Pimlico Man and Van Privacy Policy
This Privacy Policy explains how Pimlico Man and Van collects, uses, stores, and protects personal data of its customers. It applies to all Pimlico Man and Van customers within our service area who use our services, make enquiries, or otherwise interact with us. We are committed to handling your personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation and related data protection laws.
Data Controller
Pimlico Man and Van is the data controller for the personal data described in this Privacy Policy. As data controller, we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing is carried out in compliance with applicable data protection laws.
Personal Data We Collect
We collect and process different types of personal data depending on how you interact with us and which services you use. The categories of personal data we may collect include:
Identification and contact details, such as your name, postal address, service address, and any alternative contact details you provide.
Booking and service information, such as requested service type, collection and delivery addresses, property access details you choose to share, dates and times of moves, inventory information, and any instructions relevant to the provision of our services.
Communication data, such as details provided when you contact us by phone, via online forms, or through other communication channels, as well as records of communications, including enquiries, quotes, feedback, or complaints.
Payment-related information, such as payment method, payment status, and transaction history. Card or bank details are processed via secure third-party payment processors, and we do not retain full payment card details.
Technical and usage data, where applicable, such as information about how you use our website or online tools, including identifiers such as IP address, device and browser details, and basic analytics data.
Any other information you choose to provide to us that is relevant to arranging or delivering our services.
How We Collect Your Data
We collect personal data directly from you when you request a quote, make a booking, contact us with a query, provide feedback, or interact with us in relation to our services. We may also collect data automatically through our website or online tools, such as through cookies or similar technologies, where applicable and in accordance with your preferences and legal requirements.
Purposes and Lawful Bases for Processing
We only process your personal data where we have a lawful basis to do so. The purposes for which we process your data and the corresponding lawful bases include:
To provide our services and manage bookings. We use your data to create and manage bookings, arrange transport and logistics, communicate with you regarding your move or service, and deliver the services you have requested. The lawful basis is performance of a contract or taking steps at your request before entering into a contract.
To respond to enquiries and provide quotes. We process your contact and service details to answer your questions, provide quotes, and discuss potential services. The lawful basis is performance of a contract or taking steps at your request before entering into a contract.
To manage payments and invoicing. We process payment-related data to issue invoices, process payments, and maintain appropriate accounting records. The lawful basis is performance of a contract and compliance with legal obligations related to financial records.
To meet legal and regulatory requirements. We may process data as necessary to comply with legal obligations, such as tax, accounting, and other regulatory requirements. The lawful basis is compliance with a legal obligation.
To maintain business operations and security. We may use data for internal administration, quality assurance, troubleshooting, and securing our systems and operations. The lawful basis is our legitimate interests in running and protecting our business, provided that such interests are not overridden by your rights and freedoms.
To send service-related communications. We may contact you with important information relating to your booking, changes to our terms, or updates essential to the services. The lawful basis is performance of a contract and our legitimate interests in keeping you informed about your ongoing services.
To improve our services and understand customer needs. We may use aggregated or pseudonymised data to analyse service performance, customer preferences, and trends, in order to improve our services and customer experience. The lawful basis is our legitimate interests in developing and enhancing our services.
Data Retention
We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.
In general, booking and service records are kept for a number of years after your last interaction with us, in line with statutory limitation periods and legal record-keeping requirements. Financial records and invoices are kept for the period required by tax and accounting laws.
Where data is no longer needed for the original purpose and no longer required by law, we will delete it, anonymise it, or securely store it with restricted access if there is a legitimate business need to retain it for a longer period.
Data Processors and Third Parties
We may share your personal data with trusted third parties who act as data processors on our behalf. These processors only process your data according to our instructions and for the purposes set out in this Privacy Policy, and they are required to implement appropriate security measures.
Examples of such processors and third parties include:
IT and hosting service providers that support our systems and website.
Payment processors and financial service providers that handle payment transactions securely.
Customer relationship and booking management tools used to manage enquiries, quotes, and bookings.
Professional advisers, such as accountants or legal advisers, where necessary for business operations and compliance.
We may also share your data where required by law, regulation, court order, or governmental request, or to protect our rights, property, or the safety of our customers and staff.
We do not sell your personal data to third parties.
International Transfers
Where any of our processors or service providers are located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place for such transfers, in accordance with applicable data protection laws. This may include the use of standard contractual clauses or other recognised mechanisms designed to protect your data.
Data Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures include access controls, secure storage, and procedures to deal with suspected data breaches.
While we strive to protect your personal data, no system can be completely secure. If we become aware of a personal data breach that is likely to result in a high risk to your rights and freedoms, we will inform you and take appropriate steps in line with our legal obligations.
Your Data Protection Rights
Under data protection laws, you have a number of rights in relation to your personal data. These rights apply to all Pimlico Man and Van customers in our service area, subject to certain conditions and legal exceptions. Your rights include:
Right of access. You have the right to obtain confirmation as to whether we process your personal data and, if so, to request a copy of that data and information about how it is processed.
Right to rectification. You have the right to request that we correct inaccurate or incomplete personal data about you.
Right to erasure. In certain circumstances, you may request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected or where you withdraw consent and there is no other legal basis for processing.
Right to restriction of processing. You may request that we restrict the processing of your data in certain situations, such as where you contest the accuracy of the data or object to our processing.
Right to data portability. Where processing is based on your consent or on a contract and carried out by automated means, you have the right to receive the personal data you provided to us in a structured, commonly used and machine-readable format and, where technically feasible, to have it transmitted to another controller.
Right to object. You have the right to object to processing based on our legitimate interests, on grounds relating to your particular situation. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms, or where processing is necessary for legal claims.
Right to withdraw consent. Where processing is based on your consent, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.
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.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or for other operational reasons. Any updated version will be made available through our usual customer communication channels or on our website. We encourage you to review this Privacy Policy periodically to remain informed about how we protect your personal data.
