Privacy Policy - Mayfair Man And Van

This Privacy Policy explains how Mayfair Man And Van collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Mayfair Man And Van customers in our service area, including individuals who request quotations, book removals, use packing or transport services, or otherwise interact with us in relation to a move or delivery.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy should be read together with any relevant terms of service or service agreements that apply to your booking.

1. Personal Data We Collect

We collect only the data we need to provide our services properly, manage our business, and comply with legal requirements. The types of personal data we may collect include:

Identity details: name, title, and any business or company name you provide.
Contact details: address, email address, and telephone number.
Booking and service information: move dates, pickup and delivery addresses, inventory details, property access notes, and service preferences.
Payment and billing data: invoicing details, payment status, and limited transaction records.
Communication records: messages, emails, call notes, and complaint or feedback information.
Operational data: information needed to plan routes, arrange crews, or complete the move safely and efficiently.
Special category data: we do not normally seek this data. If you voluntarily share health or access-related information that is necessary for safe service delivery, we will process it only where permitted by law and only to the extent needed.

We generally collect data directly from you when you request a quote, make a booking, communicate with us, or provide information during the course of a service. In some cases, we may also receive data from third parties acting on your behalf, such as family members, landlords, estate agents, or business representatives.

2. How We Use Your Data

We use personal data for specific and legitimate purposes connected to our services. These include:

providing quotations and managing bookings;
planning, scheduling, and carrying out removals and transport services;
communicating with you about your service, changes, or issues;
issuing invoices, managing payments, and handling refunds or credit notes where applicable;
maintaining service records, accounting records, and internal administration;
responding to complaints, claims, and customer queries;
meeting legal, tax, insurance, and regulatory obligations;
protecting our business, staff, and customers from fraud, misuse, or security incidents;
improving our services, training staff, and reviewing operational performance.

We will only use your data for the purposes described in this policy or for compatible purposes where the law allows it. We do not use personal data in ways that are excessive or unrelated to the services we provide.

3. Lawful Basis for Processing

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

Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, completing moves, and managing billing or service-related communication.

Legal obligation

We may process data where required to comply with legal duties, including tax, accounting, record-keeping, insurance, and other regulatory obligations.

Legitimate interests

We may process data for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. This may include service planning, internal administration, fraud prevention, customer support, and improvement of our operations.

Consent

In limited situations, we may ask for your consent, for example where processing is not covered by another lawful basis or where the law requires consent. If we rely on consent, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

4. 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, and insurance requirements. Retention periods may vary depending on the type of data and the reason for processing.

Customer and booking records: retained for the period needed to administer services and address post-service issues.
Financial and tax records: retained for the period required by law and standard accounting practices.
Complaint and claims records: retained for as long as needed to resolve the matter and support legal defence or insurance handling.
General correspondence: kept for a reasonable time to manage customer relations and business continuity.

When personal data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you. We regularly review retention needs to ensure data is not kept longer than necessary.

5. Processors and Third Parties

We may share personal data with trusted third parties who act as data processors or independent controllers, but only when necessary and in line with data protection law. These may include:

IT and cloud service providers: for secure storage, email, communications, and system support.
Accounting and invoicing providers: for payment processing, bookkeeping, and financial administration.
Insurance providers and claims handlers: where required to manage incidents or claims.
Subcontracted service providers or crew members: where needed to fulfil a booking and deliver the service you requested.
Professional advisers: such as lawyers, auditors, and accountants, where necessary for advice or compliance.
Regulators, authorities, or law enforcement: when we are legally required to disclose information.

Where we use processors, we ensure that they are subject to appropriate contractual and security obligations. They may only process personal data on our instructions and for the purposes we specify.

6. International Transfers

If any of our processors or systems store or access data outside the UK, we will take steps to ensure that appropriate safeguards are in place. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent legal mechanisms approved for international transfers.

7. Data Security

We use reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our procedures.

No system can be guaranteed to be completely secure, but we take privacy and security seriously and will act promptly if we become aware of any data incident that affects your information.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to legal limits, these include:

Right of access: to request a copy of the personal data we hold about you.
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 ask us to limit how we use your data in certain situations.
Right to object: to object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability: to receive certain data in a commonly used, machine-readable format.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

To exercise your rights, you may make a request to us using the usual business communication channels. We may need to verify your identity before responding. We will respond within the time limits required by law.

9. Children’s Data

Our services are intended for adults and businesses. We do not knowingly collect personal data from children unless it is incidentally provided as part of a booking or service arrangement and is necessary for the service. If we become aware that we have collected data from a child inappropriately, we will take steps to delete it where appropriate.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. The latest version will apply from the date it is made available. We encourage customers to review this policy periodically to understand how we protect personal data.

11. Our Commitment

Mayfair Man And Van is committed to processing personal data responsibly and with respect for your privacy. We aim to keep information accurate, relevant, and secure while using it only for valid business and legal purposes. If you use our services, you can be confident that we will handle your personal data in a way that is lawful, transparent, and proportionate.

This policy applies to all Mayfair Man And Van customers in area and is intended to provide a clear explanation of how personal information is managed throughout the customer relationship.