St.John's Wood Man and Van Privacy Policy
This Privacy Policy explains how St.John's Wood Man and Van collects, uses, shares, and protects personal data relating to its customers and potential customers. It applies to all individuals using or enquiring about our man and van services in St.John's Wood and the surrounding area.
We are committed to protecting your privacy and handling your personal data in accordance with the UK General Data Protection Regulation, the EU General Data Protection Regulation where applicable, and all relevant data protection laws.
Scope of this Privacy Policy
This Privacy Policy applies to personal data processed in connection with:
Enquiries about our man and van services, bookings and provision of our services, customer support and complaint handling, and marketing communications where you have opted in or where we rely on a lawful basis to contact you.
By providing your personal data to us, you acknowledge that you have read and understood this Privacy Policy.
Personal Data We Collect
We collect and process different types of personal data, depending on how you interact with us. This may include:
Identity data, such as your full name and, where relevant, the name of your business. Contact data, such as your billing address, collection and delivery addresses, and any other locations relevant to your move. Service data, such as details of the services you request, inventory notes, dates and times of moves, access instructions, and any specific requirements you provide. Communication data, such as records of email correspondence, phone calls, text messages, or other messages you send to us. Billing and transaction data, such as information relating to payments and invoices. Technical and usage data, where applicable, such as your use of our website, basic device and browser information, and interactions with any online forms.
We usually collect personal data directly from you when you contact us, request a quote, make a booking, or use our services. We may also receive data from third parties who help us provide our services, such as referral partners or online platforms through which you book our services, where this is permitted by law.
Lawful Basis for Processing Your Data
We will only process your personal data where we have a lawful basis to do so. Depending on the context, we rely on the following lawful bases:
Performance of a contract: We process personal data to provide our services, manage bookings, deliver items, and handle related customer service. This includes taking steps at your request before entering into a contract, such as providing quotations. Legal obligations: We may process certain information to comply with legal and regulatory obligations, such as tax, accounting, and record keeping requirements. Legitimate interests: We may process data where it is necessary for our legitimate business interests, provided that these are not overridden by your interests or fundamental rights. These interests may include improving our services, managing and protecting our business, responding to enquiries and complaints, and preventing fraud or misuse of our services. Consent: In some cases, we may rely on your consent, for example for certain types of marketing communications or where consent 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 respond to enquiries and provide quotations. To manage bookings, plan and deliver man and van services, and keep you informed about the status of your service. To issue invoices, process payments, and manage accounts and billing queries. To communicate with you regarding changes to bookings, service updates, and important notices. To manage feedback, handle complaints, and resolve disputes. To improve our services, business operations, and customer experience. To comply with applicable laws and cooperate with regulatory or law enforcement authorities where required.
Data Retention
We retain your personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy, including for the purposes of satisfying legal, accounting, or reporting requirements.
The exact retention period will depend on the nature of the data and the reasons for processing it. Typically:
Basic booking, contract, and invoice data may be retained for a minimum period required by tax and accounting laws. Communication records and service-related notes may be retained for a reasonable period to respond to queries, manage any claims, and improve our services. Marketing-related data will be retained until you opt out or withdraw your consent, or until we determine that you are no longer actively engaging with our communications.
When we no longer need your personal data, we will delete or anonymise it in a secure manner.
Sharing Your Personal Data and Use of Processors
We may share your personal data with selected third parties where necessary for the purposes outlined in this Privacy Policy and where permitted by law. These third parties act either as independent controllers or as data processors on our behalf.
Examples of such third parties include:
Service providers that support our operations, such as payment processors, accounting or bookkeeping providers, customer relationship management tools, and providers of IT or cloud storage services. Subcontractors or partner drivers who assist in providing man and van services, where they need relevant information to fulfil a booking. Professional advisers, such as legal, tax, or insurance advisers, where this is necessary to protect our business or comply with legal obligations. Public authorities, regulators, or law enforcement agencies, where we are legally required or permitted to disclose personal data.
Where we use third party processors, we require them to process your personal data only on our documented instructions, to keep it secure, and to comply with applicable data protection laws.
International Data Transfers
Where personal data is transferred outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect it, such as the use of standard contractual clauses or other legally recognised mechanisms, and that your rights are maintained.
Security of Your Personal Data
We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access.
These measures may include access controls, secure storage systems, limited access to personal data for staff and contractors on a need to know basis, and policies and procedures designed to safeguard data. While we strive to protect your information, no system can be completely secure and we cannot guarantee absolute security.
Your Data Protection Rights
Under data protection laws, you have a number of rights in relation to your personal data, subject to certain conditions and exceptions:
Right of access: You have the right to request confirmation that we process your personal data and to obtain a copy of that data along with information about how we use it. Right to rectification: You can ask us to correct or complete any inaccurate or incomplete personal data we hold about you. 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. Right to restrict processing: You can ask us to restrict the processing of your personal data in certain situations, such as while we are investigating a concern you have raised. Right to data portability: You may request that we provide you with certain personal data in a structured, commonly used, machine-readable format, or that we transmit it to another controller where technically feasible. Right to object: You have the right to object to our processing of your personal data based on legitimate interests or for direct marketing. We will stop processing your data for marketing purposes when you object. Rights regarding consent: Where we rely on your consent to process your data, you can withdraw your consent at any time. This will not affect the lawfulness of processing before consent was withdrawn.
If you wish to exercise any of these rights, you should contact us using the contact details provided in your booking confirmation or on our standard communication channels. We may need to verify your identity before responding to your request.
Marketing Communications
We may send you information about our services that we believe may be of interest to you, based on your previous interactions with us and where we have a lawful basis to do so. You can opt out of receiving marketing communications at any time by following the instructions provided in the communication or by contacting us directly.
Policy Updates
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or for other operational reasons. Any changes will take effect when the updated policy is made available. We encourage you to review this Privacy Policy regularly to stay informed about how we handle your personal data.
Your continued use of St.John's Wood Man and Van services after any changes to this Privacy Policy will constitute your acknowledgement and, where required, your acceptance of those changes.
