Privacy Policy
Man and a Van Pimlico Privacy Policy
This Privacy Policy explains how Man and a Van Pimlico collects, uses, stores and protects personal data about its customers and prospective customers. It also explains your rights under applicable data protection laws, including the UK General Data Protection Regulation and the EU General Data Protection Regulation where relevant.
This Privacy Policy applies to all Man and a Van Pimlico customers and prospective customers within our service area, including individuals and business clients who make enquiries, request quotations, or use our services.
Who We Are and Scope of This Policy
Man and a Van Pimlico is a removals and transport service provider operating in the Pimlico area and surrounding locations. In the context of the UK GDPR and, where applicable, the EU GDPR, Man and a Van Pimlico acts as the data controller for personal data it collects and uses in connection with its services.
This Privacy Policy covers personal data processed in relation to enquiries, quotations, bookings, the performance of removal and transport services, and related customer service activities.
Types of Personal Data We Collect
We may collect and process the following categories of personal data about you:
Identification and contact details: name, title, postal address, service addresses for collection and delivery, and other contact details such as email address and billing address.
Booking and service information: details of your requested service, dates and times, locations for collection and delivery, access information for properties, inventory or description of items to be moved where provided, notes about special requirements and any other information you choose to share to allow us to perform the service.
Payment and billing information: details necessary to process payments such as billing address and payment confirmations. Card details are handled by payment processors where used and are not retained by us beyond what is necessary for accounting and legal obligations.
Communication records: information included in enquiries, messages and other communications you send to us, as well as notes we make about our ongoing relationship and arrangements.
Technical and usage data: basic technical information related to the use of our website or digital services, such as IP address, browser type, pages visited, dates and times of access, and similar information. This may be collected through cookies or similar technologies where used and only as permitted by applicable law.
How We Collect Personal Data
We collect personal data directly from you when you contact us, request a quotation, make a booking, provide instructions for a move, or otherwise communicate with us. This may occur in person, over the phone or through digital channels.
We may also receive personal data indirectly where another person arranges a service on your behalf, or through business partners who refer you to us. In such cases we take reasonable steps to ensure that you are informed about our processing of your personal data.
Lawful Bases for Processing
We process your personal data only where we have a lawful basis to do so under the GDPR. Depending on the specific situation, we rely on the following legal bases:
Contract: We process personal data where it is necessary to enter into and perform a contract with you, for example to provide quotations, confirm bookings, perform removal and transport services, and manage your account.
Legal obligation: We process personal data where we must comply with legal and regulatory requirements, including tax, accounting, insurance and record keeping obligations.
Legitimate interests: We process personal data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and interests. This includes managing and improving our services, responding to enquiries, handling complaints, preventing fraud and ensuring the security of our operations.
Consent: In limited cases we may rely on your consent, for example where required for certain types of optional communications or non essential cookies. Where processing is based on consent, you may withdraw your consent at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.
How We Use Your Personal Data
We use personal data for the following purposes:
To provide and manage our services, including assessing requests, providing quotations, confirming and carrying out bookings, planning routes, allocating resources, and delivering items to the correct locations.
To communicate with you, including responding to your enquiries, sending confirmations and updates about your booking, and handling any questions or complaints.
To manage payments and accounts, including issuing invoices, processing payments through authorised processors, and maintaining financial records.
To operate, protect and improve our business, including internal administration, quality monitoring, training, service optimisation, risk management and security purposes.
To comply with legal and regulatory obligations, respond to lawful requests from authorities, and establish or defend legal claims where necessary.
Data Retention
We keep personal data only for as long as necessary for the purposes for which it was collected and to meet legal, accounting, or reporting requirements.
In general, we retain customer records, booking information and related communications for a period consistent with applicable limitation periods for legal claims and statutory record keeping obligations. After the relevant retention period expires, we will delete or irreversibly anonymise personal data in a secure manner.
Information collected through cookies or similar technologies will be retained in accordance with technical and legal requirements, and typically for shorter periods, unless a longer retention period is required for security or legal reasons.
Data Sharing and Processors
We may share personal data with selected third parties where this is necessary for the purposes described in this Privacy Policy and permitted by law.
Service providers and processors: We may engage third party providers to perform services on our behalf, such as payment processing, accounting support, vehicle or logistics management, IT and data hosting, and administration. These providers act as data processors, process personal data only in accordance with our instructions and are contractually required to implement appropriate data protection and security measures.
Professional advisers: We may share data with professional advisers such as accountants, insurers or legal advisers where necessary for the management of our business, to obtain expert advice, or to manage and defend legal claims.
Authorities and law enforcement: We may disclose personal data where required by law, regulation, or a lawful request from an authority, or where necessary to protect our rights, property, safety or the rights, property and safety of others.
We do not sell your personal data to third parties. If we are involved in a business restructuring or transfer of operations, personal data may be transferred as part of that process, in which case we will take appropriate steps to protect your information.
International Transfers
Where we use service providers located outside the United Kingdom or the European Economic Area, or where data is otherwise transferred internationally, we will ensure that such transfers are carried out in accordance with applicable data protection laws. This may include using jurisdictions recognised as providing an adequate level of protection or implementing appropriate safeguards such as standard contractual clauses.
Security of Your Personal Data
We take reasonable and appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing, accidental loss, destruction or damage. These measures include restricting access to personal data to those who need it for their role, using secure methods for storing and transmitting data, and regularly reviewing our security practices.
While we take steps to safeguard your personal data, no system can be completely secure. You are responsible for taking reasonable precautions when sharing information with us and for ensuring that any communications you send are transmitted securely.
Your Data Protection Rights
Under the GDPR and applicable data protection laws, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and legal exceptions, but in general they include:
Right of access: You can request confirmation as to whether we process your personal data and obtain a copy of that data, together with information about how it is used.
Right to rectification: You can request that inaccurate or incomplete personal data be corrected or updated.
Right to erasure: In certain circumstances, you can request that your personal data be deleted. This right may not apply where we have a legal obligation or another lawful basis to retain the data.
Right to restriction: You can request that we limit the processing of your personal data in certain situations, such as while we are reviewing a request for rectification or objection.
Right to data portability: Where processing is based on consent or contract and carried out by automated means, you may request to receive the personal data you provided to us in a structured, commonly used and machine readable format, and to have it transmitted to another controller where technically feasible.
Right to object: You can object to processing based on our legitimate interests, and we will stop processing unless we have compelling legitimate grounds or the processing is required for legal claims.
Right to withdraw consent: Where we rely on your consent, you can withdraw it at any time. This will not affect the lawfulness of processing carried out before withdrawal.
You also have the right to lodge a complaint with a supervisory authority if you are concerned about how your personal data is being handled. We encourage you to contact us first so we can try to resolve any concerns directly.
Children
Our services are intended for adults and are not directed at children. We do not knowingly collect personal data relating to children. If we become aware that we have collected personal data from a child, we will take appropriate steps to delete that information.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or operational needs. When we make changes, we will revise the date of the update and apply the new policy to all processing from that date onwards.
We recommend that you review this Privacy Policy periodically so that you remain informed about how we protect your personal data and your rights.
