Earls Court Man and Van Privacy Policy
This Privacy Policy explains how Earls Court Man and Van collects, uses, stores and protects personal data relating to our customers and prospective customers within our service area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws. By using our services, you acknowledge that you have read and understood this Privacy Policy.
Scope of this Privacy Policy
This Privacy Policy applies to all Earls Court Man and Van customers and prospective customers in our operating area who contact us, request a quote, book our services, or otherwise interact with us. It covers personal data that we collect directly from you, data generated when you use our services, and data we may receive from third parties in connection with providing our services.
Data Controller
Earls Court Man and Van is the data controller in respect of the personal data we process about you. This means we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing complies with applicable data protection laws.
Types of Personal Data We Collect
We collect and process different categories of personal data depending on how you interact with us and the services you use. These include:
Identification and contact details such as your name, address, collection and delivery addresses, and other contact details you choose to provide. Booking and service details such as details of your requested move or transport job, property access information relevant to the move, dates and times of services, and information on items to be transported where necessary for planning and insurance. Communication records such as information contained in your enquiries, quotes, instructions, complaints, feedback or other communications with us. Payment and transaction data such as information relating to payments for services, invoices and transaction history. Technical and usage data such as information about how you interact with our website or online tools, including date and time of visits and basic device or browser information where this is collected.
Lawful Bases for Processing Your Data
We process your personal data only when we have a valid legal basis to do so under data protection law. The main lawful bases we rely on are:
Performance of a contract. We process your data to take steps at your request before entering into a contract and to perform the contract once it is in place. This includes providing quotes, confirming bookings, planning and delivering your move, and handling related communications. Legal obligations. We may process your data where necessary to comply with our legal and regulatory obligations, such as accounting and tax requirements, record-keeping duties and responding to lawful requests from public authorities. Legitimate interests. We may process your data where it is necessary for our legitimate business interests, provided that your interests and rights do not override those interests. This can include managing our business operations, improving our services, preventing fraud, and handling queries or complaints. Consent. In certain limited situations, we may rely on your consent, for example for specific types of marketing communications where this is required by law. 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 quotes, estimates and information about our man and van services when you request them. To manage bookings and deliver our services, including planning routes, allocating vehicles and staff, and carrying out moves and related services. To communicate with you about your enquiry, booking or service, including confirmations, updates and any changes or issues. To manage payments, invoicing and accounting, and to keep appropriate business and financial records. To respond to questions, feedback or complaints and resolve any disputes. To manage, improve and protect our business, website and services, including system administration, troubleshooting, data analysis and service improvements. To comply with legal obligations, cooperate with regulators or public authorities where lawfully required, and protect our legal rights.
Data Sharing and Processors
We may share your personal data with trusted third parties where this is necessary and lawful. These third parties act as data processors or, in some cases, as independent controllers.
Service providers and subcontractors. We may share relevant data with drivers, movers or other subcontractors engaged to help provide your service, as well as with providers of IT, hosting, communications, payment processing and accounting support. Professional advisers. We may share data with accountants, lawyers or insurers where reasonably necessary for business, legal or insurance purposes. Authorities and regulators. We may disclose information where required by law, regulation or court order, or in order to establish, exercise or defend legal claims.
When we use data processors, we ensure appropriate contractual safeguards are in place so that they only process your personal data on our documented instructions, keep it secure and comply with data protection law.
International Data Transfers
Our main operations are based in the United Kingdom. If any of our service providers or systems involve transferring personal data outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your data, such as standard contractual clauses or equivalent protections required by data protection law.
Data Retention
We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting or reporting requirements.
In general, we will retain core customer and booking information for a period that allows us to manage our relationship with you, handle any complaints or disputes, and meet our legal obligations, often for several years after the completion of the service in line with statutory limitation and record-keeping periods. Communication records and enquiry data may be kept for a shorter period where there is no ongoing relationship. We may retain certain anonymised or aggregated information that no longer identifies you for statistical or business analysis purposes.
When personal data is no longer needed for the purposes for which it was collected, we will securely delete or anonymise it.
Your Data Protection Rights
You have a number of rights in relation to the personal data we hold about you. These rights may apply subject to certain legal conditions and exemptions.
Right of access. You have the right to request a copy of the personal data we hold about you and information about how we process it. Right to rectification. You have the right to ask us to correct inaccurate or incomplete personal data. Right to erasure. In certain circumstances, you may 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 withdraw consent and there is no other legal basis for processing. Right to restriction of processing. You may have the right to request that we restrict the processing of your data in certain circumstances, such as while we verify its accuracy or assess an objection you have raised. Right to data portability. In some cases, you may have the right to receive personal data you have provided to us in a structured, commonly used and machine readable format and to request that we transmit it to another controller where technically feasible. Right to object. You may have the right to object to processing of your data where we are relying on legitimate interests as our lawful basis, including profiling related to those interests. You also have the right to object to direct marketing at any time. Right to withdraw consent. Where we rely on your consent for processing, you may withdraw that consent at any time. This will not affect the lawfulness of processing based on consent before it was withdrawn.
Security of Your Personal Data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, damage or disclosure. Measures may include restricted access to systems and records, secure storage, and appropriate staff procedures. While we take reasonable steps to protect your data, no system can be completely secure, and you should take care when sharing information with us.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, services or legal obligations. Any updated version will apply from the date it is made available. You should review this Privacy Policy periodically to stay informed about how we handle your personal data.
Contact and Complaints
If you have any questions about this Privacy Policy, our use of your personal data, or if you wish to exercise any of your data protection rights, you can contact us using the contact details published on our website or other service materials.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your data protection rights have been infringed. We would, however, appreciate the opportunity to address your concerns directly in the first instance.
