Privacy Policy - Earls Court Man And Van

This Privacy Policy explains how Earls Court Man And Van collects, uses, stores, shares, and protects personal data when providing removal, delivery, transport, loading, unloading, and related services. It applies to all Earls Court Man And Van customers in the area, including individuals, households, landlords, tenants, businesses, and anyone who uses our services or communicates with us in connection with a booking, quotation, job, or enquiry.

1. Who We Are

Earls Court Man And Van is a service provider offering moving and transport services. For the purposes of data protection law, we are the data controller for the personal data described in this policy when we decide why and how that data is used. We are committed to handling personal information in a lawful, fair, transparent, and secure manner in accordance with the UK GDPR and the Data Protection Act 2018.

2. Personal Data We Collect

We only collect personal data that is necessary for legitimate business and service purposes. The categories of information we may collect include:

Identity details such as your name and title.
Contact details such as address, telephone number, and email address.
Service details such as pickup and delivery addresses, access information, inventory descriptions, item quantities, dates, and time preferences.
Booking and transaction information such as quotations, invoices, payment status, and service history.
Communications including messages, call notes, complaints, feedback, and records of service requests.
Technical data if you interact with digital systems, such as device identifiers, IP address, and browser-related information.
Special category data only where necessary and only if you voluntarily provide it or it is required for a specific service circumstance, for example where access needs relate to health or mobility considerations. We do not intentionally seek such data unless necessary and appropriate safeguards are in place.

We do not collect more information than needed, and we do not use personal data for unrelated purposes without a lawful basis.

3. How We Collect Personal Data

We may obtain personal data directly from you when you request a quote, make a booking, ask questions, confirm service details, provide instructions, or complete payment. We may also receive information from:

Third parties acting on your behalf, such as family members, landlords, estate agents, or business representatives.
Payment or accounting providers involved in processing transactions.
Service partners and contractors who help deliver parts of the service.
Publicly available sources where necessary to verify details, prevent fraud, or manage service logistics.

Where we receive information about another person from you, you should ensure that you have authority to share that information and that the individual has been informed of this policy where appropriate.

4. How We Use Personal Data

We use personal data only when it is needed for service delivery, legal compliance, or legitimate operational purposes. Our uses include:

Providing quotations and confirming bookings.
Planning, managing, and completing removals and transport services.
Communicating with you before, during, and after a job.
Processing payments, refunds, and accounting records.
Managing customer service issues, complaints, and claims.
Maintaining internal records, operational planning, and service quality.
Meeting legal, tax, insurance, and regulatory obligations.
Protecting against fraud, misuse, and security incidents.

We may also use aggregated or anonymised information for reporting and business analysis, provided it no longer identifies any individual.

5. Lawful Basis for Processing

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

Contract: Processing is necessary to provide a quote, manage a booking, and perform the services you have requested.
Legal obligation: Processing is necessary to comply with tax, accounting, insurance, and other legal requirements.
Legitimate interests: Processing is necessary for our legitimate business interests, such as administering operations, improving services, preventing fraud, and maintaining security, provided your rights do not override those interests.
Consent: In limited cases, we may rely on your consent, for example where it is required for optional marketing or the handling of certain special category data.

Where consent is used, you may withdraw it at any time. This will not affect the lawfulness of processing carried out before withdrawal.

6. Sharing and Processors

We may share personal data with trusted third parties who help us operate our business and deliver our services. These parties act as processors when they process data on our instructions, or as separate controllers where they determine their own purposes. Relevant processors and recipients may include:

Payment service providers, to handle card or bank payments.
Accounting and bookkeeping providers, to manage financial records.
IT, cloud storage, and software providers, to host and secure business systems.
Communication service providers, to support calls, email, and messaging.
Subcontractors and operational partners, where needed to deliver the requested service.
Professional advisers, insurers, or legal representatives, where necessary for advice, claims, or compliance.
Public authorities, regulators, or law enforcement agencies, where required by law or to protect rights and safety.

We require processors to handle data securely, use it only for authorised purposes, and apply appropriate safeguards. We do not sell personal data.

7. International Transfers

If any of our service providers store or process data outside the UK, we will ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other legally recognised transfer mechanisms. We take reasonable steps to make sure your data receives a level of protection consistent with applicable law.

8. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, tax, insurance, and dispute resolution requirements. Retention periods depend on the type of information and the reason for holding it.

Customer and booking records are typically retained for the duration of the service relationship and for a reasonable period afterwards.
Financial and invoice records are retained for the period required by law and standard accounting practice.
Correspondence and complaint records may be retained to evidence our handling of queries, claims, and service issues.
Technical and security logs are retained for operational monitoring and fraud prevention for a limited period.

When data is no longer needed, we securely delete, anonymise, or archive it in line with our retention procedures.

9. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and restricted sharing. While no system can be guaranteed completely secure, we take data protection seriously and regularly review our safeguards.

10. Your Rights

You have rights in relation to your personal data. Subject to legal limits and verification of identity, you may have the right to:

Access the personal data we hold about you.
Rectification of inaccurate or incomplete information.
Erasure of data in certain circumstances.
Restriction of processing in certain circumstances.
Object to processing based on legitimate interests or direct marketing.
Data portability for information you provided to us, where applicable.
Withdraw consent where processing is based on consent.

These rights are not absolute and may be limited where we have a legal obligation or a compelling legitimate ground to continue processing. We will respond to requests in accordance with applicable law.

11. Children’s Data

Our services are intended for adults and organisations arranging moving or transport services. We do not knowingly collect personal data from children except where it is incidentally included in service-related communications or records provided by an adult customer. If we become aware that we have collected such data unnecessarily, we will take appropriate steps to delete it.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, operations, or service arrangements. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how personal data is handled.

13. Complaints

If you are concerned about how your personal data is handled, we encourage you to raise the issue with us so that we can review and respond appropriately. You also have the right to lodge a complaint with the relevant supervisory authority if you believe your data protection rights have been infringed. We aim to deal with privacy matters fairly, promptly, and transparently.

14. Summary of Key Principles

Earls Court Man And Van only processes personal data when it has a lawful basis, only shares it with trusted processors or where legally required, retains it for no longer than necessary, and respects the rights of individuals under data protection law. This policy applies to all customers in the area who use or enquire about our services.