Privacy Policy

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. It applies to all customers and prospective customers of Mayfair Man and Van within our service area, including individuals, households, and businesses who request or use our moving, man and van, or related services.

We are committed to handling your personal data lawfully, fairly, and transparently, in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018. By using our services or contacting us about our services, you acknowledge that you have read and understood this Privacy Policy.

Data Controller

For the purposes of data protection law, Mayfair Man and Van is the data controller responsible for deciding how and why your personal data is processed. This means we determine the purposes and means of processing your personal information in connection with our services.

Personal Data We Collect

We only collect personal data that is relevant and necessary for providing and managing our services. The types of personal data we may collect include:

Identification and contact details, such as your full name, address, previous address and destination address for moves, postcode, and contact details used to communicate with you.

Service and booking information, such as details of the services you request, inventory or item descriptions you choose to provide, property access information where relevant to the move, preferred dates and times, and any specific instructions you give us.

Payment and transaction information, such as payment method details processed securely by our payment processors, confirmation that payment has been made, and records of invoices and receipts. We do not store full payment card details on our own systems.

Communication records, such as emails and messages you send to us, call notes, and any feedback or complaints you provide. These records help us manage your booking and respond to your requests.

Technical and usage information, such as basic information about how you access our website or online forms, including the date and time of access and pages viewed. This may be collected through cookies or similar technologies, where permitted by law and your browser settings.

How We Collect Your Data

We collect personal data from you directly when you contact us by phone, via online forms, or in writing to request a quote, make a booking, or ask a question.

We may also collect personal data from third parties where this is necessary to provide services to you, for example where an estate agent, landlord, employer, or another third party engages us on your behalf and provides relevant contact and booking information. In such cases we take steps to ensure that the third party has the right to share that information with us.

Lawful Basis for Processing

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

Contract. We process your data where it is necessary to enter into or perform a contract for moving, transport, or related services, including providing quotes, confirming bookings, carrying out moves, managing payments, and handling customer service.

Legal obligation. We may process your information where necessary to comply with legal and regulatory obligations, including record keeping, tax requirements, and responding to lawful requests from public authorities.

Legitimate interests. We may process your data for our legitimate business interests, provided your interests and fundamental rights do not override those interests. This may include improving and managing our services, maintaining accurate records, preventing fraud or misuse, and defending legal claims.

Consent. In limited cases, we may rely on your consent, for example where we send certain types of marketing messages or where cookies requiring consent are used on our website. Where we rely on consent, you have the right to withdraw it at any time.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide quotes and respond to enquiries about our services.

To create, manage, and fulfil bookings for man and van and removal services.

To plan logistics and ensure the safe and efficient delivery of your items.

To process payments and maintain financial records.

To communicate with you about your booking, including confirmations, updates, and service-related information.

To handle feedback, complaints, disputes, or claims.

To operate, secure, and improve our website and services.

To comply with legal and regulatory obligations applicable to our business.

Data Sharing and Processors

We do not sell your personal data. We may share your data with trusted third parties where this is necessary for the purposes described in this policy and where they act only on our instructions as data processors. These may include:

IT service providers who host or support our business systems.

Payment service providers who process payments securely on our behalf.

Cloud storage or document management providers who help us store and manage information securely.

Professional advisers such as accountants, insurers, or legal advisers where necessary in the course of their services to us.

These processors are bound by contractual obligations to keep your personal data confidential, to use it only as instructed by us, and to implement appropriate security measures.

In limited circumstances, we may also share personal data with other third parties acting as independent controllers, such as law enforcement, courts, regulators, or government bodies, where required by law or necessary to protect our rights, property, or safety, or the rights, property, or safety of others.

International Transfers

Where any of our service providers or systems are located outside the United Kingdom or the European Economic Area, and your personal data is transferred internationally, we will ensure that appropriate safeguards are in place. These may include reliance on adequacy regulations or the use of standard contractual clauses or equivalent mechanisms approved under data protection law.

Data Retention

We keep your personal data only for as long as is necessary for the purposes for which it was collected, and to meet any legal, accounting, or reporting requirements.

In general, contact, booking, and invoice information linked to our services is retained for a period that allows us to manage our relationship with you, deal with any queries or claims that may arise, and comply with tax and financial record-keeping obligations. After the applicable retention period expires, we either delete your personal data securely or anonymise it so that it can no longer be linked to you.

Security of Your Personal Data

We take appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing, accidental loss, destruction, or damage. These measures include access controls, secure storage, and limiting access to personal data to those employees, contractors, and service providers who need it for legitimate business purposes and who are subject to confidentiality obligations.

No system can be guaranteed as completely secure, but we work continuously to protect the confidentiality and integrity of your information.

Your Data Protection Rights

Under data protection law, you have several important rights in relation to your personal data. Subject to certain conditions and exceptions, you have the right to:

Access your personal data and receive information about how it is processed.

Request correction of inaccurate or incomplete personal data.

Request deletion of your personal data where there is no good reason for us to keep it, for example where it is no longer needed for the purposes for which it was collected.

Object to processing based on our legitimate interests, where you consider that your rights and interests override our reasons for processing.

Request restriction of processing in certain circumstances, for example while we verify the accuracy of your data or consider an objection.

Request the transfer of your personal data to you or another controller in a structured, commonly used, and machine readable format, where the processing is based on consent or contract and carried out by automated means.

Withdraw consent where we rely on consent as the lawful basis for processing. Withdrawal of consent will not affect the lawfulness of processing carried out before consent was withdrawn.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your data protection rights have been infringed. We encourage you to contact us first so that we can try to resolve your concerns directly.

Children

Our services are not directed at children, and we do not knowingly collect personal data from children. If we become aware that we have inadvertently collected personal data from a child without appropriate consent, 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 our services, legal requirements, or data protection guidance. When we make material changes, we will take appropriate steps to bring them to your attention. Your continued use of our services after any changes take effect will be treated as acceptance of the updated policy.