Privacy Policy - Man And Van Ravenscourtpark

This Privacy Policy explains how Man And Van Ravenscourtpark collects, uses, stores, shares, and protects personal data when providing moving, transport, delivery, and related services. It applies to all Man And Van Ravenscourtpark customers in the area, including private individuals, households, landlords, tenants, and business clients who use our services. We are committed to handling personal data in a lawful, fair, transparent, and secure way, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, requesting a quote, making an enquiry, or engaging with our team, you acknowledge that your personal data may be processed as described in this policy.

1. Data We Collect

We collect only the data that is necessary to provide our services, manage customer relationships, meet legal obligations, and operate our business efficiently. The type of information we collect may include:

Identity details such as your name and title.
Contact details including telephone number, email address, and service address.
Booking information such as moving dates, property access details, items to be moved, and special handling requirements.
Payment-related information where needed for billing and record keeping.
Communication records including emails, messages, notes from enquiries, and service updates.
Service history such as past bookings, preferences, and any complaints or claims.
Technical data if you interact with our digital systems, such as IP address or device-related information collected through basic security or analytics tools.

We do not intentionally collect special category data unless it is strictly necessary and you choose to provide it, for example where access arrangements or health-related circumstances affect service delivery. If such data is provided, it will be handled with extra care and only where a lawful basis applies.

2. How We Use Your Data

We use personal data for the following purposes:

to provide quotations and assess service requirements;
to schedule, perform, and manage moving or transport services;
to communicate with you about bookings, timings, and service changes;
to process payments and maintain financial records;
to respond to questions, complaints, or claims;
to improve our service quality and internal operations;
to comply with legal, tax, accounting, and regulatory obligations;
to protect against fraud, misuse, or unlawful activity;
to keep appropriate business records for insurance and dispute handling.

We will only use your personal data for the purposes for which it was collected, unless we reasonably determine that we need to use it for another compatible purpose.

3. Lawful Basis for Processing

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

Performance of a Contract

We process your personal data when it is necessary to provide a quote, accept a booking, deliver moving services, handle payment arrangements, or complete any service you have requested.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This can include managing operations, maintaining service records, improving service quality, preventing fraud, and handling customer support.

Legal Obligation

We may process and retain certain information where required to comply with tax, accounting, insurance, employment, or regulatory obligations.

Consent

In limited situations, we may rely on your consent, especially where optional communication preferences or additional data use is involved. If consent is used, you may withdraw it at any time, although this will not affect processing already carried out lawfully before withdrawal.

4. Data Sharing and Processors

We may share personal data with trusted third parties where necessary to provide services or operate our business. These parties act either as processors or as independent controllers depending on the situation. We ensure that appropriate contracts and safeguards are in place before any sharing occurs.

Examples of processors or service providers may include:

payment processing providers who handle secure transactions;
accounting and bookkeeping services used for financial administration;
IT and cloud storage providers that support our systems and data storage;
communication tools used to send emails, messages, or booking updates;
insurance or claims support services where a claim or incident must be reviewed;
professional advisers such as lawyers, accountants, or auditors where necessary.

We may also disclose personal data where required by law, court order, regulatory request, or where disclosure is necessary to establish, exercise, or defend legal claims. We do not sell your personal data.

5. International Transfers

If any of our processors store or access data outside the United Kingdom, we ensure that appropriate safeguards are in place, such as adequacy regulations or contractual protection mechanisms. These measures help ensure that your data remains protected to a standard consistent with UK GDPR requirements.

6. Data Retention

We keep personal data only for as long as necessary for the purposes outlined in this policy. Retention periods vary depending on the type of data, the nature of the service, and any legal or contractual requirements.

Booking and service records are generally kept for a period needed to manage the service, respond to queries, and handle disputes.
Financial and tax records are retained for the period required by law.
Correspondence and complaint records may be retained for as long as needed to resolve issues and demonstrate compliance.
Data collected on the basis of consent is retained until consent is withdrawn or the purpose no longer applies.

When personal data is no longer needed, it will be securely deleted, anonymised, or otherwise disposed of in a safe and appropriate manner.

7. Data Security

We take appropriate technical and organisational measures to protect personal data from accidental loss, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and restricted handling of sensitive records.

While no system can be guaranteed to be completely secure, we continuously review our practices to reduce risk and protect customer information.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to legal limits and exemptions, but we will always consider your request carefully.

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 data.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restriction – to ask us to limit processing in certain situations.
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 where applicable.
Right to withdraw consent – where processing is based on consent, you can withdraw it at any time.

If you wish to exercise any of these rights, we may need to verify your identity before responding. We aim to deal with requests promptly and within the timeframes required by law.

9. Marketing Communications

We do not send unnecessary marketing messages. If we contact you with service-related updates, these are part of the service relationship and not promotional marketing. Where any optional promotional communication is offered, you will be able to choose whether to receive it and can opt out at any time.

10. Cookies and Similar Technologies

If we use websites or digital tools that rely on cookies or similar technologies, these may be used for basic functionality, security, and limited performance analysis. Any such use will be proportionate and handled in a way that respects your privacy. Where consent is required, it will be obtained before non-essential cookies are used.

11. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is necessary for a booking or service arrangement made by a parent, guardian, or authorised adult. If we become aware that children’s data has been collected inappropriately, we will take steps to delete it where appropriate.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updated version will apply from the date it is made available. We encourage you to review this policy periodically so that you remain informed about how your data is used.

13. How We Uphold Privacy Principles

Our approach to data protection is guided by the principles of lawfulness, fairness, transparency, data minimisation, accuracy, storage limitation, integrity, and confidentiality. We aim to collect only what is needed, use it responsibly, keep it secure, and retain it only for as long as is necessary. This Privacy Policy applies to all Man And Van Ravenscourtpark customers in the area and is intended to provide clear information about how your personal data is treated throughout the customer journey.

By choosing our services, you trust us with your information, and we take that responsibility seriously. We are committed to maintaining a privacy-first approach that supports both effective service delivery and respect for your rights.