Privacy Policy

Man and Van Pimlico Privacy Policy

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

We are committed to complying with the United Kingdom General Data Protection Regulation and the Data Protection Act 2018. We process your personal data lawfully, fairly and transparently and only for specified, explicit and legitimate purposes.

Scope of this Privacy Policy

This Privacy Policy applies to all personal data processed by Man and Van Pimlico in the course of providing our services, including booking, transporting, delivery, customer support, invoicing and aftercare. It applies whether you contact us by phone, online form, messaging service or in any other way.

By using our services or contacting us, you acknowledge that you have read and understood this Privacy Policy. We may update this Privacy Policy from time to time and will always process your data in accordance with the version in force at the time of relevant processing.

Personal data we collect

We only collect personal data that we need in order to provide our services, communicate with you and meet our legal obligations. The categories of data we typically collect include:

Identification and contact details such as your full name, address, email address, telephone number and any other contact details you choose to provide.

Service and booking information such as collection and delivery addresses, property access details you choose to share, dates and times of moves, inventory or description of items to be transported, special instructions and any photographs you provide relating to the job.

Communication records such as messages, enquiries, feedback, complaints and any notes relating to your requests or our discussions.

Billing and payment details such as information required for invoicing, payment confirmations and records of payments made. We do not store full payment card details when payment is processed through secure third-party processors.

Technical and usage data such as basic information about how you access our site or online booking tools, including device type, approximate location, and browsing actions if applicable. This may include cookies or similar technologies where used, subject to your choices.

Lawful bases for processing your data

We process your personal data only when we have a lawful basis under data protection law. Depending on the context, we rely on one or more of the following bases:

Contract: We process your data when it is necessary to enter into or perform a contract with you, for example to provide quotations, confirm bookings, deliver items, communicate about your service, and manage invoices and payments.

Legal obligation: We process certain data to comply with our legal and regulatory obligations, such as record-keeping, accounting, tax obligations and responding to lawful requests from authorities.

Legitimate interests: We process data where it is necessary for our legitimate business interests, provided your interests and fundamental rights do not override those interests. This may include managing our relationship with you, improving our services, handling enquiries, preventing fraud and ensuring the security of our operations.

Consent: In some cases, we may rely on your consent, for example for certain types of marketing communication or where cookies that are not strictly necessary are used. When we rely on consent, you have the right to withdraw it at any time.

How we use your personal data

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

To provide and manage our services, including processing enquiries, issuing quotations, planning and carrying out moves and transport, and managing bookings and schedules.

To communicate with you about your booking, changes to services, access requirements, delivery updates, and after-service follow-up.

To manage payments, billing and accounting, including issuing invoices, recording transactions and dealing with disputes or queries.

To improve our operations and services, including quality control, staff training, service optimisation and analysis of trends in service usage.

To handle feedback, reviews, complaints and claims, and to protect our legal rights, including the prevention and detection of fraud or misuse of our services.

To comply with legal and regulatory requirements and respond to lawful requests from public authorities where required.

Data sharing and processors

We do not sell your personal data. We only share your data when necessary and with appropriate safeguards in place. We may share personal data with:

Service providers and data processors who assist us in delivering our services, such as IT and hosting providers, online booking or messaging platforms, payment processors, accountants or administrative support. These parties act on our instructions and are bound by data protection obligations.

Drivers, porters and logistics partners directly involved in carrying out your booking, to the extent necessary for them to perform the service, for example to know collection and delivery addresses and relevant contact details.

Professional advisers such as legal, tax or insurance advisers, where necessary to protect our business or pursue or defend legal claims.

Public authorities, regulators or law enforcement agencies where we are required to disclose personal data by law or where disclosure is necessary to protect our rights, property or safety or that of our customers or others.

Where we use data processors, we ensure appropriate contracts are in place to protect your information, including requirements for confidentiality, data security and processing only on our documented instructions.

International transfers

Where possible, we seek to keep your personal data within the United Kingdom or the European Economic Area. If any transfer of personal data outside these regions is necessary, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent protections, and that such transfers comply with applicable data protection laws.

Data retention

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

Service and booking records are generally kept for a period that enables us to manage our relationship with you, handle any queries or complaints and satisfy applicable legal limitation periods.

Financial and transaction records are retained for the period required by tax and accounting regulations.

Where we no longer need personal data and are not required by law to keep it, we will delete it or anonymise it so that it can no longer identify you.

Data security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures may include restricted access to personal data, secure systems and regular review of our security practices.

While we take reasonable steps to protect your data, no system can be completely secure. You are responsible for keeping any account details or passwords you use with our services confidential and for notifying us promptly if you suspect any misuse of your information.

Your data protection rights

As a data subject, you have a number of rights under data protection law in relation to the personal data we hold about you. These rights apply to all Man and Van Pimlico customers and prospective customers in our service area, subject to certain legal limitations and exemptions.

Right of access: You have the right to request confirmation that we process your personal data and to obtain a copy of that data, together with information about how we use it.

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

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

Right to restriction of processing: You may request that we restrict the processing of your personal data in certain situations, for example while we verify the accuracy of the data or assess an objection you have raised.

Right to object: You have the right to object to processing based on our legitimate interests, including certain types of direct marketing. We will stop processing unless we have compelling legitimate grounds which override your interests, rights and freedoms, or the processing is necessary for legal claims.

Right to data portability: Where processing is based on consent or contract and carried out by automated means, you may have the right to receive personal data you provided to us in a structured, commonly used and machine-readable format and to have it transmitted to another controller where technically feasible.

Right to withdraw consent: Where we rely on your consent to process your data, you may withdraw that consent at any time. This will not affect the lawfulness of processing based on consent before its withdrawal.

You also have the right to lodge a complaint with the UK supervisory authority for data protection if you are concerned about how we handle your personal data.

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 updates will apply from the time they are made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.