Privacy Policy - Man With Van St Pancras

This Privacy Policy explains how Man With Van St Pancras collects, uses, stores, shares, and protects personal data when providing moving, transport, and related services. It applies to all Man With Van St Pancras customers in the area, including people who enquire about our services, receive quotations, make bookings, or otherwise interact with us in connection with a move or delivery.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is intended to help you understand what information we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have over your personal data.

1. Personal data we collect

We collect only the data we need to operate our services, manage our business, and meet our legal obligations. The type of data collected may vary depending on how you interact with us, but it may include:

Identity details such as your name and, where relevant, the name of a business or organisation.
Contact details such as postal address, email address, and telephone number.
Service information including details of your booking, moving date, collection and delivery addresses, property access notes, and item descriptions.
Payment information such as payment status, billing records, and transaction references. We do not store more payment information than is necessary.
Communication records such as messages, emails, call notes, complaint correspondence, and other service-related communications.
Operational information such as load sizes, route details, parking arrangements, and any special handling requirements.
Technical information where applicable, such as basic website usage data, device information, or IP-related data collected through security and analytics tools.

We normally collect data directly from you when you request a quote, make a booking, complete a form, communicate with us, or use our services. We may also receive information from third parties where necessary to carry out the service, such as landlords, estate agents, building managers, or payment providers.

2. How we use your data

We use personal data to provide and manage our moving services efficiently and safely. Typical uses include:

Preparing quotations and confirming bookings.
Planning routes, vehicle requirements, and staffing for your move.
Communicating with you before, during, and after the service.
Processing payments and maintaining financial records.
Handling complaints, claims, or service queries.
Improving our operations, customer experience, and service quality.
Meeting legal, regulatory, tax, insurance, and accounting obligations.
Protecting our business, staff, customers, and property from fraud or misuse.

We will only use your data for purposes that are compatible with the original reason it was collected, unless we have a lawful reason to do otherwise.

3. Lawful basis for processing

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

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes processing details needed to provide moving services, confirm bookings, arrange logistics, and complete payments.

Legal obligation

We may process and retain certain information to comply with legal duties, including tax, accounting, insurance, and record-keeping requirements.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided that your interests and fundamental rights do not override those interests. Examples include managing enquiries, preventing fraud, maintaining service records, improving operations, and resolving disputes. When we rely on legitimate interests, we assess the impact on your rights and ensure that processing is proportionate.

Consent

Where consent is required, we will ask for it clearly and separately. You may withdraw consent at any time, although this will not affect processing already carried out before withdrawal.

4. Data retention

We keep personal data only for as long as necessary for the purposes set out in this policy, unless a longer retention period is required or permitted by law. The retention period depends on the nature of the data and the reason for processing it.

Booking and service records are generally retained for the period needed to complete the service and handle any follow-up issues.
Financial and accounting records are usually retained for the period required by tax and accounting laws.
Customer communications and complaint records may be retained for a reasonable period to protect our legal position and resolve disputes.
Marketing preferences are kept until you opt out or ask us to stop using them.

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

5. Processors and third parties

We may use trusted third-party service providers, known as processors, to help us operate our business. These processors only act on our instructions and are required to protect your data appropriately. Depending on the service provided, they may include:

Payment providers for handling transactions and payment processing.
IT and hosting providers for secure data storage, email, and system support.
Accounting or bookkeeping providers for financial administration and compliance.
Communication service providers for sending messages, notifications, and service updates.
Vehicle, insurance, or operational partners where required to deliver the service safely and lawfully.

We may also disclose personal data where required by law, where it is necessary to protect our legal rights, or where it is needed to prevent fraud, abuse, or security incidents. We do not sell personal data.

6. International transfers

Where any processor stores or accesses data outside the United Kingdom, we ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent protections required by data protection law. We take reasonable steps to make sure that your data remains protected wherever it is processed.

7. Security of your information

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and restricted use of personal data. While no system can be guaranteed completely secure, we work continuously to maintain a strong level of protection.

8. Your rights

Under data protection law, you have several rights in relation to your personal data. These rights may be subject to legal limitations and exemptions, but we will always respond appropriately and fairly.

Right of access - you can ask for 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 - in some circumstances, you can ask us to delete your personal data.
Right to restriction - you can ask us to limit the way we use your data in certain situations.
Right to data portability - where applicable, you can ask for your data 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.

Please note that some rights may not apply in every case, for example where we need to keep information for legal compliance or defence of claims.

9. Children’s data

Our services are not directed at children, and we do not knowingly collect personal data from children except where necessary in connection with a move and only with appropriate adult involvement. If we learn that we have collected data inappropriately, we will take steps to delete it.

10. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our internal practices. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how we handle personal data.

11. Summary of our commitment

Man With Van St Pancras is committed to respecting your privacy and using personal data responsibly. We collect only what we need, process it for clear and lawful reasons, keep it only as long as necessary, and use trusted processors where needed to deliver our services. This policy applies to all Man With Van St Pancras customers in area and reflects our ongoing commitment to data protection, transparency, and accountability.