding neighbourhoods. It covers personal data collected through our website, by telephone, through messaging services, and in person when arranging or providing man and van services, removals, or related services.
Data Controller
Man and Van Pimlico is the data controller in relation to the personal data we process about you. As data controller, we decide how and why your personal data is used and we are responsible for ensuring that such use complies with applicable data protection laws.
Personal Data We Collect
We may collect and process the following categories of personal data about you:
Identity and contact details, such as your name, address, postcode, and preferred contact method.
Communication details, such as your email content, messages, and any information you provide when you contact us for a quote, booking, or query.
Service and booking information, such as collection and delivery addresses, property access details, parking information, dates and times of moves, inventory descriptions, and any special instructions relating to the service.
Payment and transaction information, such as records of payments made for our services and billing details. We do not store full payment card details; where card payments are processed, these are handled by secure third party payment processors.
Technical and usage information, such as basic device or browser information, and general usage data relating to how you interact with our website or online enquiry forms, to the extent that such data is personal data.
Feedback and correspondence, including feedback, reviews, complaints, and any correspondence we may have with you before or after providing services.
How We Collect Your Data
We collect personal data directly from you when you contact us to request a quote or booking, when you provide information during a call or visit, when you complete an online form, or when you send us information via messaging services.
We may also obtain personal data indirectly from third parties when someone books a service on your behalf, or when an estate agent, landlord, or business partner shares relevant contact or booking information with us so that we can carry out a service for you.
Lawful Bases for Processing
We only process your personal data where we have a lawful basis to do so under data protection laws. Depending on the circumstances, the lawful bases we rely on include:
Contract. We process your personal data where it is necessary to take steps at your request before entering into a contract, or to perform a contract with you. This includes providing quotes, confirming bookings, and carrying out man and van, removal, and related services.
Legal obligation. We may process your data where necessary to comply with legal obligations, such as record keeping, tax, accounting, and responding to lawful requests from public authorities.
Legitimate interests. We may process your personal data where it is necessary for our legitimate business interests, and where your interests and fundamental rights do not override those interests. These interests may include responding to enquiries, improving our services, managing and protecting our business, and handling claims or disputes.
Consent. In limited cases, we may rely on your consent, for example where we send certain forms of direct marketing communications or ask to use optional cookies or analytics. Where we rely on consent, you have the right to withdraw it at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
To respond to your enquiries and provide quotes for services.
To set up, manage, and fulfil bookings, including arranging collection and delivery, planning routes, and managing staff and vehicles.
To communicate with you about your booking, including confirmations, updates, and any changes to the service.
To manage payments, invoicing, and accounting records related to the services you receive from us.
To handle complaints, disputes, and claims, and to maintain appropriate records of our dealings with you.
To improve our services, operations, and customer experience, including through analysis of anonymised or aggregated information where possible.
To meet legal, regulatory, and insurance requirements and to protect our rights, property, staff, and customers.
Data Sharing and Processors
We may share your personal data with trusted third parties where necessary for the purposes set out in this Privacy Policy and where they act as our processors or independent controllers, as appropriate.
Types of third parties that may process your data on our behalf include:
Payment processing providers who handle card or electronic payments securely.
IT and hosting providers who support our website, communication systems, and data storage.
Customer management, booking, or scheduling system providers.
Professional advisers, such as accountants or legal advisers, where necessary for business operations and compliance.
Where we use processors, they are only permitted to process your personal data in accordance with our instructions, must keep it secure, and are not allowed to use it for their own independent purposes.
International Transfers
If any of our service providers or systems are located outside the United Kingdom or the European Economic Area, or store data in such locations, we will take appropriate steps to ensure that your personal data receives an adequate level of protection. This may include using standard contractual clauses or other safeguards recognised under data protection laws.
Data Retention
We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.
In general, we retain booking and transaction records for a number of years after the service has been completed, in line with legal and tax requirements. Enquiry information that does not lead to a booking may be retained for a shorter period to allow us to manage follow up contact and to understand demand for our services.
When personal data is no longer needed, we will securely delete or anonymise it so that it can no longer be associated with you.
Security of Your Data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, alteration, or disclosure. These measures include access controls, secure storage, and limiting personal data access to staff and processors who need it to perform their duties. While we take reasonable steps to safeguard your data, no system can be completely secure, and you should take care when sending personal information to us.
Your Data Protection Rights
Under data protection laws, you have a number of rights in relation to your personal data. Subject to certain conditions and exemptions, these include:
Right of access. You have the right to request confirmation of whether we process your personal data and to obtain a copy of that data, together with certain information about how we use it.
Right to rectification. You have the right to request correction of any inaccurate or incomplete personal data we hold about you.
Right to erasure. In some circumstances, you may request that we delete your personal data, 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 may request that we restrict the processing of your personal data in certain situations, such as while we verify its accuracy or consider an objection you have raised.
Right to object. You may object to our processing of your personal data where we rely on legitimate interests as our lawful basis. We will assess your objection and will stop processing unless we have compelling legitimate grounds to continue or we need the data for legal claims.
Right to data portability. In certain circumstances, you may request that we provide you or another controller with a copy of certain personal data in a structured, commonly used, machine readable format.
Right to withdraw consent. Where we rely on your consent to process your personal data, you may withdraw that consent at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.
Exercising Your Rights and Complaints
If you wish to exercise any of your rights or have questions about how we handle your personal data, you can contact us using the contact details provided on our website or through the usual communication channels you use to reach us.
You also have the right to lodge a complaint with the UK supervisory authority for data protection matters. We would, however, appreciate the opportunity to address your concerns directly before you approach the authority, so we encourage you to contact us first.
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 the law. Any updated version will be made available through our usual communication channels. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
