Privacy Policy - Man And Van Pimlico

This Privacy Policy explains how Man And Van Pimlico collects, uses, stores, shares, and protects personal data when providing services to customers in the Pimlico area. It applies to all Man And Van Pimlico customers in the area, including anyone who requests a quote, books a move, receives a delivery, or otherwise engages our services.

We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is designed to help customers understand what information may be processed, why it is needed, how long it is kept, and what rights individuals have over their personal information.

1. Data We Collect

We may collect and process different types of personal data depending on the service requested. The data collected is limited to what is necessary for operational, legal, and administrative purposes.

Information provided directly by customers

Identity details such as name and, where needed, business name
Contact details including telephone number and email address
Service details such as pickup and delivery addresses, move dates, item descriptions, access notes, and parking or entry requirements
Payment-related details where required for invoicing and transaction processing
Communication records including emails, phone notes, and messages relating to the service
Special instructions connected to fragile items, timing preferences, or delivery arrangements

Information collected automatically or indirectly

We may also collect limited information through our operational systems, such as records of bookings, service history, and communications. Where relevant, we may receive details from third parties involved in arranging or paying for the service, including landlords, estate agents, property managers, or business clients.

We do not seek to collect unnecessary personal data. We also do not intentionally collect special category data unless it is voluntarily shared and strictly necessary for the service, such as access needs or health-related delivery instructions. If such information is provided, it will be treated with appropriate care and only used for the stated purpose.

2. How We Use Personal Data

Personal data is used only where it is necessary to provide services, manage customer relationships, comply with legal obligations, or pursue legitimate business interests. Typical uses include:

Providing quotes and confirming bookings
Planning and carrying out moving, transport, and delivery services
Contacting customers about scheduling, access, or service updates
Managing payments, invoices, receipts, and financial records
Handling complaints, disputes, or claims
Maintaining internal records and improving service quality
Meeting tax, accounting, insurance, and legal requirements

We only use data for purposes that are compatible with the reason it was originally collected. If we need to use personal data for a new purpose that is materially different, we will ensure there is a valid legal basis and, where required, inform the individual.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for every use of personal data. Depending on the situation, Man And Van Pimlico may rely on the following lawful bases:

Contract — when processing is necessary to provide a quote, arrange a booking, or perform the moving service requested by the customer
Legal obligation — when processing is required to comply with tax, accounting, insurance, transport, or other legal duties
Legitimate interests — when processing is needed to operate and improve our services, maintain records, respond to enquiries, or protect our business, provided these interests do not override individual rights
Consent — where specific optional processing requires permission, such as certain marketing communications or the handling of information beyond what is needed for the service

When consent is used, it may be withdrawn at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before the consent was withdrawn.

4. Sharing Data and Processors

We may share personal data with trusted third parties only when necessary and only to the extent required for the service or legal compliance. Such third parties may act as processors or, in some cases, separate controllers.

Examples of processors may include:

Accounting and invoicing providers
IT service providers and cloud storage platforms
Email, messaging, and communication tools
Payment processing services
Insurance providers and claims administrators
Professional advisers such as accountants or legal advisers

Processors are required to act only on our instructions and to apply appropriate technical and organisational security measures. We take reasonable steps to ensure any processor we use can protect personal data and meet GDPR requirements.

We may also disclose personal data if required by law, court order, or to protect the rights, property, or safety of Man And Van Pimlico, our customers, staff, or others. Any such disclosure will be limited to what is necessary.

5. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes for which it was collected, including any legal, accounting, insurance, or reporting requirements. Retention periods vary depending on the type of information and the purpose for which it is held.

Quote and enquiry records may be kept for a reasonable period to manage follow-up, customer service, and business records
Booking and service records may be retained for the duration of the service relationship and afterward for contractual, tax, or dispute purposes
Financial records are typically retained for the period required by law
Complaints or claims information may be kept until the matter is resolved and for any additional period needed for defence of legal claims

When personal data is no longer needed, it will be securely deleted, anonymised, or archived in a way that prevents unnecessary access. We review retention practices periodically to ensure they remain appropriate and proportionate.

6. Security of Personal Data

We use reasonable technical and organisational measures to protect personal data from unauthorised access, accidental loss, misuse, or disclosure. These measures may include access controls, secure storage, password protection, and restricted access to records.

No system can be guaranteed completely secure, but we work to reduce risks and handle data responsibly. If a personal data breach occurs and it is likely to present a risk to individuals, we will take appropriate action in line with legal requirements.

7. Your Rights Under GDPR

Individuals whose personal data we process have a number of rights under GDPR. These rights may apply in full or in part depending on the circumstances and the legal basis for processing.

You may have the right to:

Access your personal data and receive a copy of it
Rectification of inaccurate or incomplete data
Erasure of personal data in certain situations
Restriction of processing in certain circumstances
Object to processing based on legitimate interests or direct marketing
Data portability for data processed by automated means under certain lawful bases
Withdraw consent where processing relies on consent

You also have the right to raise concerns about how your data is handled. If you believe your data protection rights have been infringed, you may contact the relevant supervisory authority in the UK.

8. Automated Decision-Making

We do not عادة use fully automated decision-making that produces legal or similarly significant effects on customers. If that position changes, we will update this policy and ensure appropriate safeguards are in place.

9. International Transfers

If any service provider stores or processes data outside the UK, we will take steps to ensure appropriate safeguards are in place so personal data remains protected to a standard consistent with UK GDPR requirements.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, operational practices, or service arrangements. The most current version will apply from the date it is published or otherwise made available. Customers are encouraged to review it periodically.

11. Summary of Key Principles

We collect only the data needed to provide and manage our services
We process personal data lawfully, fairly, and transparently
We retain data only as long as necessary
We use trusted processors under appropriate safeguards
We respect and support individual data protection rights

Man And Van Pimlico is committed to protecting personal information and using it responsibly. This policy applies to all customers in the Pimlico area and is intended to ensure clear, compliant, and respectful handling of data throughout every stage of service.