Privacy Policy
Man and a Van St Johns Wood Privacy Policy
This Privacy Policy explains how Man and a Van St Johns Wood collects, uses, stores and protects personal data relating to customers and prospective customers within the St Johns Wood area. It is intended to be compliant with the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Man and a Van St Johns Wood customers and service users in the area, including individuals and business clients who contact us, request a quote, make a booking or otherwise interact with our services.
Data Controller
Man and a Van St Johns Wood is the data controller in respect of the personal data that we collect and process about you in connection with the services we provide. This means we determine the purposes and means of processing your personal data, and we are responsible for ensuring that such processing is carried out in accordance with applicable data protection laws.
Personal Data We Collect
We may collect and process the following categories of personal data about you when you use our services in the St Johns Wood area:
Identification details such as your name, title and, where relevant, business name or contact person details.
Contact details such as your address, collection and delivery addresses, area of residence or operation, and general location information required to perform the service, as well as your communication preferences.
Booking and service details such as information about the move or transport you require, access information for properties, parking details, preferred dates and times, and any specific instructions relating to the goods to be moved.
Financial and transaction data such as amounts quoted, booking confirmations, invoices, partial payments, payment status, and records of services provided. Payment card details are handled only through secure payment processors and are not stored by us beyond what is strictly necessary for payment authorisation or as required by law.
Communication data such as records of enquiries, quotes, complaints, feedback, emails or other messages you send to us, and any notes we create in relation to such communications.
Technical data such as basic device and browser information, and general usage information about how you access or interact with our online content, where applicable. This may include the use of cookies or similar technologies where permitted by law and your settings.
How We Collect Your Data
We collect personal data directly from you when you contact us to request information, obtain a quote, make a booking, or communicate with us in any way in relation to services in the St Johns Wood area. This may be done in person, over the phone, by message, or through online forms.
We may also create or generate personal data about you in the course of providing our services, such as service records, invoices and internal notes relating to your bookings.
Where necessary and lawful, we may receive limited personal data about you from third parties such as payment providers, referral partners or business clients who book on your behalf, in order to manage and complete your booking.
Lawful Basis for Processing
We process your personal data only where we have a valid lawful basis under data protection law. Depending on the context, we may rely on one or more of the following lawful bases:
Contract: We process personal data that is necessary to take steps at your request before entering into a contract, and to perform our contract with you. For example, we use your contact details and booking information to provide quotes, confirm bookings and carry out your move or transport service.
Legal obligation: We process personal data where this is necessary to comply with our legal obligations, such as tax, accounting and record keeping requirements, responding to lawful requests from authorities, or managing insurance or legal claims.
Legitimate interests: We may process your personal data where this is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This includes managing our relationship with you, improving our services, preventing fraud or misuse, and keeping basic records of previous services for reference and customer care.
Consent: In limited cases, we may rely on your consent, for example for certain forms of direct marketing or for the optional use of cookies or similar technologies. Where we rely on consent, you are free to withdraw your consent at any time.
How We Use Your Personal Data
We use your personal data for the following purposes in relation to services provided in the St Johns Wood area:
To provide you with information about our services, respond to your enquiries and supply quotes.
To set up, manage and fulfil your bookings, including arranging collection and delivery, coordinating staff and vehicles, and managing scheduling changes.
To process payments, issue invoices, and maintain finance and accounting records.
To communicate with you about your bookings, including confirmations, reminders, changes, or follow-up messages relating to the services provided.
To handle complaints, resolve disputes and provide customer support.
To manage our business operations, including planning resources, analysing typical demand in the St Johns Wood area, and improving service quality.
To comply with legal, regulatory and insurance requirements, including maintaining appropriate records of work performed.
Data Retention
We will retain your personal data only for as long as necessary for the purposes for which it was collected, including for the purposes of satisfying any legal, accounting or reporting requirements.
In general, we will keep key booking and transaction records for a period required by applicable law, typically up to several years from the date of the last service or transaction, to comply with tax and accounting rules and to deal with any queries or disputes that may arise.
Information that is no longer needed for these purposes will be securely deleted, anonymised or archived. We may retain anonymised or aggregated data that no longer identifies you for statistical or analytical purposes.
Data Processors and Third Parties
We may share your personal data with carefully selected third parties who act as data processors on our behalf. These processors are engaged under contracts that require them to only process your personal data on our instructions, to keep it secure, and to comply with applicable data protection laws.
Such processors may include:
Payment processing providers who handle card payments or other forms of electronic payment on our behalf.
IT, hosting and communications service providers who support our booking systems, data storage or communication tools.
Professional advisers such as accountants, legal advisers or insurance providers where necessary to manage our business and comply with our legal obligations.
In some cases we may also need to share limited personal data with third parties who act as independent controllers, such as law enforcement agencies, regulatory bodies, or courts where we are required to do so by law or where this is necessary for the prevention or detection of crime, or to establish, exercise or defend legal claims.
We do not sell your personal data to third parties.
International Transfers
Where we use service providers or systems that are located outside the United Kingdom or the European Economic Area, or that store data in other jurisdictions, we will ensure that appropriate safeguards are in place to protect your personal data in accordance with data protection law. These safeguards may include the use of standard contractual clauses or other legally recognised transfer mechanisms.
Data Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing, accidental loss, destruction or damage. These measures include restricting access to personal data to those staff and processors who need it for legitimate business purposes, using secure storage and transmission methods where appropriate, and regularly reviewing our security practices.
Your Data Protection Rights
As an individual whose personal data we process in connection with services in the St Johns Wood area, you have a number of rights under data protection law. Subject to certain conditions and exceptions, these rights include:
Right of access: You have the right to request confirmation of whether we process your personal data and to request a copy of the personal data we hold about you, together with information about how we use it.
Right to rectification: You have the right to request that we correct personal data that is inaccurate or complete personal data that is incomplete.
Right to erasure: In certain circumstances, you have the right to request that we delete or remove 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 have the right to request that we restrict the processing of your personal data in certain situations, such as while we are verifying its accuracy or considering an objection you have raised.
Right to object: You have the right to object to our processing of your personal data where we rely on legitimate interests, including profiling on that basis. We will stop the processing unless we have compelling legitimate grounds to continue or the processing is required for legal claims.
Right to data portability: Where our processing is based on your consent or on a contract and is carried out by automated means, you may have the right to request that we provide your personal data in a structured, commonly used and machine readable format and to request that we transmit it to another controller where technically feasible.
Right to withdraw consent: Where we rely on your consent to process your personal data, 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.
You also have the right to lodge a complaint with the relevant supervisory authority if you are concerned about how we handle your personal data. We encourage you to contact us first so we can address your concerns directly.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or the services we provide in the St Johns Wood area. Any changes will be explained in an updated version of this Privacy Policy, and the revised policy will apply from the date it is published.
