Privacy Policy - Man And Van Pimlico

This Privacy Policy explains how Man And Van Pimlico collects, uses, stores, shares, and protects personal data. It applies to all Man And Van Pimlico customers in the area, including individuals and businesses who request, arrange, or receive removal, delivery, transport, or related services. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Man And Van Pimlico provides man and van services, including local removals, transport of goods, item collection, and related logistics support. In delivering these services, we may process personal data about customers, recipients, suppliers, and other individuals connected with a booking or enquiry. This policy describes how that data is used and the rights you have in relation to it.

2. Personal Data We Collect

We only collect personal data that is necessary for operating our services, managing customer relationships, and meeting our legal obligations. The categories of information we may collect include:

Identity data such as your name, title, and any information needed to identify you or your business.
Contact data such as address details and contact preferences used to manage bookings and service updates.
Booking and service data such as service dates, locations, item descriptions, delivery instructions, and notes relevant to the move or transport task.
Payment and transaction data relating to invoices, payments, refunds, and payment status.
Communications data such as messages, queries, complaints, and service feedback.
Technical data where applicable, such as basic website or device information used for security and service improvement.
Special category data only where strictly necessary and where you have chosen to provide it, or where a lawful condition applies. We do not aim to collect such data unless required for a specific service need.

We do not collect more information than we need. Any data shared with us should be relevant to the service being requested or delivered.

3. How We Use Personal Data

We use personal data for the following purposes:

to provide quotations and manage bookings;
to carry out transport, removal, collection, or delivery services;
to communicate with you about your service requests;
to process payments and issue invoices;
to handle customer support, complaints, and claims;
to maintain business records and internal administration;
to comply with legal, tax, accounting, and insurance requirements;
to prevent fraud, misuse, or unlawful activity;
to improve service quality, planning, and operational efficiency.

We will only use your data where we have a valid reason to do so. We do not use personal data for unrelated purposes without a lawful basis.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis before processing personal data. Depending on the situation, Man And Van Pimlico may rely on one or more of the following lawful bases:

Contract

We process personal data where it is necessary to take steps at your request before entering into a contract, or to perform a contract with you. This includes taking bookings, confirming service details, completing transport work, and handling payment arrangements.

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. This can include service administration, business record-keeping, fraud prevention, dispute management, and operational planning.

Legal Obligation

We may process data where required to comply with legal obligations, including accounting, tax, insurance, regulatory, and record-retention duties.

Consent

Where consent is needed, for example for certain optional communications or specific types of data processing, we will ask for it clearly. You can withdraw consent at any time where processing is based on consent.

5. Sharing Personal Data and Processors

We may share personal data with trusted third parties where necessary to deliver our services or operate our business. These third parties may act as processors or independent controllers, depending on the service they provide.

Examples of processors and service providers may include:

Payment processors who handle card or electronic payments securely.
Accounting and bookkeeping providers who assist with invoices, tax records, and compliance.
IT and data storage providers who support secure systems, backups, and business communications.
Customer administration tools used to manage bookings, scheduling, and internal workflows.
Professional advisers such as insurers, legal advisers, or auditors where necessary.

All processors are expected to handle personal data securely and only according to our instructions, unless they are independently responsible for their own processing. We require appropriate safeguards to protect data when it is shared.

We may also disclose data where required by law, court order, or a lawful request from a public authority. We do not sell personal data.

6. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including any legal, accounting, or reporting requirements. Retention periods may vary depending on the type of data and the nature of the service provided.

In general:

booking and service records may be kept for the duration of the customer relationship and for a reasonable period afterwards;
financial and invoice records may be retained for the period required by tax and accounting law;
communications and complaint records may be retained while relevant to service administration or dispute resolution;
data no longer needed will be securely deleted, anonymised, or archived where appropriate.

When determining retention periods, we consider the sensitivity of the data, the potential risk of harm from unauthorised use, and the legal requirements applying to the information.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, limited staff access, and careful selection of processors.

However, no system can be guaranteed 100% secure. We therefore encourage customers to share only the information needed for their service and to notify us promptly if they believe data has been compromised.

8. Your Rights Under GDPR

You have a number of rights regarding your personal data. These rights may apply depending on the circumstances and the lawful basis for processing. They include:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete data.
Right to erasure – to request deletion of your data in certain situations.
Right to restriction – to ask us to limit how we use your data in certain circumstances.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to request transfer of data you provided, where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we may need to verify your identity before responding. We aim to respond within the time limits required by law.

9. International Transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place. This may include using countries with adequate protection or implementing standard contractual protections and other lawful transfer mechanisms.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our operations, legal requirements, or data-handling practices. Any revised version will apply from the date it becomes effective. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

11. Summary of Our Commitment

Man And Van Pimlico is committed to treating personal information with care, transparency, and respect. We collect only what is needed, use it for clear and lawful purposes, retain it only as long as necessary, and work with processors who are expected to protect it properly. This policy applies to all Man And Van Pimlico customers in the area and is designed to ensure compliance with GDPR principles of lawfulness, fairness, transparency, data minimisation, accuracy, storage limitation, integrity, and confidentiality.