Privacy Policy - Man And A Van Pimlico

This Privacy Policy explains how Man And A Van Pimlico collects, uses, stores, shares, and protects personal data. It applies to all Man And A Van Pimlico customers in the area, including individuals, households, and business customers who request or receive our services. We are committed to handling personal information lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man And A Van Pimlico provides removals, transport, collection, delivery, and related moving services. In the course of providing these services, we may process personal data about customers, recipients, suppliers, and other individuals connected to a booking or service request.

We only collect information that is necessary for legitimate business purposes and to deliver services safely and efficiently.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

Identity details such as name and title.
Contact details such as telephone number, email address, and service address.
Booking details including service type, dates, time preferences, and instructions.
Payment details such as billing information and payment status.
Service information including inventory, access notes, parking details, and special handling requirements.
Communication records including messages, call notes, complaints, and feedback.
Technical data such as basic device and browser information when interacting with digital systems used for administration.
Verification details where needed for fraud prevention, identity checks, or legal compliance.

We do not intentionally collect special category data unless it is necessary and you choose to provide it, for example where health-related access needs are relevant to the service. If such information is provided, we will handle it with appropriate care and only where a lawful basis applies.

3. How We Collect Personal Data

We collect personal data in several ways, including:

directly from you when you request a quotation, make a booking, or communicate with us;
from third parties involved in the service, such as building managers, landlords, or business clients;
from payment providers and accounting systems;
from delivery or service records created during the performance of our work;
from lawful public sources where needed for business administration or verification.

4. Lawful Basis for Processing

We process personal data only when we have a valid lawful basis under data protection law. Depending on the circumstances, we may rely on one or more of the following:

Contract – to provide a quotation, manage a booking, deliver services, and fulfil our obligations to you.
Legal obligation – to comply with tax, accounting, insurance, and other regulatory requirements.
Legitimate interests – to run and improve our business, manage customer relationships, prevent fraud, and maintain service records, provided our interests are not overridden by your rights.
Consent – where required, for example if we use certain optional information or marketing communications that need your permission.
Vital interests – in rare situations where processing is necessary to protect someone’s life.

Where we rely on consent, you may withdraw it at any time. This will not affect the lawfulness of processing before withdrawal.

5. How We Use Your Data

We use personal data for the following purposes:

to provide quotes and arrange moving or transport services;
to confirm bookings and manage schedules;
to communicate about service progress, access arrangements, or changes;
to invoice, process payments, and manage accounts;
to handle complaints, disputes, and after-service support;
to meet legal, tax, and insurance obligations;
to protect our staff, customers, property, and vehicles;
to improve service quality, planning, and administration;
to maintain records for business auditing and compliance.

We do not sell your personal data.

6. Sharing and Processors

We may share personal data with trusted third parties where necessary and lawful. These third parties may act as processors or independent controllers depending on their role.

Examples of processors may include:

payment processing providers;
accounting and bookkeeping software providers;
IT and cloud storage providers;
customer communications platforms;
record management and administrative service providers.

Where a third party acts as a processor, they are only permitted to process personal data on our instructions and must protect it with appropriate security measures and confidentiality obligations.

We may also disclose data to:

law enforcement or public authorities where required by law;
insurers, legal advisers, or claims handlers when necessary;
building managers, landlords, or recipients where needed to complete a service;
successor businesses in the event of a business transfer, subject to legal safeguards.

7. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected and to meet legal and operational requirements. Retention periods vary depending on the type of information and the reason for processing.

Booking and service records are retained for a period reasonably required to manage administration, customer support, and dispute resolution.
Financial and tax records are kept for the period required by law.
Complaint and claims records may be retained longer where needed to resolve issues or defend legal claims.
Marketing consent records are retained until you withdraw consent or the data is no longer needed.

When data is no longer required, it is securely deleted, anonymised, or destroyed.

8. Data Security

We use appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include restricted access, secure storage, password protection, and staff awareness procedures.

No method of transmission or storage is completely risk-free, but we take reasonable steps to safeguard your information.

9. International Transfers

If personal data is transferred outside the UK, we will ensure that appropriate legal safeguards are in place. This may include the use of adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms permitted by applicable law.

10. Your Rights

Under data protection law, you have rights in relation to your personal data. These may include:

Right of access – to request a copy of the personal data we hold about you;
Right to rectification – to correct inaccurate or incomplete data;
Right to erasure – to request deletion in certain circumstances;
Right to restriction – to limit how we use your data in certain situations;
Right to object – to object to processing based on legitimate interests or direct marketing;
Right to data portability – to receive certain data in a structured, commonly used format;
Right to withdraw consent – where processing is based on consent;
Right to complain – to the Information Commissioner’s Office if you believe your rights have been infringed.

Some rights are subject to legal conditions and exemptions. We will respond to requests in line with applicable law.

11. Children’s Data

Our services are generally not directed at children. We do not knowingly collect personal data from children unless it is required for a service arrangement and provided by an authorised adult or guardian. If we become aware that we have collected such data improperly, we will take reasonable steps to delete it.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or service arrangements. Any revised version will apply from the date it is made available. We encourage customers to review this policy periodically.

13. Summary of Our Commitment

Man And A Van Pimlico is committed to processing personal data fairly, securely, and only for valid purposes. We collect only what is needed, use it on an appropriate lawful basis, retain it for no longer than necessary, and work with processors that provide suitable protection. This policy applies to all customers in the area and reflects our commitment to respecting privacy rights and maintaining trust.