Privacy Policy - Belsizepark Man And Van

This Privacy Policy explains how Belsizepark Man And Van collects, uses, stores, shares, and protects personal data in connection with our removal, delivery, packing, loading, unloading, and related transport services. It applies to all Belsizepark Man And Van customers in the area, including individuals, households, landlords, tenants, and business clients who use our services. We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable privacy laws.

We understand that when you book a service with us, you may provide personal information that is important and sometimes sensitive. We therefore aim to process your data fairly, lawfully, transparently, and only for legitimate purposes connected to our business operations.

1. Data We Collect

We may collect and process the following categories of personal data:

• Identity details: name, title, and, where relevant, business name.
• Contact details: telephone number, email address, billing address, and service address.
• Booking information: service date, inventory details, access notes, moving requirements, and customer preferences.
• Payment information: payment method, transaction reference, and billing records. We do not usually store full card details if payment is processed through a secure payment provider.
• Service-related records: photographs, item lists, special handling notes, condition reports, and evidence of delivery or completion.
• Communication records: emails, calls, messages, complaints, and service feedback.
• Technical data: basic device and browsing data if you interact with our digital systems, such as IP address, timestamps, and log data.

We generally collect personal data directly from you when you request a quote, make a booking, communicate with us, or complete payment. In some cases, we may receive data from third parties such as letting agents, estate agents, landlords, solicitors, storage providers, or businesses acting on your behalf. We only collect data that is relevant and necessary for providing our services, meeting our legal obligations, and managing our business.

2. How We Use Your Data

We use personal data for the following purposes:

• to provide quotations, confirm bookings, and manage service arrangements;
• to carry out removals, transport, packing, and related operational tasks;
• to contact you about your booking, schedule changes, access issues, or service updates;
• to issue invoices, process payments, and maintain financial records;
• to handle complaints, claims, and customer support requests;
• to maintain business records and internal administration;
• to comply with legal and regulatory obligations;
• to improve our services, staff training, and operational planning;
• to prevent fraud, misuse, or unlawful activity;
• to protect our rights, property, staff, customers, and vehicles.

We do not use personal data for purposes that are incompatible with the original reason for collection unless we have a lawful basis to do so and, where required, we inform you.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Depending on the context, we rely on one or more of the following lawful bases:

Performance of a contract

Most of the data we collect is necessary to enter into or perform a contract with you. This includes taking bookings, organising removals, providing quotations, delivering services, and processing payments.

Legitimate interests

We may process your data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. Examples include service administration, fraud prevention, maintaining records, improving operations, and responding to customer queries.

Legal obligation

We may process and retain certain information where we are required to do so by law, including tax, accounting, insurance, employment, and health and safety obligations.

Consent

Where required, we may ask for your consent before using your data for specific purposes. If consent is used as the lawful basis, you may withdraw it at any time. This will not affect the lawfulness of processing carried out before withdrawal.

Special category data is not routinely collected by Belsizepark Man And Van. If such data becomes necessary in an exceptional case, we will only process it where a valid legal condition applies and we have appropriate safeguards in place.

4. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including the fulfilment of contractual obligations, accounting requirements, dispute resolution, and compliance with legal duties.

• Booking and service records: typically retained for up to 6 years after the end of the service, unless a longer period is required for legal or insurance purposes.
• Financial and tax records: retained in line with statutory accounting and tax obligations.
• Complaints and claims: retained for as long as needed to resolve the matter and for a reasonable period thereafter.
• Routine correspondence: kept only as long as necessary for business purposes.

When data is no longer required, we will securely delete, anonymise, or destroy it. Retention periods may vary depending on the type of information, the nature of the service, and any applicable legal requirement.

5. Processors and Data Sharing

We may share personal data with trusted third parties who act as data processors or, in some cases, independent controllers. These parties assist us in providing our services or running our business. Examples include:

• payment service providers;
• accountants and bookkeeping services;
• IT, cloud storage, and communications providers;
• booking or scheduling software providers;
• insurance providers and claims handlers;
• professional advisers such as legal advisers;
• subcontracted movers or drivers where required to fulfil a booking;
• public authorities, regulators, or law enforcement where legally required.

Where a third party processes data on our behalf, we ensure appropriate contractual safeguards are in place and that they only process the data under our instructions, unless they are acting as an independent controller. We do not sell your personal data.

In limited cases, your data may be transferred outside the UK. If this happens, we will make sure appropriate safeguards are in place to protect your information in accordance with data protection law.

6. Data Security

We use reasonable technical and organisational measures to protect personal data from unauthorised access, accidental loss, destruction, alteration, or disclosure. These measures may include restricted access controls, secure storage, password protection, staff awareness, and supplier due diligence.

However, no method of transmission or storage is completely secure. While we work to protect your information, we cannot guarantee absolute security. If a personal data breach occurs, we will assess the risk and take appropriate action, including notifications where required by law.

7. Your Rights

You have a number of rights under data protection law in relation to your personal data. These rights may apply depending on the circumstances and the legal basis for processing:

• Right of access: you can request a copy of the personal data we hold about you.
• Right to rectification: you can ask us to correct inaccurate or incomplete data.
• Right to erasure: in certain cases, you can request deletion of your data.
• Right to restriction: you can ask us to limit the use of your data in certain situations.
• Right to object: you can object to processing based on legitimate interests or direct marketing.
• Right to data portability: where applicable, you can request that data you provided to us be transferred in a structured, commonly used format.
• 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 will respond within the time limits set by applicable law. In some circumstances, we may be unable to fulfil a request where legal exceptions apply, but we will explain our decision.

8. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is necessary in connection with a household move or similar service and provided by an adult with authority to do so. Where we become aware that we have collected data inappropriately, we will take steps to delete or correct it as required.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data handling practices. Any updates will take effect when published in the revised version. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

10. Our Commitment

Belsizepark Man And Van respects your privacy and treats your information with care. We use personal data only where necessary, retain it responsibly, and apply safeguards designed to keep it secure. Whether you are booking a single-item move, a full house removal, or a business transport service, we aim to process your data lawfully, fairly, and transparently.

By using our services, you acknowledge that this Privacy Policy applies to your personal data as a customer of Belsizepark Man And Van in the area.