Privacy Policy - Man And Van Ravenscourtpark

This Privacy Policy explains how Man And Van Ravenscourtpark collects, uses, stores, shares, and protects personal data. It applies to all Man And Van Ravenscourtpark customers in the area, including individuals and businesses who request, book, receive, or enquire about our removal, delivery, transport, loading, unloading, packing, or related services.

We are committed to handling personal data in a lawful, fair, transparent, and secure manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy should be read carefully so that you understand what information we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have in relation to your personal data.

1. Who We Are

Man And Van Ravenscourtpark is the data controller for the personal data described in this policy. This means we decide how and why your personal data is used. Where we engage third parties to process personal data on our behalf, they act as processors and are required to follow our instructions and applicable data protection law.

2. Personal 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: phone number, email address, billing address, and service address.
Booking and service information: requested service type, moving date, inventory details, access information, and special handling requirements.
Payment information: payment status, transaction references, and limited payment details required to process or verify payments. We do not intentionally store full card information unless handled securely by a payment provider.
Communications: records of enquiries, confirmations, complaints, instructions, and customer support messages.
Technical and usage data: basic website or device information, if applicable, such as IP address, browser type, and interaction data collected through security or analytics tools.
Service-related photographs or notes: where needed to document condition, loading requirements, or completion of services.

We collect only the information necessary for the purposes described in this policy. We do not seek to collect unnecessary personal data.

3. How We Collect Your Data

We may collect personal data directly from you when you:

make an enquiry or booking;
request a quote or provide service details;
communicate with us by phone, email, form, or message;
make a payment or receive an invoice;
provide instructions during a moving or delivery service;
submit a complaint, review, or support request.

We may also receive data from third parties where necessary to fulfil our services, such as subcontractors, referral partners, payment providers, or building access contacts, provided they are authorised to share that information with us.

4. Lawful Basis for Processing

We process personal data only where we have a lawful basis under UK GDPR. Depending on the situation, our lawful bases may include:

Contract: processing is necessary to provide a quote, accept a booking, deliver services, issue invoices, or manage our contractual relationship with you.
Legal obligation: processing is necessary to comply with tax, accounting, record-keeping, and other legal requirements.
Legitimate interests: processing is necessary for our legitimate business interests, such as managing operations, improving services, preventing fraud, securing systems, and handling claims, provided those interests do not override your rights and freedoms.
Consent: where required, such as for certain marketing communications or optional data uses. You may withdraw consent at any time.

Where special category data is ever processed, it will only be done when a valid legal basis and additional condition under data protection law apply. In most cases, we do not intend to collect special category data.

5. How We Use Personal Data

We use personal data for the following purposes:

to provide quotes and confirm bookings;
to plan and deliver moving, transport, and related services;
to communicate service updates and instructions;
to manage payments, refunds, and invoices;
to maintain business and customer records;
to deal with complaints, disputes, and claims;
to improve service quality, training, and operational efficiency;
to comply with legal and regulatory obligations;
to protect against fraud, misuse, and security incidents.

We may also use anonymised or aggregated data for internal reporting and service improvement. Such information does not identify you and is not personal data.

6. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes for which it was collected, and to meet legal, accounting, or reporting obligations. Retention periods may vary depending on the type of information and the service provided.

Booking and service records: typically retained for a reasonable period after completion of the service to manage follow-up queries, disputes, and performance review.
Financial and tax records: retained for the period required by law, including accounting and tax obligations.
Communication records: retained as long as needed to resolve enquiries, complaints, or contractual matters.
Consent-based records: retained until consent is withdrawn or the purpose ends.

When personal data is no longer required, we will securely delete, anonymise, or destroy it. We do not retain personal data indefinitely.

7. Processors and Third Parties

We may share personal data with trusted processors who help us operate our business and provide services. These may include:

Payment processors who handle secure payment transactions;
Accounting and bookkeeping providers who support invoicing and financial records;
IT, hosting, and security providers who maintain systems, data storage, and cybersecurity;
Communication service providers who assist with customer messaging or record management;
Subcontractors or service partners who help deliver a booked service, where necessary;
Professional advisers such as insurers, legal advisers, or auditors where needed.

All processors are required to handle data securely, use it only for authorised purposes, and implement appropriate technical and organisational measures. We do not sell your personal data.

We may also disclose information where required by law, court order, or government authority, or to establish, exercise, or defend legal claims.

8. Data Security

We take appropriate measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, limited data sharing, and regular review of procedures. While no system can be guaranteed completely secure, we work to maintain a level of protection appropriate to the risks involved.

9. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

Right of access: to request a copy of the personal data we hold about you;
Right to rectification: to ask us to correct inaccurate or incomplete information;
Right to erasure: to request deletion of your data in certain circumstances;
Right to restriction: to ask us to limit how we use your data in certain cases;
Right to object: to object to processing based on legitimate interests or direct marketing;
Right to data portability: to receive certain data in a structured, commonly used format;
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

These rights are subject to legal limitations and may not always apply in every situation. If you make a request, we may need to verify your identity before responding. We will respond within the time limits required by law.

10. Cookies and Similar Technologies

If we use online tools that place cookies or similar technologies on a device, they may be used for security, functionality, or basic analytics. Where consent is required, we will seek it before placing non-essential cookies. You can control cookies through your browser settings, although some features may not function properly if cookies are disabled.

11. International Transfers

If any processor stores or accesses data outside the United Kingdom, we will ensure appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent legal protections. These safeguards are designed to keep your data protected to a standard consistent with UK law.

12. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children except where it is unavoidably included in service-related instructions or communications. If we become aware that we have collected such data without a valid basis, we will take steps to remove it where appropriate.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or services. Any updated version will apply from the date it is made available. We encourage customers to review the policy periodically to stay informed about how their data is protected.

14. Complaints

If you believe your data has been mishandled, you have the right to raise a concern with the relevant supervisory authority. You may also contact us through our normal customer service process so that we can review and address the issue. We aim to resolve privacy concerns promptly and fairly.

Summary of Key Points

We collect only the personal data needed to provide and manage our services.
We rely on contract, legal obligation, legitimate interests, and consent where appropriate.
We retain data only as long as necessary and securely dispose of it afterwards.
We may use trusted processors for payments, accounting, IT, communications, and service delivery.
You have rights over your personal data, including access, correction, deletion, objection, and withdrawal of consent.

By using the services of Man And Van Ravenscourtpark, customers in the area acknowledge that their personal data will be handled in line with this Privacy Policy and applicable data protection laws.