Privacy Policy

Earls Court Man and Van Privacy Policy

This Privacy Policy explains how Earls Court Man and Van collects, uses, stores, and protects personal data relating to our customers and prospective customers in the Earls Court area. It also explains your rights under the United Kingdom General Data Protection Regulation and relevant data protection laws.

By using our services, requesting a quotation, or otherwise interacting with Earls Court Man and Van, you acknowledge that you have read and understood this Privacy Policy.

Who This Privacy Policy Applies To

This Privacy Policy applies to all customers and prospective customers of Earls Court Man and Van in the Earls Court area, including individuals and businesses who:

Request a man and van quotation or booking.

Use our transportation, moving, or related services.

Communicate with us for enquiries, feedback, or complaints.

Types of Personal Data We Collect

We only collect personal data that is relevant and necessary for the provision of our services. The types of personal data we may collect include:

Identity and contact details such as name, address, pick-up and drop-off addresses, and other contact information you choose to provide.

Booking and service details such as dates and times of moves, nature and volume of items to be transported, property access information, parking details, and special instructions.

Payment and billing information such as details required to process payments and issue invoices. We do not store full payment card details; these are handled by secure payment processors.

Communication records such as messages, enquiry details, feedback, and complaint information, as well as notes from phone calls or other communications.

Technical and usage information such as basic device or browser details, and how you interact with our website or online forms where applicable.

How We Collect Personal Data

We collect personal data directly from you when you:

Request a quotation or book a service.

Contact us by phone, online form, or other means.

Provide instructions on site during the service.

We may also collect limited information from third parties where necessary to provide the service, such as from someone booking on your behalf or from business partners who refer you to us. In such cases, we only process data required to arrange and deliver the requested service.

Lawful Bases for Processing Your Data

We process personal data only where we have a lawful basis under the UK GDPR. The main lawful bases we rely on are:

Performance of a contract: To take steps at your request before entering into a service agreement and to perform our contract with you, including processing bookings, carrying out moves, communicating about your booking, and handling payments.

Legitimate interests: To manage and improve our services, prevent fraud, ensure security, keep records of jobs completed, and handle general business operations, provided these interests are not overridden by your rights and freedoms.

Legal obligation: To comply with legal and regulatory requirements, including accounting, tax, and record keeping duties.

Consent: In limited cases, we may rely on your consent, for example if you ask us to retain your details for future services beyond normal retention periods. Where 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 provide and manage our man and van services, including quotations, bookings, job planning, and completion of moves.

To communicate with you about your enquiry, booking status, changes to services, and follow-up after the job is completed.

To process payments, issue invoices, and maintain financial records.

To manage customer relationships, handle feedback and complaints, and improve our services.

To maintain safety, security, and fraud prevention measures for our staff, vehicles, and customers.

To comply with legal, regulatory, and insurance requirements.

Data Processors and Third Parties

We may share your personal data with carefully selected third parties who act as data processors on our behalf. These processors are only permitted to use your data in accordance with our instructions and for the purposes set out in this Privacy Policy. They must also implement appropriate security measures.

Typical categories of processors and third parties include:

Payment processing providers that handle secure processing of payments.

Accountants or bookkeeping services who assist with financial records and statutory reporting.

IT and system support providers who help operate and maintain our website, communication tools, and data storage systems.

Professional advisers such as legal or insurance advisers, where required to protect our business or comply with legal obligations.

We do not sell your personal data to third parties. Where we are required by law or regulation, we may disclose data to public authorities or law enforcement agencies, but only to the extent necessary and lawful.

International Transfers

We aim to store and process personal data within the United Kingdom or the European Economic Area wherever possible. If we use any service providers who may process data outside these areas, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent mechanisms required by data protection law.

Data Retention Periods

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements.

In most cases, we retain customer and booking records for a period necessary to:

Complete the service and handle any follow-up queries or issues.

Comply with tax, accounting, and statutory retention requirements.

Protect our legal rights in case of disputes or claims.

After the relevant retention period expires, personal data will be securely deleted, anonymised, or otherwise removed from our active systems.

How We Protect Your Data

We take appropriate technical and organisational measures to help protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures may include secure storage, access controls, staff awareness, and procedures for handling data securely.

While we work to protect your personal data, no system is completely secure. If we become aware of a personal data breach that is likely to result in a risk to your rights and freedoms, we will follow our legal obligations to notify affected individuals and relevant authorities where required.

Your Data Protection Rights

Under the UK GDPR, you have certain rights regarding your personal data. Subject to specific conditions and legal limitations, these include:

Right of access: You can request confirmation of whether we process your personal data and obtain a copy of that data.

Right to rectification: You can ask us to correct or update inaccurate or incomplete personal data.

Right to erasure: You can request that we delete your personal data in certain circumstances, for example where it is no longer needed for the purposes for which it was collected and we have no legal obligation to retain it.

Right to restrict processing: You can ask us to limit the processing of your personal data in certain situations, such as where you contest its accuracy.

Right to data portability: You can request that we provide certain personal data to you in a structured, commonly used, and machine-readable format or transmit it to another controller, where technically feasible.

Right to object: You can object to our processing of your personal data where we rely on legitimate interests, unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms.

Right to withdraw consent: Where we process your data based on consent, you can withdraw that consent at any time, without affecting the lawfulness of processing before withdrawal.

Exercising Your Rights

If you wish to exercise any of your data protection rights, please contact Earls Court Man and Van using the usual communication channels you use to arrange services or make enquiries. We may need to verify your identity before responding to your request to protect your data from unauthorised access.

We aim to respond to all legitimate requests within one month. If your request is complex or you have made several requests, this period may be extended, in which case we will inform you.

Right to Complain

If you have concerns about how we handle your personal data, you should contact us first so we can attempt to resolve the issue. You also have the right to lodge a complaint with the relevant data protection authority in the United Kingdom.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. Any updates will apply from the date they are published. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.