Privacy Policy - Man With Van St Jamess

Man With Van St Jamess is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, share, store, and protect personal information when you use our services. It applies to all Man With Van St Jamess customers in area, including anyone who requests a quotation, books a service, communicates with us, or otherwise engages with our business.

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is intended to help you understand what data we collect, why we use it, how long we keep it, who may process it on our behalf, and what rights you have over your information.

1. Information We Collect

We collect only the information necessary to provide our services, manage our business, and meet legal obligations. The types of personal data we may collect include:

Identity data: name, title, and any relevant identification details provided by you.
Contact data: address, email address, telephone number, and moving location details.
Booking and service data: details about your move, property access information, dates, times, item descriptions, and service preferences.
Payment data: billing information, transaction records, and payment status. We do not intentionally store full card details unless required by a secure payment provider.
Communication data: messages, emails, call notes, complaints, and feedback.
Technical data: limited information such as device type, browser type, and basic usage information where collected through website forms or digital tools used in our operations.
Special category data: we do not usually request this. If you voluntarily provide information that could reveal health or accessibility needs relevant to your move, we will only process it where necessary and lawful.

We collect this information directly from you when you submit enquiries, request a quotation, make a booking, provide delivery instructions, or contact us by any means. We may also receive data from third parties such as payment processors, referral partners, or service providers acting on your behalf.

2. How We Use Your Personal Data

We use your personal data only for specified and legitimate purposes. These include:

providing quotations and arranging removals or transport services;
managing bookings, schedules, and delivery logistics;
communicating with you about your service, including changes, confirmations, and follow-up;
processing payments and managing invoices;
handling customer support, complaints, and claims;
maintaining records for accounting, tax, insurance, and regulatory purposes;
improving our operations, service quality, and customer experience;
preventing fraud, misuse, or unlawful activity;
complying with legal and contractual obligations.

We will not use your personal data for unrelated purposes without informing you and, where required, obtaining a valid lawful basis.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each processing activity. We rely on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotations, confirming bookings, carrying out your move, issuing invoices, and managing service-related communications.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. Examples include managing customer relationships, improving services, preventing fraud, securing our operations, and keeping internal business records. When we rely on legitimate interests, we ensure that the processing is proportionate and relevant.

Legal Obligation

We may process or retain certain information to comply with legal obligations, such as tax rules, accounting requirements, insurance obligations, or lawful requests from authorities.

Consent

In limited circumstances, we may rely on your consent, for example where you voluntarily provide optional information that is not strictly necessary for the service. If consent is used as the basis, you may withdraw it at any time. Withdrawal of consent will not affect the lawfulness of any processing carried out before withdrawal.

Vital Interests and Special Category Data

In rare cases, we may process information to protect someone’s vital interests, for example in an emergency. Where special category data is involved, we will only process it when a lawful condition is met and when it is necessary for the relevant purpose.

4. Data Sharing and Processors

We may share your personal data with trusted third parties who help us run our business. These third parties act either as independent controllers or as processors acting on our instructions. We only share the minimum information required and use appropriate contracts and safeguards.

Processors may include:

Payment service providers: to process secure payments and reduce fraud risk.
Accounting and bookkeeping providers: to manage invoices, records, and tax compliance.
IT and cloud storage providers: to host, secure, and back up business systems and files.
Communication service providers: to support email, phone, scheduling, or messaging services.
Insurance or claims handling providers: where needed to assess incidents or resolve disputes.
Professional advisers: such as legal, financial, or compliance advisers.

We may also disclose personal data if required by law, court order, or a lawful request from a public authority. If our business is restructured, transferred, or sold, your data may be shared with relevant parties under appropriate safeguards.

We do not sell your personal data.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purpose for which it was collected, including any legal, accounting, or reporting requirements. The exact retention period depends on the type of data and the reason for processing.

Quotation and enquiry data: typically retained for a limited period to manage follow-up and business records.
Booking and service records: retained for the duration of the service relationship and for a reasonable period afterwards to handle disputes, claims, or warranty issues.
Financial and tax records: retained for the period required by applicable law.
Complaint or incident records: retained for as long as necessary to manage the matter and defend legal claims.

When data is no longer required, we will securely delete, anonymise, or archive it in accordance with our retention practices. Where appropriate, we may retain limited records beyond the standard period to meet legal obligations or resolve ongoing matters.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, password protection, staff confidentiality obligations, and use of trusted service providers with appropriate safeguards.

While we work to protect your information, no method of transmission or storage is completely secure. If a data incident occurs, we will respond in line with applicable law and, where required, notify relevant authorities and affected individuals.

7. Your Rights

You have a number of rights under data protection law in relation to your personal data. Subject to legal limits, these include:

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 situations.
Right to object: to object to processing based on legitimate interests or direct marketing.
Right to data portability: to request that certain data be provided in a structured, commonly used format.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we may need to verify your identity before responding. Some rights may not apply in all circumstances, for example where we must keep information to comply with legal obligations or defend legal claims.

8. Children’s Data

Our services are intended for adults and business or household customers arranging removals or transport. We do not knowingly collect personal data from children except where it is incidental and necessary in connection with a service, such as basic household information. If we become aware that we have collected data from a child inappropriately, we will take reasonable steps to delete it.

9. International Transfers

Where we use service providers that store or process data outside the United Kingdom, we will ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms. We will take steps to ensure your personal data remains protected to an equivalent standard.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or operational practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage you to review this policy periodically to stay informed about how we protect your data.

11. Summary of Key Points

This policy applies to all Man With Van St Jamess customers in area.
We collect only the personal data needed to provide moving and related services.
We rely on lawful bases including contract, legitimate interests, legal obligation, and where needed, consent.
We share data only with trusted processors and other permitted recipients.
We retain data only as long as necessary and then securely delete or anonymise it.
You have rights over your personal data, including access, correction, deletion, objection, and portability.

By using our services, you acknowledge that you have read and understood this Privacy Policy. We value your trust and are committed to handling your personal information lawfully, fairly, and transparently.