Privacy Policy - Marylebone Man And Van

Marylebone Man And Van is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, share, and protect personal information when you use our services. It applies to all Marylebone Man And Van customers in the Marylebone area, including individuals, households, and businesses that request or receive moving, delivery, collection, removal, or related transport services.

This Privacy Policy is written to comply with the UK GDPR and the Data Protection Act 2018. It describes the types of data we collect, the lawful bases we rely on, how long we keep data, the processors we may use, and the rights available to you.

1. Data We Collect

We only collect personal data that is relevant and necessary for providing our services, managing customer relationships, meeting legal obligations, and improving service quality.

Information you provide directly

Identity details such as your name and title.
Contact details such as phone number and email address.
Service details including collection and delivery addresses, access notes, preferred dates, property type, inventory details, and instructions related to the job.
Payment-related information such as billing details and transaction records.
Communication records including enquiries, messages, complaints, feedback, and notes about your booking.
Special instructions needed to carry out the service safely or efficiently, for example parking restrictions or access arrangements.

Information collected automatically

When you interact with us, we may collect limited technical information such as device type, browser type, approximate location, and usage data where relevant to service operation, security, and administration. We do not collect more data than is necessary for these purposes.

Information from third parties

In some cases, we may receive information from third parties such as payment providers, referral partners, property managers, or business clients who book services on behalf of another person. We only use such information where lawful and relevant to the service requested.

2. How We Use Your Data

We use personal data for the following purposes:

To provide quotes, schedule services, and carry out moving or transport jobs.
To communicate with you about bookings, changes, access arrangements, and service updates.
To process payments, issue invoices, and maintain financial records.
To respond to enquiries, complaints, and customer support requests.
To maintain records for legal, accounting, insurance, and operational purposes.
To improve our services, planning, and internal business operations.
To prevent fraud, misuse, and security incidents.
To comply with legal and regulatory obligations.

We only use your personal data in ways that are compatible with the original purpose for which it was collected, unless we have a lawful basis to do otherwise.

3. Lawful Basis for Processing

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

Contract

We process your personal data when it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes preparing quotes, arranging services, and fulfilling bookings.

Legal obligation

We may process personal data where necessary to comply with legal duties, including tax, accounting, insurance, and record-keeping requirements.

Legitimate interests

We may process personal data where it is necessary for our legitimate business interests, provided your interests and fundamental rights do not override those interests. This may include business administration, service improvement, fraud prevention, and maintaining secure operations.

Consent

In limited cases, we may rely on your consent, for example where optional marketing communications or non-essential processing is involved. Where consent is used, you may withdraw it at any time.

4. How We Share Personal Data

We do not sell your personal data. We may share it only when necessary and proportionate for providing our services, meeting legal obligations, or operating our business safely and efficiently.

Personal data may be shared with the following categories of recipients:

Payment processors that handle card or electronic payments.
IT and software providers that support booking, communication, storage, and security systems.
Professional advisers such as accountants, insurers, or legal advisers where required.
Subcontractors or service partners who assist in performing the service, subject to appropriate confidentiality and data protection controls.
Public authorities where disclosure is required by law or in response to a lawful request.

All processors and service providers are expected to handle personal data securely, use it only according to our instructions, and implement appropriate technical and organisational safeguards.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, and in line with legal, accounting, tax, insurance, and operational requirements.

Retention periods may vary depending on the type of record:

Booking and service records are generally kept for a period needed to manage the customer relationship and resolve any issues.
Financial and invoicing records are retained for the period required by tax and accounting law.
Communication records may be kept for longer where needed to evidence instructions, complaints, or dispute resolution.
Security or technical logs are retained only for a limited period unless required for investigation or legal compliance.

When data is no longer needed, we will securely delete, anonymise, or archive it in a controlled manner.

6. Data Security

We take appropriate measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality duties, and restricted use of systems containing personal information.

Although no system can be guaranteed completely secure, we aim to maintain a level of protection appropriate to the nature of the information we process.

7. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may apply depending on the legal basis for processing and the circumstances of the request.

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete data.
Right to erasure – in some circumstances, you can ask us to delete your data.
Right to restrict processing – you can ask us to limit how we use your data in certain cases.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – where applicable, you can request your data in a structured, commonly used format.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

These rights are not absolute, and exemptions may apply. We will assess each request in accordance with applicable law.

8. Children’s Data

Our services are intended for adult customers and business clients. We do not knowingly collect personal data from children unless it is necessary in connection with a customer instruction, for example where family-related service arrangements are relevant. If we become aware that we have collected data improperly, we will take appropriate steps to delete it where required.

9. International Transfers

If personal data is transferred outside the UK, we will only do so where appropriate safeguards are in place and where the transfer is permitted under data protection law. Such safeguards may include adequacy regulations or contractual protections designed to keep your data secure.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data processing practices. Any updated version will apply from the date it is issued. We encourage customers in Marylebone to review this policy periodically so they remain informed about how their personal data is handled.

11. Summary of Key Points

We collect only the data needed to provide and manage our services.
We process data under contract, legal obligation, legitimate interests, or consent.
We share data only with trusted processors and when required by law.
We retain data only as long as necessary and then securely dispose of it.
You have important rights over your personal data under UK GDPR.

Marylebone Man And Van is committed to handling personal data fairly, transparently, and securely for every customer in the Marylebone area.