Privacy Policy - Man With Van Hampstead

This Privacy Policy explains how Man With Van Hampstead collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Hampstead customers in the area, including individuals who enquire about our services, receive quotes, make bookings, or otherwise interact with us in connection with removals, deliveries, transport, and related moving services.

We are committed to handling personal information in a fair, lawful, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Please read this policy carefully to understand how your data is managed.

1. Personal Data We Collect

We may collect and process different categories of personal data depending on how you use our services. The information collected is limited to what is necessary for legitimate business and service purposes.

Types of data collected

Identity data: such as your name and title.
Contact data: such as email address, telephone number, and service address.
Booking and service details: information about the move, items to be transported, access conditions, dates, times, and special handling requirements.
Billing and payment data: such as invoice details and payment status.
Communication data: messages, emails, notes from calls, complaints, and other correspondence.
Technical data: limited information such as device type, browser type, and usage details if you interact with our digital systems.
Security and verification data: where needed to confirm identity, prevent fraud, or manage service access.

We do not intentionally collect special category data unless it is strictly necessary and you have provided it voluntarily, or unless another lawful condition applies. If such data is incidentally shared with us, we will treat it with additional care and only process it where permitted by law.

2. How We Use Your Data

We use personal data to provide efficient, accurate, and safe moving services. The information we collect may be used for the following purposes:

to respond to enquiries and provide quotations;
to manage bookings, schedule services, and coordinate jobs;
to carry out removals and related transport services;
to communicate with you about your booking or service changes;
to prepare invoices, process payments, and manage accounts;
to handle complaints, claims, and customer support matters;
to maintain records for operational, legal, and tax purposes;
to improve service quality, train staff, and monitor performance;
to protect against fraud, misuse, or security incidents;
to comply with legal obligations and lawful requests from authorities.

We only use your data where there is a valid legal reason to do so. Personal data is never used for purposes that are incompatible with the original reason it was collected without proper notice or lawful justification.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each use of personal data. Depending on the circumstances, we may rely on one or more of the following bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes arranging quotations, managing bookings, carrying out the move, issuing invoices, and providing customer support linked to the service.

Legal obligation

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

Legitimate interests

We may process personal data where it is necessary for our legitimate business interests and where your rights and freedoms do not override those interests. This may include service administration, internal business management, quality control, and fraud prevention.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily provide optional information or agree to a specific type of communication. Where consent is used, you may withdraw it at any time.

We will always assess the necessity and proportionality of our processing activities and limit them to what is reasonably required.

4. Sharing Your Data and Processors

We may share personal data with trusted third parties where necessary to deliver our services, operate our business, or comply with legal requirements. When we use third parties to process data on our behalf, they act as processors and are only permitted to use the information according to our instructions.

Categories of processors and recipients

Payment processors to handle card or online payment transactions.
Accounting and bookkeeping providers for invoicing, reconciliations, and financial records.
IT and system support providers for hosting, data storage, email, and security services.
Customer relationship and communication tools used to manage enquiries and service updates.
Insurance providers where claims, liability, or related matters arise.
Professional advisers such as legal or tax advisers when needed.
Public authorities where disclosure is required by law or a valid request.

We require processors to implement appropriate technical and organisational measures to protect personal data. Where personal data is transferred outside the UK, appropriate safeguards will be used to ensure your information remains protected in accordance with applicable law.

5. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, and reporting requirements. Retention periods may vary depending on the type of data and the reason for processing.

Typical retention approach

Booking and service records: kept for a reasonable period after service completion to manage follow-up queries, disputes, or claims.
Financial and invoicing records: kept for the period required by tax and accounting law.
Correspondence and complaint records: kept long enough to resolve the matter and document the outcome.
Technical or security logs: kept for a limited period for operational integrity and protection purposes.

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you. Retention is reviewed regularly to ensure we do not keep data longer than necessary.

6. Your Rights Under Data Protection Law

You have important rights regarding your personal data. These rights are subject to certain legal conditions and exemptions, but we will always aim to respond fairly and within the required timeframes.

Your rights may include:

Right of access: to request confirmation of whether we hold your data and obtain a copy.
Right to rectification: to ask us to correct inaccurate or incomplete information.
Right to erasure: to request deletion of your data in certain situations.
Right to restriction: to ask us to limit how we use your data in specific cases.
Right to object: to object to processing based on legitimate interests or direct marketing.
Right to data portability: to receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will assess the request carefully and respond in accordance with applicable data protection law. We may need to verify your identity before acting on your request to protect your privacy and prevent unauthorised disclosure.

7. Security of Your Information

We take appropriate steps to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, restricted permissions, staff training, and procedural safeguards.

While we work hard to protect your data, no system can be guaranteed to be completely secure. In the event of a personal data breach, we will assess the situation promptly and, where required, notify the relevant supervisory authority and affected individuals in accordance with the law.

8. 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 handling practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage you to review this policy periodically so that you remain informed about how your personal data is used.

9. Summary of Key Principles

This Privacy Policy is designed to ensure that all personal data processed by Man With Van Hampstead is handled lawfully, fairly, and transparently. In summary, we:

collect only the data needed to provide our services;
use data for clear and legitimate purposes;
rely on an appropriate lawful basis for each processing activity;
share data only with trusted processors or where legally required;
keep data only for as long as necessary;
respect your rights and handle requests appropriately.

By using the services of Man With Van Hampstead, you acknowledge that your personal data may be processed in accordance with this Privacy Policy.