Privacy Policy - Maida Vale Man And Van

This Privacy Policy explains how Maida Vale Man And Van collects, uses, stores, and shares personal data when providing removal, transport, and related services. It applies to all Maida Vale Man And Van customers in area, including prospective customers, current customers, and anyone who contacts us about our services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Maida Vale Man And Van provides man and van, moving, delivery, loading, and related household and business transport services. For the purposes of data protection law, we are the data controller for the personal information we collect and decide how it is used.

2. Personal Data We Collect

We collect only the personal data that is necessary to provide our services, manage our business, and meet legal obligations. The types of information we may collect include:

Identity details such as your name and, where relevant, business name.
Contact details such as telephone number, email address, and service address.
Booking and service information such as dates, pickup and delivery locations, inventory details, access notes, and special handling instructions.
Payment information such as payment status, transaction references, and billing records. We do not store more payment information than is necessary for processing and accounting.
Communication records including emails, messages, call notes, and any requests or complaints you make.
Site and operational details such as parking, access arrangements, and moving conditions relevant to completing the service safely.
Technical data if you interact with our digital systems, such as device information or basic usage logs, where applicable.

We generally do not seek special category data. However, you may voluntarily provide information that could reveal sensitive details, for example where an access requirement or personal circumstance is mentioned in relation to the move. If this happens, we will handle that information with extra care and only where necessary.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotations, confirm bookings, and carry out our moving and transport services.
To communicate with you about your booking, changes, delays, or service requirements.
To plan routes, organise staff and vehicles, and ensure safe delivery.
To issue invoices, process payments, and maintain financial records.
To respond to enquiries, complaints, and feedback.
To manage customer accounts and maintain service history.
To comply with tax, accounting, insurance, and legal obligations.
To protect our business, staff, customers, and property from fraud, misuse, or unlawful activity.

We only use your data for purposes that are compatible with the reason it was collected. Where we need to use it for a new purpose, we will ensure there is a proper lawful basis to do so.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each use of personal data. Maida Vale Man And Van relies on the following lawful bases:

Contract

We process your data when it is necessary to enter into or perform a contract with you. This includes preparing quotes, managing bookings, completing moves, and handling payment or service delivery.

Legal Obligation

We may process and retain certain data where required to comply with legal obligations, such as tax rules, accounting requirements, record-keeping, and insurance-related duties.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include operational planning, improving services, preventing fraud, managing disputes, and maintaining internal records. We carry out a balancing test when relying on this basis.

Consent

In limited situations, we may rely on your consent, for example where you choose to receive certain optional communications. If we rely on consent, you can withdraw it at any time.

5. Data Sharing and Processors

We do not sell your personal data. We may share it only where necessary and in a controlled manner. This may include sharing data with processors and trusted third parties who help us operate our business.

Examples of processors or service providers may include:

Accounting and bookkeeping providers.
Payment processing services.
Scheduling, communication, or customer management systems.
IT support, data storage, and backup providers.
Professional advisers such as legal or insurance advisers.

Where we use a processor, they act only on our instructions and are required to protect your data, keep it secure, and process it only for the services we have instructed them to provide. We take reasonable steps to ensure that any processor meets appropriate data protection standards.

We may also disclose data if required by law, to respond to lawful requests, to protect our rights or the safety of others, or in connection with a business transfer, merger, or restructuring.

6. International Transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place so that your data remains protected to a standard consistent with UK data protection law. This may include approved contractual safeguards or transfers to countries recognised as providing adequate protection.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including legal, accounting, and reporting requirements. Retention periods may vary depending on the type of data and why we hold it.

Booking and service records may be kept for a reasonable period after the service to deal with queries, disputes, or follow-up issues.
Financial and tax records are usually retained for the period required by law.
Communication records may be kept for customer service, complaint handling, and business administration.
Operational data is deleted or anonymised when no longer needed.

When data is no longer required, we will securely delete, anonymise, or archive it in line with our retention practices. We do not keep personal data indefinitely.

8. Data Security

We use reasonable technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our data handling practices. No system can be guaranteed completely secure, but we work to minimise risk as much as reasonably possible.

9. Your Rights

Under UK data protection law, you have a number of rights in relation to your personal data. These include:

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 information.
Right to erasure – in some circumstances, you can ask us to delete your personal data.
Right to restriction – you can request that we limit how we use your data in certain situations.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – where applicable, you can ask for your data in a structured, commonly used format.
Right to withdraw consent – where processing is based on consent, you can withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with applicable law. In some cases, we may need to verify your identity before responding. Please note that these rights are not absolute and may be subject to legal exceptions.

10. Marketing Preferences

If we send optional marketing communications, you may choose not to receive them. You can object to direct marketing at any time. Where you opt out, we will stop sending such communications as required by law.

11. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children unless it is incidentally provided by an adult customer in connection with arranging or carrying out a move. If we become aware that we have collected such data without a lawful basis, we will take appropriate steps to delete it.

12. Changes to This Privacy Policy

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

13. Summary of Our Commitment

Maida Vale Man And Van respects your privacy and is committed to processing personal data responsibly. We collect only what we need, use it for clear and lawful purposes, limit access to trusted processors, retain it only as long as necessary, and recognise your rights under data protection law. This policy applies to all Maida Vale Man And Van customers in area and is designed to ensure that your personal data is handled with care, transparency, and accountability.