Belsize Park Man and Van Privacy Policy

This Privacy Policy explains how Belsize Park Man and Van collects, uses, stores and shares personal data in connection with our man and van and related services. It applies to all Belsize Park Man and Van customers and prospective customers in our service area, as well as visitors who contact us to request a quote or information.

We are committed to protecting your privacy and handling your personal data in a lawful, fair and transparent manner in accordance with the UK General Data Protection Regulation and applicable data protection laws.

Data Controller

The data controller is the business that determines how and why your personal data is processed. For the purposes of this Privacy Policy, Belsize Park Man and Van is the data controller in relation to the personal data we collect about you when you use our services or contact us.

Personal Data We Collect

We collect and process different types of personal data depending on how you interact with us and which services you use. The categories of personal data we may collect include:

Identification and contact information such as name, address, service address, billing address, and any other contact details you choose to provide.

Communication details such as information you provide in phone calls, messages, and other correspondence relating to quotes, bookings, changes, complaints or feedback.

Service information such as collection and delivery locations, property access details where necessary for the job, type and quantity of items to be moved, preferred dates and times, and any instructions relevant to the service.

Billing and payment information such as information needed to process payment for services, including invoicing details and payment status. We do not store full card details when payments are processed through a secure third-party provider.

Website or digital interaction data when relevant, such as basic technical data provided by your device or browser and any contact form details you submit, if we offer online enquiry or booking options.

Voluntary information such as feedback, reviews or survey responses that you choose to share with us.

How We Collect Your Data

We collect personal data from you directly when you contact us by phone or other communication method to request a quote, make a booking, ask a question or provide feedback. We also obtain data when you provide details to our staff in person in connection with a job or site visit. In certain cases, information may be provided by a third party on your behalf, such as an estate agent, relative or business contact who arranges the service for you. In these cases, we expect that they have your permission to share your details.

Lawful Bases for Processing

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

Contractual necessity where the processing is required to provide you with a quote, to take steps at your request before entering into a contract, or to perform a contract for man and van services that you have agreed with us.

Legitimate interests where we have a legitimate business interest in using your data and this is not overridden by your rights and interests. Examples include managing our business operations, scheduling jobs, responding to enquiries, improving our services and keeping appropriate records.

Legal obligation where we must process certain information to comply with legal or regulatory requirements, such as maintaining records for tax or accounting purposes.

Consent where you have clearly agreed to a particular use of your data that is not necessary for the core service, for example receiving optional marketing communications. Where we rely on consent, you can withdraw it at any time.

How We Use Your Personal Data

We use the personal data we collect for the following purposes:

To provide quotes and estimates for our services based on the information you supply.

To book, plan and deliver man and van and related services, including arranging dates and times, planning routes and resources, and communicating with you before, during and after the move.

To communicate with you about your enquiries, bookings, changes, cancellations, feedback or complaints.

To issue invoices, process payments, and manage our financial records in connection with services you have used.

To manage customer relationships and service history, including maintaining records of previous jobs and communications so we can respond efficiently to further requests.

To monitor and improve the quality, safety and efficiency of our services, including training our staff and reviewing our processes.

To comply with legal and regulatory obligations and to assist in the detection and prevention of fraud or other unlawful activities.

If you have given your consent, to send you relevant information about our services and offers. You can opt out of marketing at any time.

Data Retention

We keep your personal data only for as long as necessary for the purposes for which it was collected and to meet any legal, accounting or reporting requirements.

In general, customer and booking records are retained for a period that allows us to respond to queries about completed jobs, handle any disputes, and comply with tax and accounting rules. After this period, personal data is securely deleted or anonymised so that it can no longer be linked to you.

When we rely on your consent for specific uses of your data, such as direct marketing, we will keep that data only for as long as your consent remains valid or until you withdraw it.

Data Processors and Third Parties

We may share your personal data with trusted third parties who act as data processors on our behalf. These service providers only process your data according to our instructions and for the purposes we specify, and they are required to protect your data in line with applicable laws.

Examples may include payment processing providers that handle card or online payments, external accountants or bookkeeping services that support our financial administration, and providers of software tools used to manage bookings, communications or records.

We may also share your data where necessary with professional advisers such as legal or tax advisers, and with authorities, regulators or law enforcement agencies where required by law or where it is necessary to protect our rights, property or safety or that of our customers or staff.

We do not sell your personal data to third parties.

International Data Transfers

Where any of our external service providers are located outside the United Kingdom or the European Economic Area, or store data in another country, we will take steps to ensure that appropriate safeguards are in place to protect your personal data in accordance with data protection laws. These safeguards may include the use of standard contractual clauses or equivalent mechanisms.

Your Data Protection Rights

You have a range of rights in relation to the personal data we hold about you, subject to certain conditions and exemptions under the law. These rights include:

The right of access to obtain confirmation as to whether we process your personal data and to receive a copy of that data, along with information about how it is used.

The right to rectification to have inaccurate or incomplete personal data corrected or updated.

The right to erasure, also known as the right to be forgotten, in certain circumstances where there is no longer a lawful basis for us to continue processing your data.

The right to restriction of processing in certain situations, for example while we verify the accuracy of data you believe is incorrect.

The right to object to processing that is based on our legitimate interests, including any direct marketing, where your particular situation gives you grounds to object.

The right to data portability in certain cases, allowing you to receive the personal data you have provided to us in a structured, commonly used and machine-readable format and to transmit it to another controller where technically feasible.

Where we rely on your consent, the right to withdraw that consent at any time, without affecting the lawfulness of processing carried out before the withdrawal.

Security of Your Data

We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include limiting access to personal data to staff who need it to perform their roles, using secure methods to store and transfer data, and reviewing our practices regularly.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, how we handle personal data, or legal requirements. Any changes will apply from the date we publish the updated version. We encourage you to review this Privacy Policy periodically so that you remain informed about how we protect your privacy.

Contact and Complaints

If you have any questions about this Privacy Policy, how we handle your personal data, or if you wish to exercise any of your data protection rights, you can contact us using the usual communication channels made available by Belsize Park Man and Van.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are unhappy with how we have used your personal data. We would, however, appreciate the opportunity to address your concerns directly in the first instance.