Man with Van Hampstead Privacy Policy

This Privacy Policy explains how Man with Van Hampstead collects, uses, stores, and protects personal data in connection with our moving and transport services. It applies to all Man with Van Hampstead customers and prospective customers in the Hampstead area, including individuals and businesses who contact us, request quotes, or use our services.

Man with Van Hampstead acts as the data controller for the personal data described in this Privacy Policy. We are committed to processing your information in accordance with the UK General Data Protection Regulation and the EU General Data Protection Regulation, as applicable, as well as other relevant data protection laws.

Types of Personal Data We Collect

We collect and process personal data that is necessary to provide our services and manage our relationship with you. This may include the following categories of data.

Identification and contact details: name, title, postal address, service addresses for collection and delivery, and any other contact details you choose to provide in communications with us.

Booking and service information: details about your requested move or transport service, such as property type, access information, inventory or item descriptions, preferred dates and times, and specific service requirements.

Communication records: information you voluntarily provide when you contact us by phone, through online forms, or other communication methods, including queries, instructions, and feedback about our services.

Payment and transaction details: records of services purchased, payment status, amounts paid, and related billing information. We do not store full card details if a third party payment provider is used to process your payment.

Technical data: limited technical information that may be collected when you visit our website or interact with online forms, such as IP address, device type, browser type, and basic usage data, where this is necessary for site security, performance, or to deliver requested online features.

How We Collect Your Data

We collect personal data in various ways, including.

Directly from you when you request a quote, make a booking, contact us with an enquiry, or provide feedback.

During provision of services, for example when we confirm access details, collection and delivery addresses, or special handling requirements at the time of the move.

From publicly available or third party sources in limited cases, for example when confirming address details or if a business customer provides contact details of a colleague who will be present on site.

Lawful Bases for Processing Your Personal Data

We rely on different lawful bases under the GDPR depending on the nature of the processing activity.

Contract: We process personal data where it is necessary to enter into or perform a contract with you, such as to provide quotes, confirm bookings, carry out collection and delivery, and manage payments and invoices.

Legal obligation: Certain processing is required to comply with legal and regulatory obligations, for example keeping financial and tax records, responding to lawful requests from authorities, or maintaining records for insurance and health and safety purposes.

Legitimate interests: We process some data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This includes managing and improving our services, handling customer queries and complaints, preventing fraud or misuse of our services, and keeping basic records of previous moves for administrative purposes.

Consent: In some circumstances we may rely on your consent, for example for certain types of direct marketing or optional communications that are not necessary for providing the core service. Where we rely on consent, you are free to withdraw it at any time.

How We Use Your Personal Data

We may use your personal data for the following purposes.

To provide quotes and respond to enquiries about our man and van and removal services.

To set up, administer, and perform your booking, including coordinating pick up and delivery details.

To communicate with you about your booking, service updates, and any issues that arise before, during, or after the move.

To take and process payment, manage invoices, and maintain appropriate accounts and records.

To improve service quality, train staff, and monitor service performance.

To manage customer feedback, handle claims, investigate complaints, and resolve disputes.

To meet legal, regulatory, tax, and insurance obligations, and to cooperate with law enforcement or regulatory authorities where required.

Data Retention

We retain your personal data only for as long as is necessary for the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.

Service and contract records, including basic contact details, booking information, and invoices, are generally retained for a period aligned with applicable limitation periods and statutory record keeping obligations. This is typically several years after completion of the service, to enable us to answer queries, handle potential claims, and comply with tax and accounting laws.

Communication records and enquiry details may be retained for a shorter period if no contract is formed, unless there is a valid reason to keep them longer, for example to respond to an ongoing enquiry or complaint.

Where we rely on consent for optional communications, we will retain your details for that purpose until you withdraw consent or we determine that your details are no longer needed.

When personal data is no longer required for the purposes described in this Privacy Policy, it will be securely deleted, anonymised, or otherwise removed from our systems.

Data Sharing and Processors

We do not sell your personal data. However, we may share limited information with selected third parties where necessary for the purposes described in this Privacy Policy.

Service providers and data processors: We may engage third party companies to provide certain services on our behalf, such as IT hosting and support, website maintenance, payment processing, accounting services, or secure data storage. These third parties act as data processors and are only permitted to process your data in accordance with our instructions and applicable data protection laws.

Professional advisers: We may share information with professional advisers such as accountants, auditors, or legal advisers where required for advice, compliance, or dispute resolution.

Authorities and regulators: We may disclose personal data if required by law or regulation, or in response to a valid request from law enforcement, courts, or regulatory authorities.

Other third parties: In limited cases, we may share necessary details with insurers or claims handlers in connection with loss, damage, or other insurance related matters arising from a move.

Where personal data is transferred to data processors located outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place, in line with data protection law requirements.

Data Security

We take appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, misuse, or disclosure. These measures include restricting access to data to those personnel and processors who need it to perform their role, using secure systems for storing and transmitting information, and maintaining internal procedures to address data protection and information security.

While we work to protect your personal data, no method of transmission or storage can be guaranteed as completely secure. You are encouraged to take care when sharing personal information and to notify us promptly if you suspect any misuse of your data in connection with our services.

Your Data Protection Rights

Under the GDPR and applicable data protection laws, you have a number of rights in relation to your personal data. These rights apply to all Man with Van Hampstead customers and prospective customers in the Hampstead area, subject to certain legal limitations and exemptions.

Right of access: You can request confirmation of whether we hold personal data about you and obtain a copy of that data, along with information about how we use it.

Right to rectification: You can ask us to correct or complete personal data that is inaccurate or incomplete.

Right to erasure: In certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected, or where you have withdrawn consent and there is no other lawful basis for processing.

Right to restriction of processing: You may request that we restrict the processing of your personal data in specific situations, for example while a dispute about accuracy or a legal claim is being resolved.

Right to data portability: Where processing is based on consent or contract and carried out by automated means, you may request to receive your personal data in a structured, commonly used, and machine readable format, and to have it transmitted to another controller where technically feasible.

Right to object: You can object to processing based on our legitimate interests in certain circumstances, particularly for direct marketing. If you object to direct marketing, we will stop processing your personal data for that purpose.

Right to withdraw consent: Where we rely on your consent, you can withdraw it at any time. This will not affect the lawfulness of processing before consent was withdrawn.

You also have the right to lodge a complaint with a supervisory authority if you are unhappy with how we handle your personal data. In the United Kingdom, this is the Information Commissioner's Office. We encourage you to contact us first so that we can attempt to resolve your concerns.

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. Any updates will be effective from the date of publication. We recommend that you review this Privacy Policy periodically to stay informed about how we handle your personal data.

If we make significant changes to the way we process your personal data, we will take reasonable steps to inform you, for example by highlighting the changes on our website or during your next interaction with us.