Mayfair Man and Van Privacy Policy
This Privacy Policy explains how Mayfair Man and Van collects, uses, stores and protects personal data relating to our customers and prospective customers. It applies to all Mayfair Man and Van customers and enquirers within our service area who use our removal, man and van, or related services, whether you contact us online, by phone, or in person.
We are committed to complying with the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy is intended to give you clear and transparent information about your personal data and your rights.
Data controller
For the purposes of data protection law, Mayfair Man and Van is the data controller for the personal data we collect and process about you. This means we determine how and why your personal data is used in connection with our services.
Personal data we collect
We only collect information that is necessary for providing our services, managing our relationship with you, and meeting our legal and business obligations. The types of personal data we may collect include:
Identification and contact details: name, postal address, collection and delivery addresses, billing address, and any additional relevant property access information you provide. We may also collect your preferred contact method.
Service and booking information: details of your enquiry or booking, including type of service required, date and time, inventory or description of items to be moved, special handling requirements, parking information, and notes you choose to provide.
Communication records: information contained in messages or correspondence you send to us, and notes of our communications with you in relation to quotes, bookings, service updates, feedback, or complaints.
Payment and transaction data: information relating to payments for our services, such as payment amount, date, method of payment, invoice details, and transaction references. We do not store full payment card details if cards are used.
Technical data: if you interact with us via our website, we may collect technical information such as your IP address, browser type, and basic device information that is necessary for security, analytics, and proper functioning of the site.
How we obtain your data
We usually collect personal data directly from you when you request a quote, make an enquiry, place a booking, or communicate with us about our services. We may also obtain information indirectly where you are not the person who placed the booking but are a contact for the collection or delivery address, or where another person acts on your behalf to arrange services for you.
Purposes and lawful bases for processing
We process your personal data only when we have a lawful basis to do so under the GDPR. Depending on the circumstances, we may rely on one or more of the following:
Performance of a contract: to take steps at your request before entering into a contract and to perform the services you have booked. This includes providing quotes, confirming bookings, planning routes and schedules, carrying out removals and related services, communicating with you about your booking, and handling any follow-up queries.
Legitimate interests: to pursue our legitimate business interests in a way that does not override your rights and freedoms. This may include managing and improving our services, keeping appropriate records, responding to enquiries, protecting our business from fraud and misuse, collecting debts, and handling complaints or legal claims.
Legal obligations: to comply with applicable laws and regulatory requirements, including accounting, taxation, and record-keeping obligations.
Consent: where required by law for certain types of communications or optional uses of your data, we will rely on your consent. When we rely on consent, you may withdraw it at any time, and we will explain how you can do this at the time we obtain your consent.
Data retention
We keep your personal data only for as long as it is reasonably necessary for the purposes for which it was collected and to meet legal, accounting, or reporting requirements.
In general, we will retain booking, service, and transaction records for a period that aligns with our legal obligations and the limitation periods for potential legal claims. Communication records and enquiry details may be kept for a reasonable period to respond to your queries, follow up on potential bookings, and maintain business records.
When personal data is no longer required, we will either delete it securely or anonymise it so that it can no longer be associated with you.
Data processors and sharing of your information
We may share your personal data with carefully selected third parties who act as data processors on our behalf. These third parties are only permitted to process your data in accordance with our instructions and for the purposes specified in this Privacy Policy. They must implement appropriate security measures and are not allowed to use your data for their own purposes.
Examples of processors and recipients may include providers of information technology, booking and scheduling tools, secure storage and backup services, payment and invoicing systems, and professional advisers such as accountants or legal advisers where necessary.
We may also share personal data with third parties where required by law, to protect our rights or the rights of others, or in connection with a business transaction such as a merger or transfer of services, where permitted by data protection law.
We do not sell your personal data and we do not share it with third parties for their independent marketing purposes.
International data transfers
Where any of our service providers or systems involve transferring personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect your data in accordance with data protection law. This may include using standard contractual clauses or relying on adequacy regulations where applicable.
How we protect your data
We take reasonable technical and organisational measures to protect your personal data from loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures include access controls, secure storage, restricted access to personal data, and staff awareness of data protection responsibilities. While no system can be guaranteed to be completely secure, we work to protect your information in line with legal requirements and industry practices.
Your data protection rights
Under data protection law, you have the following rights in relation to your personal data, subject to certain conditions and exemptions:
Right of access: you can request confirmation of whether we process your personal data and request a copy of the data we hold about you.
Right to rectification: you can ask us to correct inaccurate personal data and to complete incomplete data.
Right to erasure: in certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purpose for which it was collected or you withdraw consent where consent was the only lawful basis.
Right to restriction of processing: you can ask us to restrict how we use your data in certain situations, such as while we are considering a request for rectification or objection.
Right to object: you can object to processing based on our legitimate interests, on grounds relating to your particular situation. We will stop processing unless we have compelling legitimate grounds to continue.
Right to data portability: where processing is based on consent or contract and is carried out by automated means, you can request that we provide your personal data in a structured, commonly used, machine-readable format or transfer it to another controller where technically feasible.
Right to withdraw consent: where we rely on your consent, you may withdraw it at any time. This will not affect the lawfulness of processing that took place before consent was withdrawn.
You also have the right to lodge a complaint with a supervisory authority if you believe that your data protection rights have been infringed.
Children
Our services are directed at adults and business customers. We do not knowingly collect personal data relating to children in connection with our services. If we become aware that we have inadvertently collected such data, we will take steps to delete it.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in the law, our services, or how we process personal data. The latest version will always apply, and the effective date will be updated accordingly. We recommend that you review this Privacy Policy periodically to stay informed about how we use your personal data.
