Privacy Policy - Man With A Van Ravenscourtpark

This Privacy Policy explains how Man With A Van Ravenscourtpark collects, uses, shares, stores, and protects personal data. It applies to all Man With A Van Ravenscourtpark customers in the Ravenscourt Park area and to anyone who uses our moving, delivery, packing, transport, or related services in that area. 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.

1. Who we are

For the purposes of data protection law, Man With A Van Ravenscourtpark acts as the data controller for the personal data we process in connection with our services. This means we decide why and how your personal data is used. In some cases, we may also work with third-party service providers that process data on our behalf as data processors.

2. Personal data we collect

We collect only the personal data that is necessary for providing our services, managing our business operations, and meeting legal obligations. Depending on your interaction with us, this may include:

Identity data such as your name and any title you provide.
Contact data such as your phone number, email address, and service address.
Booking and service details such as requested moving dates, property access information, item descriptions, and service preferences.
Payment data such as billing details and transaction records, where applicable.
Communication data such as messages, enquiries, complaints, and feedback.
Usage and technical data if you interact with our digital systems, including device information, logs, and approximate location data linked to service delivery.
Special category data only where strictly necessary and lawfully permitted, for example if you voluntarily provide information about health or accessibility needs relevant to a move.

We generally do not seek sensitive information unless it is required to deliver the service safely and effectively. Please avoid sharing unnecessary personal details with us.

3. How we collect your data

We collect personal data in several ways:

Directly from you when you request a quote, make a booking, communicate with us, or provide feedback.
From third parties such as landlords, tenants, estate agents, property managers, or intermediaries where they arrange services on your behalf.
Automatically through operational records and system logs when we use digital tools to manage bookings, payments, or communications.

We only collect data that is relevant and proportionate to the services you request or that are needed to operate our business responsibly.

4. Why we use your personal data

We use your personal data for the following purposes:

To provide quotes, confirm bookings, and deliver moving or transport services.
To communicate with you before, during, and after a service.
To manage payments, invoices, refunds, and account records.
To plan logistics, allocate vehicles and staff, and ensure safe service delivery.
To handle complaints, disputes, insurance claims, and service queries.
To maintain records for tax, accounting, and legal compliance.
To improve our operations, train staff, and monitor service quality.
To prevent fraud, misuse, or unlawful activity.

5. Lawful basis for processing

We rely on different lawful bases under data protection law depending on the purpose of processing:

Contract: We process data when it is necessary to enter into or perform a contract with you, such as arranging and delivering a move.
Legal obligation: We process data when required to comply with laws, including tax, accounting, and regulatory obligations.
Legitimate interests: We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include service management, record keeping, fraud prevention, and improving our operations.
Consent: Where required by law, we will ask for your consent before processing certain data, such as optional marketing communications or specific categories of sensitive data.
Vital interests: In rare cases, we may process data to protect someone’s life or physical safety.

Where we rely on legitimate interests or consent, we consider the nature of the data, the context of the processing, and any impact on your privacy. You may withdraw consent at any time where consent is the basis for processing.

6. Sharing your personal data

We may share personal data with trusted third parties where necessary to provide our services or meet legal duties. These may include:

Payment service providers that process transactions securely.
IT and software providers that support booking, communication, storage, or operational systems.
Professional advisers such as accountants, insurers, legal advisers, or auditors.
Subcontractors or drivers involved in service delivery, where required for completing a move or transport task.
Public authorities where disclosure is required by law, court order, or lawful request.

We require processors and other service providers to handle personal data securely, only on our instructions, and in compliance with applicable data protection laws. We do not sell your personal data.

Processors

When third parties process personal data on our behalf, they act as data processors. They are bound by contracts that require them to:

process data only for the specified purposes;
protect data with appropriate technical and organisational measures;
keep data confidential;
assist us in meeting data subject rights and security obligations;
delete or return data when no longer needed.

Examples of processor activities may include secure data hosting, email and messaging services, payment processing, customer management systems, and document storage.

7. Data security

We use reasonable and appropriate security measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, password protection, encryption where appropriate, staff confidentiality obligations, and secure storage practices. While no system can be guaranteed completely secure, we work to reduce privacy risks and respond appropriately to any suspected data incident.

8. Data retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, or reporting requirements. Retention periods vary depending on the type of information and the reason we hold it.

Booking and service records are typically retained for the period needed to manage the service and handle follow-up matters.
Financial and tax records are kept for the period required by law.
Communication records may be retained for a reasonable period to manage complaints, disputes, or customer care issues.
Technical logs are retained for operational and security purposes only as long as needed.

When personal data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in a safe manner. If we must retain data for legal claims or compliance reasons, we will restrict access and use it only for those purposes.

9. Your rights

Under data protection law, you have certain rights in relation to your personal data. These rights may be subject to legal limits and exemptions, but we will always assess requests carefully.

Right of access: You can ask for 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 data.
Right to restrict processing: You can ask us to 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: You can ask for certain data to be provided in a structured, commonly used format.
Right to withdraw consent: Where we rely on consent, you can withdraw it at any time.

If you wish to exercise any of these rights, we will respond within the timeframe required by law and may ask for information to confirm your identity.

10. International transfers

Where personal data is transferred outside the United Kingdom, we will ensure that suitable safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent legal protections. We will only transfer data where it is necessary and where appropriate protection can be maintained.

11. Children’s data

Our services are intended for adults. We do not knowingly collect personal data from children unless it is provided by an adult customer and is necessary for the move or related service. If we become aware that we have collected data improperly, we will take steps to delete it where appropriate.

12. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or services. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers in the Ravenscourt Park area to review this policy periodically to understand how personal data is protected.

13. Summary of our commitment

Man With A Van Ravenscourtpark is committed to processing personal data fairly, lawfully, and transparently. We limit collection to what is necessary, use data only for clear purposes, keep it secure, retain it only as long as needed, and respect your rights under data protection law. This policy applies to all Man With A Van Ravenscourtpark customers in area and is designed to support privacy, accountability, and trust in every service we provide.