Privacy Policy
Belsize Park Man and Van Privacy Policy
This Privacy Policy explains how Belsize Park Man and Van collects, uses and protects personal data relating to customers and prospective customers in the Belsize Park area and surrounding locations. It is intended to provide clear information in line with the UK General Data Protection Regulation and the Data Protection Act 2018.
This Privacy Policy applies to all Belsize Park Man and Van customers and individuals enquiring about services in our service area, regardless of the method of contact, including website, telephone, messaging services, or in person.
Data Controller
Belsize Park Man and Van is the organisation responsible for determining the purposes and means of processing your personal data for the services we provide. For the purposes of data protection law, Belsize Park Man and Van acts as the data controller for customer and enquiry information.
You can contact us using the contact details published on our official materials if you have any questions about this Privacy Policy or your personal data.
Personal Data We Collect
We only collect personal data that is necessary to provide and manage our man and van services, handle enquiries and meet our legal and contractual obligations. The categories of personal data we may collect include:
Identification and contact details, such as your name, address, collection and delivery addresses, and other relevant location information.
Contact information, such as your preferred contact method and communication records relating to bookings, quotations or customer service.
Service information, such as details of your requested move or transport, property access details, inventory or item descriptions where you provide them, special instructions, and time and date of service.
Payment and billing information, such as the amount charged, payment method details processed via secure payment providers, and billing address where applicable. We do not store full payment card data on our own systems where this is processed by a third party payment provider.
Technical and usage data, where relevant, such as basic information collected from our website or online forms, including device type, approximate location, and how you interact with our site. This may include IP address and similar identifiers where collected by our website or analytics tools.
Correspondence and feedback, including complaints, compliments, and any information you choose to share when you contact us or respond to a survey or request for feedback.
How We Collect Personal Data
We collect personal data directly from you when you request a quote, make a booking, contact us for information, or interact with us by telephone, online forms, messaging services or in person.
We may also receive limited information indirectly from third parties where necessary to fulfil your booking, such as property access information from a landlord or managing agent if you have authorised them to share it, or from payment service providers who confirm if a payment was successful.
Where we use website analytics, some data may be collected automatically through cookies or similar technologies, subject to applicable consent requirements.
Lawful Bases for Processing
We process your personal data under one or more of the following lawful bases provided by data protection law:
Contract: We process personal data that is necessary to provide quotations, accept bookings, deliver our man and van services, issue invoices and manage our relationship with you. Without this information, we would not be able to perform the contract or take steps at your request before entering into a contract.
Legal obligation: We may process certain data in order to comply with legal and regulatory requirements, such as accounting, tax rules, and supporting law enforcement where required by law.
Legitimate interests: We process certain personal data on the basis of our legitimate business interests, provided these are not overridden by your rights and interests. This may include improving our services, managing our business operations, responding to general enquiries, preventing fraud, and maintaining appropriate records.
Consent: In some limited cases, we may rely on your consent, for example for certain types of direct marketing communications or optional cookies on our website. Where we rely on consent, you have the right to withdraw it at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide quotations, manage bookings and deliver our man and van services, including planning routes and handling your items with appropriate care.
To communicate with you about your enquiry, booking status, changes to arrangements, service updates and customer support matters.
To manage payments, invoicing, accounting and financial records, including dealing with any payment disputes.
To manage our business operations, including service planning, staff allocation, training and quality control.
To respond to complaints, queries or disputes, and to enforce our contractual rights where necessary.
To comply with legal obligations, such as maintaining financial records for tax purposes and cooperating with regulatory or law enforcement authorities where required.
To analyse and improve our services, including reviewing feedback and service performance, and to carry out basic statistical or operational analysis.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with trusted third parties where necessary for the provision of our services or to meet legal obligations. These third parties may act as data processors and only process your data on our instructions.
Types of third party processors and recipients may include:
Payment service providers, who securely process your payments and may carry out fraud prevention checks.
IT and hosting providers, who supply and maintain our booking systems, email accounts, website and data storage solutions.
Professional advisers, such as accountants or legal advisers, who assist us in meeting our legal and regulatory obligations.
Service partners or subcontractors, where we need additional vehicles or assistance to complete larger moves, and only to the extent necessary for them to perform their tasks.
Regulators and law enforcement agencies, where we are legally required or permitted to do so.
All processors are required to keep your personal data confidential, to use it only for the agreed purpose, and to implement appropriate security measures.
Data Retention
We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected and to meet legal, accounting and reporting requirements.
In general, customer and booking records are kept for a period that allows us to handle any follow up queries, complaints or legal claims and to comply with applicable tax and financial record-keeping obligations. After this period, data is securely deleted or anonymised.
Where we rely on consent for specific uses, such as certain marketing messages, we will keep this data until you withdraw your consent or it is no longer needed for the stated purpose, whichever is earlier.
We regularly review our retention periods to ensure data is not kept for longer than necessary.
International Transfers
Our primary operations and data storage are intended to take place within the United Kingdom or the European Economic Area. If we ever need to transfer your personal data outside these regions, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or other lawful transfer mechanisms, so that your data remains protected in line with data protection laws.
Data Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration or disclosure. These measures may include access controls, secure storage, encryption or password protection where appropriate, regular back-ups and staff awareness of data protection responsibilities.
While no system can be completely secure, we work to ensure that only those who need to access your personal data for legitimate business purposes are able to do so, and that they are bound by confidentiality obligations.
Your Data Protection Rights
As an individual whose personal data we process, you have a number of rights under data protection law. These rights apply to all Belsize Park Man and Van customers and individuals in our service area, subject to certain legal conditions and exemptions.
Right of access: You can request confirmation of whether we process your personal data and request a copy of the data we hold about you.
Right to rectification: You can ask us to correct inaccurate or incomplete personal data that we hold about you.
Right to erasure: In certain circumstances, you can request that we delete your personal data, for example where the data is no longer needed for the purposes for which it was collected and there is no legal requirement to retain it.
Right to restriction of processing: You may request that we limit the way we use your data in certain situations, for example while we check its accuracy or consider an objection you have raised.
Right to object: You can object to our processing of your personal data where we rely on legitimate interests as the lawful basis, including any direct marketing activities. We will stop processing unless we can demonstrate compelling legitimate grounds or a legal obligation.
Right to data portability: Where processing is based on consent or contract and is carried out by automated means, you may request that we provide your personal data in a structured, commonly used format or transmit it to another controller where technically feasible.
Right to withdraw consent: Where we process your personal data based on consent, you can withdraw your consent at any time. This will not affect the lawfulness of processing before consent was withdrawn.
To exercise any of these rights, please contact us using the contact information available on our official materials. We may need to verify your identity before responding to your request.
Complaints and Contact
If you have any questions about this Privacy Policy or how we handle your personal data, you can contact Belsize Park Man and Van using the details provided on our official website or other official communications.
If you are not satisfied with our response or believe we are processing your personal data in a way that is not in accordance with data protection law, you have the right to lodge a complaint with the UK Information Commissioners Office or your local supervisory authority if you are based outside the UK.
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 guidance. Any updated version will be made available through our usual communication channels and will apply from the date it is published.
We recommend that you review this Privacy Policy periodically to stay informed about how Belsize Park Man and Van collects and uses personal data for customers and enquiries in our service area.
