Privacy Policy

Mayfair Man And Van is committed to protecting the privacy and personal data of our customers. This Privacy Policy explains how we collect, use, store, share, and protect personal information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all Mayfair Man And Van customers in the area, including anyone who requests, books, receives, or enquires about our moving and van services.

1. Who We Are

For the purposes of data protection law, Mayfair Man And Van acts as the data controller for the personal information we process in connection with our services. This means we decide how and why your personal data is used. We take our responsibilities seriously and aim to ensure that all processing is lawful, fair, transparent, and limited to what is necessary.

2. Personal Data We Collect

We may collect and process the following types of personal data:

Identity details such as your name and, where relevant, the name of your business or organisation.
Contact details such as your email address, telephone number, and service address.
Booking information including requested dates, moving details, collection and delivery locations, and service preferences.
Payment information such as billing details and transaction records. We do not store full card details where payment is processed through secure third-party payment providers.
Communication records including enquiries, messages, complaint details, and notes from phone or email correspondence.
Service and operational information such as access instructions, property details, item lists, and any special handling requirements.
Technical information such as basic website or device data if you interact with our online services, where applicable.

We aim to collect only the personal data that is necessary for the services we provide. In some cases, you may provide information about other people, such as a spouse, family member, landlord, or business contact. Please ensure you have permission to share their details with us where required.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotes, manage bookings, and deliver moving and van services.
To communicate with you before, during, and after the service.
To plan routes, allocate staff, and organise logistics.
To process payments, refunds, and invoices.
To handle complaints, claims, and customer service issues.
To maintain records, meet legal obligations, and support accounting requirements.
To improve our services, manage quality, and prevent misuse or fraud.

We will never use your personal data in ways that are incompatible with the purposes set out in this policy unless we are required or permitted to do so by law.

4. Lawful Basis for Processing

We process personal data only when we have a lawful basis under data protection law. Depending on the situation, one or more of the following bases may apply:

Contract

We process your data when it is necessary to enter into or perform a contract with you. This includes providing quotes at your request, arranging your move, carrying out the service, and managing payment and related administration.

Legal Obligation

We may process data where we must comply with a legal obligation, such as maintaining financial records, tax records, or other regulatory requirements.

Legitimate Interests

We may process certain information where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include service improvement, fraud prevention, responding to complaints, and keeping our operations secure.

Consent

In limited circumstances, we may rely on your consent, for example where you agree to specific optional communications or certain types of data use. Where consent is used, you may withdraw it at any time.

5. Sharing Personal Data and Processors

We may share your data with trusted third parties who act as processors on our behalf. These processors only handle your data under our instructions and are required to protect it appropriately. Examples may include:

Accounting and bookkeeping service providers.
Payment processing providers.
IT, cloud storage, and secure data hosting providers.
Customer communication and administration tools.
Professional advisers such as insurers, lawyers, or auditors, where necessary.

We may also share information where required by law, to respond to lawful requests from public authorities, or to protect our rights, customers, staff, or property.

Where processors are used, we ensure appropriate contractual safeguards are in place, including data processing terms and security obligations. Personal data is not sold to third parties.

6. Data Retention

We keep personal data only for as long as it is necessary for the purposes for which it was collected, including to meet legal, accounting, and reporting obligations. Retention periods may vary depending on the type of information and the reason it was collected.

Booking and service records are generally retained for a reasonable period after the service has been completed, in case follow-up support, disputes, or claims arise.
Financial and tax records are kept for the period required by law.
Correspondence and complaint records may be retained for as long as needed to resolve the matter and demonstrate compliance.

When personal data is no longer needed, we will delete it or anonymise it securely. This helps ensure that your information is not kept longer than necessary.

7. Data Security

We use appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful management of third-party services. While no system can be guaranteed to be completely secure, we take reasonable steps to safeguard the information we hold.

8. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

The right to be informed about how your data is used.
The right of access to request a copy of the personal data we hold about you.
The right to rectification to correct inaccurate or incomplete data.
The right to erasure in certain circumstances, sometimes called the “right to be forgotten”.
The right to restrict processing in certain situations.
The right to data portability for data you have provided to us, where applicable.
The right to object to processing based on legitimate interests or direct marketing.
Rights related to automated decision-making, where applicable.

Please note: these rights are not absolute and may be subject to legal exceptions or limitations. If you exercise a right, we may need to verify your identity before responding.

9. Marketing Communications

We do not send marketing communications unless permitted by law or with your consent where required. If you no longer wish to receive optional communications, you can object or withdraw consent at any time. Operational messages relating to an active booking or service may still be sent where necessary for performance of the contract.

10. International Transfers

Where personal data is transferred outside the United Kingdom, we will take steps to ensure an adequate level of protection in accordance with applicable data protection law. This may include the use of approved safeguards such as standard contractual clauses or transfers to countries recognised as providing adequate protection.

11. Children’s Data

Our services are intended for adults arranging moving and van services. We do not knowingly collect personal data from children unless it is provided indirectly as part of a customer’s service arrangement, and only where necessary. If we become aware that we have collected data unlawfully, we will take appropriate steps to delete it.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legal, operational, or service requirements. Any revised version will apply from the date it is published or otherwise made available. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

13. Complaints

If you have concerns about how your personal data is handled, you should contact us using the usual service channels available to you. You also have the right to raise a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection matters, if you believe your data protection rights have not been respected.

14. Summary of Our Commitment

Mayfair Man And Van respects your privacy and handles personal data responsibly. We only collect the information needed to deliver our services, we process it on a lawful basis, we share it only with trusted processors or where required by law, and we keep it only for as long as necessary. We also recognise and support your rights under data protection law. Our aim is to operate with transparency, security, and fairness for every customer in the area.