Privacy Policy - Mayfair Man And Van

This Privacy Policy explains how Mayfair Man And Van collects, uses, stores, shares, and protects personal data when providing removal, delivery, and related transport services. It applies to all Mayfair Man And Van customers in area, including prospective customers, current customers, and people who enquire about our services. We are committed to handling personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

Mayfair Man And Van provides man and van, moving, loading, unloading, transport, and related services. In the course of delivering these services, we may need to collect and use personal data about customers, recipients, property owners, business contacts, and other individuals connected with a booking. We act as a data controller for the personal data we decide how and why to process.

2. Personal data we collect

We collect only the information needed to manage enquiries, arrange bookings, complete jobs, handle payments, and meet our legal obligations. The types of data we may collect include:

Identity data such as your name, and where relevant, the name of a business or organisation.
Contact data such as address details, telephone numbers, and email addresses.
Booking and service data including moving dates, collection and delivery addresses, access details, inventory information, and notes about the items to be moved.
Payment data such as billing information, payment status, and transaction references. We do not store more payment information than is necessary.
Communication data such as messages, calls, complaints, quotes, and feedback.
Technical data where applicable, such as basic device or usage information generated when you interact with our digital systems.
Special category data only where you voluntarily provide it and only when it is necessary for the service, for example information about access needs or vulnerabilities that affect the moving process. We avoid collecting special category data unless it is genuinely required.

We do not intentionally collect unnecessary personal data, and we ask customers not to share sensitive information unless it is relevant to the service.

3. How we collect personal data

We may collect personal data directly from you when you:

make an enquiry or request a quote;
book a service;
communicate with us by phone, message, or email;
provide instructions before or during a job;
make a payment or request an invoice;
submit a complaint, review, or feedback.

We may also receive data from third parties where necessary for the service, such as a business customer, property manager, landlord, estate agent, or payment provider. If someone books on your behalf, we may process the information they provide about you in order to complete the booking.

4. Lawful basis for processing

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

Contract

We process personal data when it is necessary to enter into or perform a contract with you, such as providing a quote, confirming a booking, moving items, issuing invoices, and handling service-related communication.

Legal obligation

We may process data to comply with legal and regulatory duties, including accounting, tax, insurance, record-keeping, and responding to lawful requests from authorities.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided your rights do not override those interests. This may include service improvement, fraud prevention, internal administration, and managing customer enquiries. We always consider whether the processing is proportionate and privacy-friendly.

Consent

Where we rely on your consent, we will make that clear. For example, consent may be used for certain optional communications or for specific data uses not covered by other lawful bases. You can withdraw consent at any time where consent is the basis for processing.

Vital interests

In rare cases, we may process personal data to protect someone’s vital interests, such as responding to an emergency during a move.

5. How we use personal data

We use personal data for the following purposes:

to provide quotations and assess job requirements;
to manage bookings and service delivery;
to contact you about arrivals, timings, access, and service issues;
to process payments and handle billing;
to keep records of completed work;
to deal with complaints, claims, and disputes;
to comply with legal and regulatory requirements;
to improve our services and customer experience;
to protect against misuse, fraud, or unauthorised access.

We will only use your data for purposes that are compatible with the reason it was collected, or where we have another lawful basis to do so.

6. Sharing personal data and processors

We may share personal data with trusted third parties who help us operate our business. These third parties act as processors when they process data on our instructions, or as independent controllers where they determine their own purposes. We require appropriate safeguards to protect your data.

Examples of processors and service providers may include:

payment processing providers;
accounting and bookkeeping services;
cloud storage and IT support providers;
customer communication tools;
booking or scheduling systems;
professional advisers, such as lawyers, insurers, or auditors, where necessary.

We may also share data with authorities, regulators, law enforcement, insurers, or courts where required by law or where it is necessary to protect our rights, customers, or property. We do not sell personal data.

7. International transfers

Where a processor or service provider stores or accesses personal data outside the United Kingdom, we take steps to ensure appropriate safeguards are in place. These may include adequacy regulations or approved contractual protections. We seek to ensure that personal data continues to receive a high standard of protection wherever it is processed.

8. Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, tax, insurance, or reporting requirements. Retention periods vary depending on the type of data and the reason for holding it.

In general:

enquiry and quote data may be kept for a limited period after the enquiry ends;
booking and invoice records may be kept for the period required by law or business necessity;
complaint and dispute records may be retained for longer where needed to defend legal claims;
data that is no longer needed is securely deleted, anonymised, or archived in a controlled manner.

When deciding how long to retain data, we consider the amount, nature, sensitivity, potential risk of harm, the purpose of processing, and any applicable legal retention requirements.

9. Data security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limited access on a need-to-know basis. While no system can be guaranteed completely secure, we work to reduce risk and respond quickly to any suspected data incident.

10. Your rights

Under data protection law, you may have the following rights in relation to your personal data, subject to certain conditions and exemptions:

Right of access – to request a copy of your personal data.
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 request limited processing in certain cases.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain data in a usable format where the lawful basis is consent or contract and the processing is automated.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we may need information to confirm your identity and understand your request. We will respond within the time limits set by law.

11. Children’s data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is necessary in connection with a service and is provided by an adult with responsibility for the booking. If we become aware that we have collected data from a child without appropriate justification, we will take steps to delete it where required.

12. 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 handling practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their data is used.

13. How this policy applies

This Privacy Policy applies to all Mayfair Man And Van customers in area and to anyone whose personal data we process in connection with our services. By using our services or making an enquiry, you acknowledge that your personal data may be handled as described in this policy. We are committed to processing data fairly, lawfully, transparently, and with respect for your privacy.

Last reviewed: this policy should be read as part of our commitment to responsible data protection practices.