Privacy Policy

Man and Van St John's Wood Privacy Policy

This Privacy Policy explains how Man and Van St John's Wood collects, uses, stores, shares, and protects personal data relating to its customers and prospective customers in the St John's Wood area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws, and how you can exercise those rights.

This Privacy Policy applies to all services offered by Man and Van St John's Wood to individuals and businesses located in the St John's Wood area, including booking a move, requesting a quote, making an enquiry, and any related customer support activities.

Data Controller

For the purposes of data protection law, Man and Van St John's Wood is the data controller in respect of the personal data described in this Privacy Policy. This means that we determine the purposes and means of processing your personal data.

We are responsible for ensuring that your personal data is handled in compliance with applicable data protection legislation, including the UK General Data Protection Regulation and the Data Protection Act 2018.

Personal Data We Collect

We collect and process different categories of personal data when you use our services, request information, or otherwise interact with us. The types of data we may collect include:

Identification and contact details such as name, address, service address, billing address, and general location within the St John's Wood area; contact details such as mobile number, landline number, and other contact information you provide to us; and any business contact details if you are enquiring or booking on behalf of a company.

Booking and service information such as details of your move, including collection and delivery addresses, property access information, dates and times of moves, approximate volume or list of items to be moved, special handling requirements, and details of any additional services requested.

Payment and transaction information such as records of services you have purchased from us, payment method details processed by our payment providers, amounts paid, payment status, and invoices and receipts generated for accounting and tax purposes.

Communication data such as the content of your messages and calls to us, including enquiries, complaints, feedback, and any notes made by our team in the course of handling your enquiry or booking.

Technical and usage information where applicable, such as basic usage data about how you interact with our website or online tools, including pages visited, time and date of access, and general device information.

How We Collect Your Data

We collect personal data directly from you when you submit an enquiry, request a quote, confirm a booking, speak with us by phone, or communicate with us through other channels. We may also collect information when you visit or interact with our website.

In some cases, we may receive information about you from third parties, for example if a third party books our services on your behalf, or if we are working with a business partner who provides us with your details to complete a move.

Lawful Bases for Processing

We only process your personal data where we have a lawful basis to do so under data protection law. Depending on the context, we may rely on the following lawful bases:

Contract: We process your personal data where it is necessary for the performance of a contract with you, or to take steps at your request before entering into a contract. This includes processing your data to provide quotes, confirm bookings, deliver our moving services, issue invoices, and manage any changes to your booking.

Legal obligation: We may process your personal data where necessary to comply with our legal obligations, including tax, accounting, insurance, and record-keeping requirements.

Legitimate interests: We may process your personal data where it is necessary for our legitimate business interests, provided that your interests and fundamental rights do not override those interests. Our legitimate interests include managing our business operations, ensuring service quality, handling customer enquiries and complaints, improving our services, and protecting our legal rights.

Consent: In limited circumstances, we may rely on your consent to process certain personal data, for example for specific types of direct marketing communications, where required by law. When we rely on consent, you can withdraw it at any time.

How We Use Your Personal Data

We use your personal data for the following purposes:

To communicate with you about your enquiry, to provide quotes, and to respond to your questions about our services in the St John's Wood area.

To set up, manage, and complete your booking, including arranging collection and delivery, planning routes, and coordinating our team and any partners involved in your move.

To issue invoices, process payments through our payment providers, and keep financial and accounting records as required by law.

To provide customer service and after-care, including handling complaints, resolving disputes, and responding to feedback.

To manage our business operations, including scheduling, resource planning, and improving the efficiency and quality of our services.

To comply with any legal or regulatory obligations applicable to our business, and to exercise or defend legal claims where necessary.

Data Sharing and Processors

We do not sell your personal data. We may share your data with carefully selected third parties who act as data processors on our behalf, or who act as separate data controllers for their own purposes where appropriate.

Data processors acting on our behalf may include payment processing providers, accounting or bookkeeping service providers, information technology and hosting service providers, communication and customer service tools, and subcontractors or partner companies assisting with service delivery when necessary to complete your move.

Where we use processors, we ensure they only process your personal data in accordance with our instructions and in compliance with data protection law, and that they implement appropriate technical and organisational measures to protect your data.

We may also share your data where required to do so by law, with regulatory authorities, enforcement agencies, or legal advisers, and in connection with the establishment, exercise, or defence of legal claims.

Retention of Personal Data

We retain your personal data only for as long as necessary for the purposes for which it was collected, and to meet our legal, accounting, and reporting obligations.

In general, we keep customer and booking records for a period that allows us to manage ongoing relationships, respond to queries about past moves, and comply with tax and accounting laws. After this period, we will securely delete or anonymise your personal data so that it can no longer be linked to you.

The specific retention period may vary depending on the type of data and the context in which it was collected. We may retain information longer where it is necessary in connection with ongoing legal matters or disputes.

International Transfers

Where we use service providers or systems located outside the United Kingdom or the European Economic Area, personal data may be transferred internationally. In these situations, we will ensure that appropriate safeguards are in place to protect your personal data, such as standard contractual clauses or other mechanisms recognised by data protection law.

Data Security

We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it from unauthorised access, accidental loss, destruction, or damage.

These measures include limiting access to personal data to those employees, contractors, and service providers who need it to perform their duties, using secure methods for storing and transmitting information, and regularly reviewing our security practices.

Your Data Protection Rights

Under data protection law, you have certain rights in relation to your personal data. These rights may be subject to conditions and legal limitations, but typically include the following:

Right of access: You have the right to request confirmation as to whether we process your personal data and to obtain a copy of the personal data we hold about you, along with certain information about how it is processed.

Right to rectification: You have the right to request that we correct any inaccurate or incomplete personal data we hold about you.

Right to erasure: In certain circumstances, you may have the right to request that we delete your personal data, for example where the data is no longer necessary for the purposes for which it was collected, or where you have withdrawn consent and there is no other legal basis for processing.

Right to restriction of processing: You may have the right to request that we restrict the processing of your personal data in certain situations, such as where you contest the accuracy of the data or object to our processing.

Right to data portability: In some cases, you may have the right to receive your personal data in a structured, commonly used, and machine-readable format, and to transmit that data to another controller where technically feasible.

Right to object: You may have the right to object to our processing of your personal data where we rely on legitimate interests as the lawful basis, including profiling based on those interests. We will stop processing your data unless we can demonstrate compelling legitimate grounds which override your interests, rights, and freedoms, or where processing is necessary for legal claims.

Right to withdraw consent: Where we rely on your consent to process personal data, you can withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.

Policy Scope and Updates

This Privacy Policy applies to all customers and prospective customers of Man and Van St John's Wood located in the St John's Wood area. By contacting us, requesting a quote, or using our services, you acknowledge that you have read and understood this Privacy Policy.

We may update this Privacy Policy from time to time to reflect changes in our practices, in relevant laws, or in our services. Any changes will be published in the latest version of this Privacy Policy. You should review this page periodically to stay informed about how we protect your personal data.