Privacy Policy - Man With Van Hampstead

This Privacy Policy explains how Man With Van Hampstead collects, uses, stores, shares, and protects personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all Man With Van Hampstead customers in the area, including anyone who requests, books, or receives our moving and van services. By using our services, you acknowledge that your personal information may be processed as described in this policy.

1. Information We Collect

We collect only the information that is necessary to provide our services efficiently and safely. The type of data we may collect depends on how you interact with us and the services you request.

Personal Data You Provide

Identity information such as your name and title
Contact details such as address, phone number, and email address
Service information including pickup and delivery locations, moving dates, property access details, and inventory notes
Payment-related details needed to process invoices, refunds, or confirmations
Communication records such as emails, texts, and call notes
Special instructions relating to the handling of items, timing, parking, or access arrangements

Information Collected Automatically

When you contact us by phone, email, or any online form, we may collect technical or operational information such as the date and time of the enquiry, the service requested, and the device or browser information if applicable. Where permitted, we may also use limited analytics or tracking tools to improve our services and understand how people interact with our booking processes.

We do not intentionally collect more information than is necessary for the performance of our services.

2. How We Use Your Personal Data

We use personal data for legitimate business purposes connected to providing moving and van services. The main purposes include:

To respond to enquiries and provide quotations
To manage bookings and schedule services
To carry out removals, deliveries, and related operational tasks
To communicate about service updates, changes, or issues
To process payments, issue invoices, and maintain records
To handle complaints, claims, and customer support requests
To comply with legal and regulatory obligations
To improve our service quality, planning, and internal operations

We do not use your personal data for unrelated purposes without a valid legal basis.

3. Lawful Basis for Processing

We process personal data only where we have a lawful basis under the UK GDPR. Depending on the circumstances, we may rely on one or more of the following bases:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes taking bookings, arranging moving services, confirming details, and managing payment or fulfilment.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include managing customer communication, preventing fraud, improving service delivery, and maintaining internal records.

Legal Obligation

We may process and retain certain data when required to comply with tax rules, accounting obligations, insurance requirements, or other legal duties.

Consent

Where required, we may ask for your consent before using your data for specific purposes. If consent is used as the legal basis, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

4. How We Share Personal Data

We may share personal data with trusted third parties only when necessary to deliver our services or comply with the law. Such third parties may act as data processors or independent controllers depending on the nature of the service.

Payment service providers who assist with invoicing or transaction processing
IT and cloud service providers who help store, secure, or manage data systems
Administrative and communication providers who support scheduling, record keeping, or customer correspondence
Professional advisers such as accountants, insurers, or legal advisers where necessary
Public authorities or regulators where disclosure is required by law

We require all processors to act only on our instructions, to use appropriate security measures, and to protect your data in line with data protection law. We do not sell your personal data.

5. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, or as required by law. Retention periods may vary depending on the nature of the information and the legal requirements that apply.

Typical Retention Principles

Booking and service records are retained for a reasonable period to support administration, customer support, and legal claims
Financial and accounting information is retained for the period required by tax and accounting laws
Communication records are retained for as long as needed to resolve disputes, respond to enquiries, or maintain service history
Data no longer needed is securely deleted or anonymised

When personal data is no longer necessary, we take steps to securely erase or anonymise it.

6. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include secure storage, restricted access, password protection, staff confidentiality obligations, and regular review of data handling practices.

Although we take reasonable steps to protect information, no system can be guaranteed to be completely secure.

7. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may apply depending on the circumstances and any legal exemptions available to us.

Right of access ??? You may request a copy of the personal data we hold about you.
Right to rectification ??? You may ask us to correct inaccurate or incomplete information.
Right to erasure ??? You may request deletion of your data in certain situations.
Right to restrict processing ??? You may ask us to limit how we use your information in some cases.
Right to object ??? You may object to processing based on legitimate interests or direct marketing.
Right to data portability ??? You may request transfer of certain data in a structured, commonly used format.
Right to withdraw consent ??? Where processing is based on consent, you may withdraw it at any time.

If you believe your rights have been infringed, you also have the right to lodge a complaint with the UK Information Commissioner???s Office (ICO) or your local data protection authority.

8. Children???s Data

Our services are intended for adults who are arranging removals or van hire. We do not knowingly collect personal data from children except where it is incidentally provided in the course of service delivery and only when necessary.

9. International Transfers

If any service provider processes data outside the UK, we ensure that appropriate safeguards are in place to protect personal data in line with applicable law. These safeguards may include adequacy regulations, standard contractual clauses, or other approved transfer mechanisms.

10. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, operational practices, or service arrangements. Any updated version will apply from the date it is published or communicated. We encourage customers to review it periodically.

11. Contact and Further Information

This policy is intended to help you understand how your data is handled in connection with Man With Van Hampstead services. If you have privacy-related concerns, you should review this policy carefully and consider your rights under data protection law. By using our services, you confirm that you understand this policy applies to all Man With Van Hampstead customers in the area.