Privacy Policy
Marylebone Man and Van Privacy Policy
This Privacy Policy explains how Marylebone Man and Van collects, uses, stores and protects personal data relating to our customers and prospective customers. It applies to all services provided by Marylebone Man and Van and to all individuals using our services within our operating area.
Marylebone Man and Van is committed to complying with the UK General Data Protection Regulation and the Data Protection Act 2018. We act as a data controller in relation to the personal data that we collect and use for the purposes set out in this Privacy Policy.
Types of Personal Data We Collect
We collect and process different categories of personal data depending on how you interact with us and which services you use. The types of data we may collect include:
Identity and contact details, such as your name, title, postal address, collection and delivery addresses, and other contact details you choose to provide.
Booking and service information, such as the date and time of your move or transport job, details of the locations involved, access information, and information about the items to be transported.
Communication records, such as notes from calls, messages you send to us, and any feedback or complaints you provide.
Payment and billing information, such as details required to process payments, invoices, and records of transactions. Card details are not stored by us if processed via a third-party payment provider.
Technical and usage information, such as information relating to how you visited or interacted with our online services, including dates and times of contact. We may also collect limited information about the device or browser used for security and performance purposes.
Any other information you choose to provide, for example special instructions relating to your booking or accessibility information required to complete your move safely.
How We Collect Personal Data
We may collect your personal data through various channels, including:
When you make an enquiry or booking with us.
When you communicate with us by phone, text message, online forms, or other communication methods.
When you request a quote, provide feedback, or make a complaint.
When you interact with our online presence, such as completing enquiry or contact forms.
When third parties provide your details to us in order to arrange a move or delivery on your behalf, for example where a business books our services for you.
Lawful Bases for Processing Your Data
We rely on one or more of the following lawful bases under the UK GDPR to process your personal data:
Contract. We process your data where it is necessary to enter into and perform a contract with you, such as providing man and van services, arranging bookings, and issuing invoices.
Legitimate interests. We process data for our legitimate business interests, provided that your interests and fundamental rights do not override those interests. This includes managing our operations, improving our services, preventing fraud, and maintaining records for business purposes.
Legal obligation. We process certain data to comply with legal and regulatory obligations, such as tax and accounting requirements, and responding to lawful requests from authorities.
Consent. In some situations, we may rely on your consent, for example if we wish to send you certain types of marketing communications that are not covered by legitimate interests. 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, respond to enquiries, and manage bookings.
To plan and carry out man and van services, including arranging logistics, accessing properties, and handling your items safely and efficiently.
To communicate with you about your booking, including confirmations, reminders, changes, or issues that may arise.
To manage payments, issue invoices, and maintain financial records.
To handle feedback, queries, and complaints, and to improve our services based on your experience.
To manage our business operations, including scheduling, training, quality control, and audit purposes.
To protect our rights, property, and safety, and those of our staff, customers, and third parties, including for the prevention and detection of fraud or other unlawful activity.
Data Sharing and Use of Processors
We may share your personal data with carefully selected third parties where this is necessary for the purposes described in this Privacy Policy. These third parties act either as independent controllers or as processors acting on our behalf.
Examples of third parties that may process your data on our behalf include:
IT, hosting, and system providers that support our booking systems, communication tools, or data storage.
Payment processors and financial service providers that handle payments, refunds, and related transactions.
Professional advisers such as accountants or legal advisers for compliance, tax, or legal purposes.
Service partners and subcontractors where we need to coordinate larger moves or specialist services. In such cases, we share only the data necessary to perform the service.
We require all processors to respect the security of your personal data and to process it only according to our instructions and in compliance with data protection law. We do not sell your personal data to third parties.
International Data Transfers
In some cases, your personal data may be transferred to, and stored in, countries outside the United Kingdom. Where this occurs, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent mechanisms, to protect your data and ensure that it continues to be handled in line with applicable data protection laws.
Data Retention
We keep your personal data only for as long as necessary to fulfil the purposes for which we collected it, including for the purposes of satisfying any legal, accounting, or reporting requirements.
In deciding how long to retain personal data, we consider the amount, nature, and sensitivity of the data, the potential risk of harm from unauthorised use or disclosure, the purposes for which we process it, and whether we can achieve those purposes through other means. We also consider the applicable legal retention requirements.
Typically, we retain booking and transaction data for a period necessary to meet tax and accounting obligations and to deal with any disputes or queries that may arise following the completion of the service. Communication records and enquiry information may be retained for a shorter period, unless they form part of a booking record or are needed for ongoing issues.
Data Security
We have implemented appropriate technical and organisational measures to protect your personal data from accidental loss, unauthorised access, disclosure, alteration, or destruction. These measures include restricted access to personal data, secure storage, and regular review of our data handling practices.
While we take reasonable steps to safeguard your information, no system can be completely secure. We therefore cannot guarantee the absolute security of your personal data, but we are committed to responding promptly to and managing any suspected data breaches in accordance with our legal obligations.
Your Data Protection Rights
Under the UK GDPR, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and exemptions. Your key rights include:
Right of access. You have the right to request confirmation that we hold personal data about you and to request a copy of that data.
Right to rectification. You have the right to ask us to correct 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 needed for the purposes for which it was collected, or where you have withdrawn consent and there is no other lawful basis for processing.
Right to restriction of processing. You may request that we restrict the processing of your personal data in certain situations, such as while we are verifying the accuracy of the data or considering an objection you have raised.
Right to object. You have the right to object to our processing of your personal data where we rely on legitimate interests as the lawful basis, including any profiling based on those interests. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms, or unless processing is for legal claims.
Right to data portability. Where processing is based on consent or contract and carried out by automated means, you may request to receive your personal data 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 for any processing, you have the right to 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 relevant supervisory authority if you are concerned about how your personal data is being handled. We encourage you to contact us first so we can address your concerns directly.
Children
Our services are not directed at children, and we do not knowingly collect personal data relating to children. If you believe that we have collected personal data about a child, you should contact us so that we can delete that information where appropriate.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or how we handle personal data. Any updated version will apply from the date it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.
This Privacy Policy applies to all Marylebone Man and Van customers and prospective customers within our operating area and forms part of the terms under which we provide our services.
