Privacy Policy - Belgravia Man And Van

This Privacy Policy explains how Belgravia Man And Van collects, uses, stores, shares, and protects personal data in connection with our moving, removal, delivery, and related services. It applies to all Belgravia Man And Van customers in our service area, including individuals who request quotations, make bookings, receive services, or otherwise interact with us.

We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable privacy laws. We believe privacy is essential, and we aim to process personal data fairly, lawfully, transparently, and securely.

1. Personal Data We Collect

We collect only the information that is necessary to provide our services, manage our business, and meet legal obligations. Depending on your interaction with us, we may collect the following categories of personal data:

• Identity information: your name and, where needed, identification details.
• Contact information: address, email address, and telephone number.
• Service details: pickup and delivery addresses, moving dates, access details, inventory details, and service instructions.
• Billing information: payment-related records, invoicing information, and transaction details.
• Communication records: messages, emails, call notes, and booking correspondence.
• Website and technical data: if you use our online services, we may collect device, browser, and usage information through standard technologies such as cookies or analytics tools.
• Special instructions: details you choose to provide that may be relevant to the move, such as fragile items, access restrictions, or scheduling preferences.

We do not seek to collect unnecessary personal data. If you provide information about other people, you should ensure that you have permission to do so and that they are aware of this Privacy Policy.

2. How We Use Personal Data

We use personal data only for legitimate business and legal purposes. These purposes include:

• providing quotations and handling enquiries;
• managing bookings and scheduling services;
• delivering moving and removal services;
• communicating with you about your booking, service updates, or changes;
• processing payments and maintaining financial records;
• handling complaints, disputes, and insurance-related matters;
• maintaining internal records and service quality;
• meeting legal, accounting, tax, and regulatory obligations;
• protecting our operations, staff, customers, and property;
• improving our services, processes, and customer experience.

We will not use your personal data in ways that are incompatible with the purposes described in this policy unless permitted or required by law.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the specific activity, we rely on one or more of the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes preparing a quote, confirming a booking, carrying out a move, or taking steps at your request before entering into a contract.

Legal Obligation

We may process personal data where needed to comply with legal obligations, such as tax, accounting, record-keeping, or responding to lawful requests from authorities.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include managing our operations, preventing fraud, improving service quality, maintaining security, and keeping business records.

Consent

In limited cases, we may rely on your consent, for example where optional cookies or marketing communications are involved. Where consent is used, you may withdraw it at any time.

4. Sharing Personal Data and Processors

We may share personal data with trusted third parties who help us operate our business and provide our services. These parties act as processors or independent data controllers depending on the circumstances.

Examples of processors and service providers may include:

• payment providers that process card or electronic payments;
• accountants and bookkeeping services that assist with financial administration;
• IT and cloud storage providers that support email, data storage, and business systems;
• customer management and booking systems used to handle enquiries and appointments;
• communication tools used for messaging, scheduling, or service updates;
• insurance providers or claims handlers where required for claims or incident management;
• subcontracted movers or logistics partners when necessary to complete a service.

All processors are expected to handle personal data securely and only in accordance with our instructions and data protection law. We do not sell personal data. Where personal data must be disclosed to public authorities, legal advisers, insurers, or other parties, this will only occur where permitted or required by law.

5. International Transfers

In some cases, processors may store or process personal data outside the UK. Where this happens, we take appropriate steps to ensure that your data receives an adequate level of protection. This may include using standard contractual safeguards or relying on other legally recognised transfer mechanisms.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including any legal, accounting, or reporting requirements. Retention periods may vary depending on the type of record and the relevant legal obligations.

In general, we retain:

• quotation and booking records for a reasonable period after the service is completed;
• financial and tax records for the period required by law;
• service communications for as long as needed to resolve queries, disputes, or claims;
• incident and complaint records for an appropriate period to support business protection and legal defence;
• marketing preferences until you withdraw consent or object, where applicable.

When data is no longer needed, we will securely delete, anonymise, or destroy it. We do not keep personal data indefinitely.

7. Data Security

We use reasonable technical and organisational measures to protect personal data from loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and limited access to personal data on a need-to-know basis.

While no system can be guaranteed to be completely secure, we take data protection seriously and aim to reduce risks wherever reasonably possible.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply depending on the circumstances and the legal basis for processing.

• Right of access: you may request a copy of the personal data we hold about you.
• Right to rectification: you may ask us to correct inaccurate or incomplete data.
• Right to erasure: in some cases, you may request deletion of your personal data.
• Right to restriction: you may ask us to limit the way we use your data in certain situations.
• Right to object: you may object to processing based on legitimate interests or direct marketing.
• Right to data portability: where applicable, you may request your data in a structured, commonly used format.
• Right to withdraw consent: where we rely on consent, you may withdraw it at any time.

You also have the right to raise concerns with the relevant data protection authority if you believe your data has not been handled properly. We encourage you to contact us first so we can try to resolve your concerns.

9. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children except where it is incidental to the service and provided by an adult with authority to do so. If we become aware that we have collected children’s data without proper authority, we will take appropriate steps to delete it.

10. Cookies and Similar Technologies

If we use a website or digital booking tools, these may use cookies or similar technologies for functionality, analytics, and performance. Such technologies may collect limited technical information about your device or browsing activity. Where consent is required, we will ask for it before placing non-essential cookies.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or service arrangements. The latest version will apply from the time it is made available. We recommend reviewing this policy periodically so you remain informed about how we process personal data.

12. Summary of Our Commitment

We respect your privacy and aim to be transparent about how we use personal data. Belgravia Man And Van collects only the information needed to deliver services, uses it for clear and lawful purposes, keeps it only as long as necessary, and shares it only with trusted processors or where required by law. You retain important rights over your personal data, and we will respond to lawful requests in a fair and timely manner.

By using our services, you acknowledge that this Privacy Policy applies to all Belgravia Man And Van customers in the area.