Privacy Policy

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 customers and potential customers in the St John's Wood area. It also explains the rights you have under the UK General Data Protection Regulation and related data protection laws.

Scope of this Privacy Policy

This Privacy Policy applies to all services provided by St John's Wood Man and Van to individuals and businesses in the St John's Wood area, including enquiries, quotations, bookings, removals, deliveries, and associated support services. By contacting us, requesting a quote, or using our services, you acknowledge that your personal data will be processed in accordance with this Privacy Policy.

Data Controller

For the purposes of data protection law, St John's Wood Man and Van is the data controller in respect of the personal data we collect and process about you. This means we decide how and why your personal data is processed in connection with our services.

Personal Data We Collect

We collect and process different types of personal data depending on how you interact with us and which services you use. The categories of data we may collect include:

Identification and contact details, such as your full name, billing address, collection address, delivery address, and other contact details you choose to provide.

Service and booking details, such as details of the property access, items to be moved, preferred dates and times, special instructions, and information relevant to providing the man and van service.

Payment and billing information, such as billing address, payment amount, payment method reference and transaction details. We do not store full payment card numbers, but may receive confirmation of payment status from our payment processors.

Communications data, including enquiries, quote requests, complaints, feedback and correspondence with our team by any communication channel.

Technical and usage data, such as details of how you reached our website or online listings, pages viewed, and basic device or browser information where this is collected through standard website analytics tools.

How We Collect Your Data

We collect personal data directly from you when you contact us to request information, ask for a quote, make a booking, update your details, give feedback, or communicate with us in any other way.

We may also receive personal data about you from third parties where it is necessary to provide our services, for example if a third party books our services on your behalf. In such cases, we will treat your data in accordance with this Privacy Policy.

Lawful Basis for Processing

We will only process your personal data where we have a lawful basis under data protection law. The main legal bases we rely on are:

Contract. We process your personal data where it is necessary to enter into a contract with you or to perform a contract, such as arranging a man and van service, providing a quote, managing your booking, and handling payments.

Legitimate interests. We process your personal data for our legitimate business interests, provided that these interests are not overridden by your rights and freedoms. This includes managing our relationship with you, improving our services, keeping records of work carried out, and protecting our business from fraud or misuse.

Legal obligations. We process your personal data where necessary to comply with our legal obligations, for example in relation to accounting, tax, and responding to lawful requests from public authorities.

Consent. In limited cases, we may rely on your consent, for example for certain types of marketing communications where consent is required. You have the right to withdraw consent at any time.

How We Use Your Personal Data

We use the personal data we collect for the following purposes:

To respond to enquiries and provide quotations for our man and van services.

To manage bookings, including confirming dates and times, planning routes, and coordinating our team.

To deliver our services, including collecting and delivering items at the agreed locations and times.

To process payments, issue invoices and receipts, and manage refunds where applicable.

To communicate with you regarding your booking, including updates, reminders, and any necessary follow up.

To manage our business operations, including internal administration, record keeping, and quality control.

To improve our services based on feedback, usage patterns, and service performance.

To meet our legal, regulatory, and insurance obligations.

Data Sharing and Processors

We do not sell your personal data. However, we may share your personal data with trusted third parties where necessary to provide our services or to operate our business. These parties act as data processors on our behalf and may include:

Payment service providers and banks who process payments and assist with fraud prevention.

IT and hosting providers who support our website, email, and data storage systems.

Booking and scheduling tools used to manage appointments and allocate resources.

Professional advisers such as accountants and legal advisers where required for compliance and business management.

Insurance providers in connection with claims or cover relating to the services we provide.

We require all data processors to respect the security of your personal data and to process it only in accordance with our documented instructions and applicable data protection law.

International Data Transfers

Where we use service providers located outside the United Kingdom or the European Economic Area, your personal data may be transferred internationally. In such cases, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent protective measures, to ensure that your data remains protected to a standard essentially equivalent to UK and EU data protection law.

Data Retention

We retain your personal data only for as long as is necessary for the purposes for which it was collected, including for the purposes of satisfying any legal, accounting or reporting requirements.

In general, we will keep records relating to bookings, payments, and communications for a period that allows us to manage our relationship with you, handle any complaints or disputes, and meet legal retention requirements. When personal data is no longer required, we will securely delete or anonymise it.

Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures include access controls, secure storage, and limiting personal data access to staff and service providers who need it to perform their duties.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These include:

Right of access. You have the right to request confirmation that we process your personal data and to obtain a copy of the personal data we hold about you.

Right to rectification. You have the right to request that inaccurate or incomplete personal data is corrected or updated.

Right to erasure. In certain circumstances, you have the right to request that we delete your personal data.

Right to restrict processing. You have the right to request that we restrict the way we process your personal data in certain situations.

Right to data portability. You have the right, in some cases, to receive your personal data in a structured, commonly used and machine readable format and to have it transmitted to another controller.

Right to object. You have the right to object to processing based on our legitimate interests, and to object to direct marketing at any time.

Right to withdraw consent. Where we rely on your consent to process your personal data, you have the right to withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before you withdraw your consent.

Exercising Your Rights and Complaints

If you wish to exercise any of your data protection rights in relation to St John's Wood Man and Van, or if you have questions or concerns about how your personal data is handled, you can contact us using the usual communication channels you use to interact with our business.

You also have the right to lodge a complaint with the relevant data protection authority if you believe your rights have been infringed. We would, however, appreciate the opportunity to address your concerns directly before you approach any authority.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection best practices. Any changes will take effect from the date the updated Privacy Policy is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.