Man with Van St Pancras Privacy Policy
This Privacy Policy explains how Man with Van St Pancras collects, uses, stores, and protects personal data of its customers and prospective customers. It applies to all Man with Van St Pancras customers and individuals who make enquiries or bookings in the St Pancras area. We are committed to complying with the UK General Data Protection Regulation and the Data Protection Act 2018.
Scope and Data Controller
This Privacy Policy applies to all services provided by Man with Van St Pancras to customers and potential customers located in the St Pancras area. Man with Van St Pancras determines the purposes and means of processing personal data and therefore acts as the data controller for the personal data described in this Privacy Policy.
Types of Personal Data We Collect
We only collect personal data that is necessary for the provision and administration of our man and van services. The types of personal data we may collect include:
Identification and contact details, such as full name, address, pick-up and delivery addresses, and basic contact details such as communication identifiers you choose to share with us. Service and booking details, such as information about the items to be moved, preferred dates and times, access details for properties, special handling instructions, and any related notes needed to complete the move. Transaction information, such as details of payments made, payment method used, amounts charged, and records of invoices and receipts. Communication records, such as enquiries, quotes, confirmations, complaints, and feedback you provide to us via phone, messaging services, or other channels. Technical and usage data, such as basic device and browser information and general usage data generated when you interact with our online content, where applicable.
How We Collect Personal Data
We collect personal data in the following ways: directly from you when you contact us to request a quote, make a booking, or communicate with us about our services; through ongoing communication before, during, and after the completion of your move; from publicly available sources or third parties where necessary to verify details relating to the provision of our services, such as building management or access contacts, when authorised or required; and through limited technical data automatically collected when you access our online content, such as basic device information and general usage data.
Lawful Bases for Processing
We process personal data only where we have a lawful basis under data protection law. Depending on the context, we rely on the following lawful bases:
Contract: We process personal data to provide a quote, set up and manage your booking, carry out the move, take payment, and handle any subsequent queries or issues. Without this data, we may not be able to provide our services.
Legal obligation: We process certain data to comply with legal and regulatory requirements, such as tax, accounting, and record-keeping obligations.
Legitimate interests: We process personal data when it is necessary for our legitimate business interests, and these are not overridden by your rights and freedoms. These interests include managing and improving our services, handling customer service queries, preventing fraud, maintaining security, and keeping basic records of completed work.
Consent: In limited circumstances, we may ask for your consent to process personal data for specific purposes, such as certain marketing activities. Where we rely on consent, you can withdraw it at any time, and we will explain how to do so when consent is requested.
How We Use Personal Data
We use your personal data for the following purposes: to provide quotes, confirm availability, and create and manage bookings; to plan and carry out collections, transport, and deliveries of your items; to communicate with you about your booking and respond to your queries, requests, or complaints; to process payments and manage invoicing and financial records; to maintain internal records of work completed, including for tax and accounting purposes; to enhance our services, including analysing general service performance and improving customer experience; and to protect our legitimate business interests, including security, fraud prevention, and the establishment, exercise, or defence of legal claims.
Data Retention Periods
We keep personal data only for as long as is necessary for the purposes for which it was collected, and as required by applicable law. In general:
Booking and service records, including basic contact details, service details, and communications related to a move, are typically retained for a period aligned with legal limitation and tax requirements. Financial and invoicing information, including transaction records and documents required for tax and accounting, is retained for the period required by applicable financial and tax laws. Communication records that are not required for ongoing contracts, legal purposes, or accounting may be kept for a shorter period and then securely deleted. When data is no longer needed, we will either delete it securely or anonymise it so that it can no longer be linked to an identifiable individual.
Use of Data Processors and Third Parties
We may share personal data with carefully selected third parties who act as data processors on our behalf. These processors are only permitted to process personal data according to our instructions and in compliance with data protection laws. They may include:
Payment processing and financial service providers that facilitate secure payment transactions and help us manage invoices and receipts. IT and hosting service providers that support our data storage, communication and administration systems. Communication service providers that enable us to send and receive messages, confirmations, and notifications.
We ensure that appropriate contractual safeguards and technical and organisational measures are in place with all data processors to protect your personal data. We do not sell your personal data. We may also share personal data where required by law, court order, or regulatory authorities, or where it is necessary for the establishment, exercise, or defence of legal claims.
International Data Transfers
If any of our processors or service providers are located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data. These safeguards may include the use of standard contractual clauses or equivalent legal mechanisms to ensure that your data continues to be protected to standards that are essentially equivalent to UK data protection law.
Data Security
We implement appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, misuse, or alteration. These measures may include controlled access to systems, secure storage practices, regular review of our procedures, and limiting access to personal data to those staff and processors who need it for the performance of their tasks. While we take reasonable steps to secure your data, no method of transmission or storage can be guaranteed as completely secure. We continually review and enhance our security measures in line with industry practice and legal requirements.
Your Data Protection Rights
Under data protection law, individuals have a number of rights in relation to their personal data. Subject to certain conditions and exemptions, you may have the right to:
Access: Request confirmation that we process your personal data and obtain a copy of the personal data we hold about you.
Rectification: Request correction of inaccurate or incomplete personal data.
Erasure: Request deletion of your personal data where there is no longer a lawful basis for us to retain or use it, for example when it is no longer needed for the original purpose and no legal obligations require its retention.
Restriction: Request that we restrict the processing of your personal data in certain circumstances, such as while we verify the accuracy of the data or consider an objection you have raised.
Objection: Object to processing based on our legitimate interests, including certain forms of profiling, where your particular situation justifies it.
Data portability: Request that certain personal data you have provided to us be transferred to you or to another controller in a structured, commonly used, and machine-readable format, where the processing is based on consent or contract and carried out by automated means.
Withdraw consent: Where we rely on consent, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal.
How to Exercise Your Rights and Contact Us
If you wish to exercise any of your data protection rights or have questions about this Privacy Policy or how we handle personal data, you can contact Man with Van St Pancras using the contact details provided on our main service information or booking materials. To help us respond efficiently, please include your name, contact details, and a clear description of your request or concern.
If you are not satisfied with our response or believe that your data protection rights have been infringed, you also have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom.
Updates to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal obligations. Any significant changes will be communicated through our usual customer communication channels or made clear when you next interact with us. The updated version will apply from the date it is issued.
This Privacy Policy applies to all Man with Van St Pancras customers and prospective customers in the St Pancras area and is intended to provide clear information on how we handle and protect your personal data.
