Privacy Policy
Man with Van Hampstead Privacy Policy
This Privacy Policy explains how Man with Van Hampstead collects, uses, stores and shares personal data in connection with our services. It is written to comply with the UK General Data Protection Regulation and the EU General Data Protection Regulation, together referred to as GDPR, as well as applicable data protection laws.
This Privacy Policy applies to all Man with Van Hampstead customers and prospective customers in our service area, including individuals and businesses who contact us, request a quote, make a booking, or otherwise interact with us in relation to our man and van, removals or related services.
1. Data controller
For the purposes of GDPR, Man with Van Hampstead is the data controller of the personal data described in this Privacy Policy. This means we decide how and why your personal data is used, and we are responsible for ensuring that it is handled in compliance with data protection laws.
2. Personal data we collect
We collect and process different types of personal data depending on how you interact with us. This may include:
Identity and contact details, such as your name, address, collection and delivery addresses, and any other contact details you choose to provide.
Booking and service information, such as details of the property, items to be moved, access information, service preferences, dates and times of moves, and any instructions or notes you give us.
Communication records, such as the content of enquiries, quotes, messages, feedback and complaints that you send to us, and our responses to you.
Payment and billing information, such as information required to issue invoices and record payments. We do not store full payment card details where third party payment providers are used; instead, we receive confirmation that a payment has been authorised or declined.
Technical and usage information, such as basic technical data from your use of our website or online forms, which may include IP address, device information and the pages you access. This may be collected through cookies or similar technologies where permitted by law and your browser settings.
Any other information you choose to provide that is relevant to arranging or carrying out our services, including information about third parties involved in the booking, such as another contact person at the collection or delivery address.
3. How we collect personal data
We collect personal data directly from you when you contact us, request a quote, make a booking, confirm details for a job, provide feedback or otherwise communicate with us by any means.
We may also receive personal data indirectly where you provide details of another person in connection with a booking, for example a tenant, landlord, building manager or family member, or where a third party makes a booking on your behalf.
4. Lawful bases for processing
We only process personal data where we have a lawful basis under GDPR. Depending on the situation, we may rely on the following lawful bases:
Contract: We process personal data where it is necessary to enter into or perform a contract with you, such as when providing a quote, confirming a booking, carrying out a move or related services, or handling billing and payments.
Legitimate interests: We process personal data where it is necessary for our legitimate business interests and your interests and fundamental rights do not override those interests. This includes managing and improving our services, responding to enquiries, maintaining records, training staff and protecting our business and customers.
Legal obligation: We process personal data where it is necessary to comply with legal or regulatory requirements, including tax and accounting obligations and responding to lawful requests from public authorities.
Consent: In limited circumstances, we may rely on your consent, for example for optional marketing communications. Where we rely on consent, you have the right to withdraw it at any time.
5. How we use personal data
We use personal data for the following purposes:
To provide our services, including answering enquiries, preparing and sending quotes, arranging and carrying out moves, and managing any follow-up work.
To manage our relationship with you, including confirming details, communicating changes, responding to your questions or complaints, and handling any disputes.
To process payments and maintain accurate financial and service records.
To operate, evaluate and improve our website, services and customer experience.
To keep our business, staff and customers safe, including by preventing fraud and misuse of our services.
To comply with legal obligations and cooperate with regulators and public authorities where required by law.
6. Data sharing and processors
We do not sell your personal data. We may share your personal data with trusted third parties where this is necessary for the purposes described in this Privacy Policy or where we are legally required to do so.
Service providers acting as data processors may include companies providing IT hosting, website services, communications tools, quotation and booking systems, and payment processing. These processors act on our instructions, are only permitted to use your personal data for the purposes we specify, and are required to protect your data in line with GDPR.
Professional advisers, such as accountants, legal advisers or insurers, may receive personal data where reasonably necessary for the provision of their professional services to us.
Public authorities or law enforcement may receive data where we are required to share information to comply with legal obligations, court orders or regulatory requirements, or to protect our rights, property, staff or customers.
Where we engage third parties as processors, we put in place appropriate contracts and safeguards to ensure that your personal data is handled securely and lawfully.
7. International transfers
Some of our service providers may be located outside the United Kingdom or the European Economic Area. Where personal data is transferred internationally, we take steps required by GDPR to ensure an adequate level of protection. This may include relying on adequacy regulations or implementing standard contractual clauses or equivalent safeguards.
8. Data retention
We keep personal data only for as long as is reasonably necessary for the purposes for which it was collected, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements.
In general, we retain core booking and invoice records for the period required by applicable tax and accounting laws. Enquiries, quotes and communications may be retained for a period that allows us to respond to follow-up requests, manage our services and handle complaints or disputes.
When personal data is no longer required, we will securely delete, anonymise or otherwise dispose of it in a manner consistent with applicable law and our internal policies.
9. Data security
We take appropriate technical and organisational measures to protect personal data from unauthorised access, disclosure, alteration or destruction. These measures include limiting access to personal data to personnel and service providers who need it to perform their duties, using secure systems and applying policies and procedures designed to maintain confidentiality and integrity.
While we take reasonable steps to protect your personal data, no system can be guaranteed to be completely secure. You are responsible for using secure methods when providing information to us and for notifying us if you suspect any misuse of your data in connection with our services.
10. Your data protection rights
Under GDPR, you have a number of rights in relation to your personal data. These rights may be subject to certain legal conditions and exceptions, and we may need to verify your identity before responding to a request. Your rights include:
Right of access: You can request confirmation that we process your personal data and obtain a copy of that data, together 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 ask us to delete your personal data, for example where it is no longer needed for the purposes for which it was collected or where you withdraw consent and no other lawful basis applies.
Right to restriction: You can ask us to restrict the processing of your personal data in certain situations, such as while we are verifying its accuracy or assessing an objection you have raised.
Right to object: You can object to processing that is based on our legitimate interests, including profiling based on those interests. We will stop processing unless we have compelling legitimate grounds that override your interests, rights and freedoms, or where processing is required for legal claims.
Right to data portability: Where processing is based on consent or contract and carried out by automated means, you can request that we provide your personal data in a structured, commonly used and machine-readable format, and you can ask us to transmit that data to another controller where technically feasible.
Right to withdraw consent: Where we rely on consent to process your personal data, you can withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before you withdrew your consent.
You also have the right to lodge a complaint with a data protection supervisory authority if you are concerned about the way your personal data is being handled.
11. Personal data of third parties
If you provide us with personal data relating to another individual, such as a joint customer, tenant, landlord or other contact person, you are responsible for ensuring that the individual is aware of this Privacy Policy and that you have a lawful basis to share their personal data with us.
12. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, how we process personal data or legal requirements. Any updated version will apply from the date it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.
