Privacy Policy - Belgravia Man And Van

This Privacy Policy explains how Belgravia Man And Van collects, uses, stores, shares, and protects personal data when providing removal, transport, delivery, and related services. It applies to all Belgravia Man And Van customers in area, including individuals, households, tenants, landlords, letting agents, businesses, and anyone else who uses or enquires about our services within the area we operate in.

We are committed to processing personal data lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This Privacy Policy should be read alongside any service terms or quotations that may apply to a booking.

1. Personal Data We Collect

We collect only the personal data that is necessary for providing and managing our services, responding to enquiries, and meeting legal obligations. The type of information we may collect includes:

Identity details such as your name, title, and business name where relevant.
Contact details such as phone number, email address, and service address.
Booking information including move dates, collection and delivery locations, inventory details, access requirements, and service preferences.
Payment information such as billing details and transaction records. In most cases, card processing is handled securely by a payment provider, and we do not store full card details.
Communication records including emails, messages, call notes, and correspondence relating to quotes, bookings, complaints, or service updates.
Service and operational data such as job history, quotations, packing or access notes, and evidence required to complete a move.
Technical information where you interact with our systems, such as device information, IP address, and basic usage data, if applicable.

We generally collect data directly from you when you make an enquiry, request a quotation, confirm a booking, or communicate with us. We may also receive information from third parties involved in arranging or supporting the service, such as landlords, estate agents, letting agents, building managers, or payment processors, where appropriate and lawful.

2. How We Use Personal Data

We use personal data only for legitimate service-related purposes, including:

Providing quotations and confirming bookings.
Planning, delivering, and managing removal and transport services.
Communicating about schedules, access, delays, or service changes.
Processing payments, issuing invoices, and managing refunds where applicable.
Handling complaints, disputes, claims, or customer support requests.
Maintaining internal records and service history.
Complying with legal, tax, accounting, and regulatory obligations.
Improving our services, business operations, and customer experience.

We do not use personal data for unrelated purposes that would be unexpected or incompatible with the reason it was collected, unless we have a valid legal basis to do so and, where required, have informed you.

3. Lawful Basis for Processing

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

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes managing quotations, booking arrangements, service delivery, payment processing, and customer support connected to the service.

Legal Obligation

We may process data to comply with legal obligations, such as tax rules, accounting requirements, record-keeping duties, and any lawful request from public authorities.

Legitimate Interests

We may process data where it is reasonably necessary for our legitimate business interests, provided your rights and interests do not override those interests. These interests include managing our operations efficiently, preventing fraud, maintaining service records, improving service quality, and responding to customer enquiries.

Consent

In limited situations, we may rely on your consent, for example where it is required for optional communications or specific processing not covered by another lawful basis. Where consent is used, you may withdraw it at any time.

Important: We do not sell personal data. We also do not use personal data for automated decision-making that produces legal or similarly significant effects on individuals.

4. Data Sharing and Processors

We may share personal data with trusted third parties where this is necessary for the delivery of our services, the operation of our business, or compliance with law. These parties act either as processors or, in some cases, as independent controllers.

Payment processors to handle card and electronic transactions securely.
Accounting and bookkeeping providers for financial administration and tax compliance.
IT and cloud service providers for secure storage, email, communication, and operational systems.
Scheduling or administrative software providers used to manage bookings and internal records.
Professional advisers such as accountants, insurers, or legal advisers where necessary.
Subcontractors or delivery partners where required to fulfil a service you have requested.
Regulators, law enforcement, or public authorities where disclosure is required by law.

We require processors to handle personal data securely, only on our instructions, and in compliance with applicable data protection laws. Where data is transferred outside the UK, we ensure appropriate safeguards are in place, such as adequacy regulations or approved contractual protections.

5. Retention of Personal Data

We keep personal data only for as long as necessary for the purpose for which it was collected, and to meet legal, accounting, or reporting obligations. The exact retention period depends on the nature of the information and the context in which it was collected.

Quotation and booking records are typically retained for a reasonable period to manage service history, queries, and disputes.
Financial and tax records are retained for the period required by law.
Correspondence and customer service records may be kept while necessary to resolve issues or maintain proper business records.
Marketing permissions, where applicable, are kept until you withdraw consent or object.

When personal data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in a safe and appropriate manner.

6. Your Rights

As a data subject under the UK GDPR, you have several rights regarding your personal data. These rights may be subject to legal limitations and exemptions, depending on the circumstances.

Right of access - you can request a copy of the personal data we hold about you.
Right to rectification - you can ask us to correct inaccurate or incomplete data.
Right to erasure - you may request deletion of your personal data in certain situations.
Right to restriction - you can ask us to limit how we use your data in certain cases.
Right to data portability - you may request that certain data be provided to you or another controller in a structured format.
Right to object - you can object to processing based on legitimate interests or for direct marketing purposes.
Right to withdraw consent - where we rely on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond within the time limits required by law. We may ask for proof of identity to protect your information. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed.

7. Security of Personal Data

We take appropriate technical and organisational measures to protect personal data from unauthorised access, alteration, disclosure, loss, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and careful selection of trusted service providers.

While we work to protect your data, no system can be guaranteed to be completely secure. If we become aware of a data breach affecting your rights and freedoms, we will take appropriate steps in line with applicable law.

8. Children’s Data

Our services are not directed to children, and we do not knowingly collect personal data from children except where it is necessary in connection with a household move or service arrangement and where a responsible adult provides the information lawfully. If we learn that we have collected data without appropriate authority, we will take steps to remove it where required.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our business practices. Any updated version will apply from the date it is issued. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

10. Summary of Key Principles

In summary, Belgravia Man And Van processes personal data only where necessary, uses it for clear and legitimate purposes, keeps it securely, retains it only for as long as needed, and respects the rights of all customers in area. Our approach is based on lawfulness, transparency, data minimisation, purpose limitation, accuracy, storage limitation, integrity, and confidentiality.

This Privacy Policy applies to all Belgravia Man And Van customers in area.