Privacy Policy - Man With A Van Hampstead

This Privacy Policy explains how personal data is collected, used, stored, shared, and protected by Man With A Van Hampstead when providing removal, delivery, packing, and related transport services. It applies to all Man With A Van Hampstead customers in the area, including individuals, households, landlords, tenants, and business clients who use our services or communicate with us in connection with a booking, enquiry, quote, or service delivery.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is intended to help you understand what information we process, why we process it, how long we keep it, who may process it on our behalf, and what rights you have over your personal data.

1. Information We Collect

We may collect and process different types of personal data depending on how you interact with us and the services you request. The information we collect may include:

Identity information such as your name and, where relevant, company name.
Contact information such as telephone number, email address, and service address.
Booking and service details including collection and delivery addresses, moving dates, access notes, inventory details, and instructions relating to the move.
Billing and payment information such as invoice details, payment status, and transaction records.
Communication records including emails, messages, call notes, and any feedback or complaints you submit.
Technical information such as IP address or browser data if you interact with our digital systems, where applicable.
Vehicle, access, and property details where needed to safely carry out a move, such as parking constraints, stairs, lift access, or special handling requirements.

We may also process limited special category data only where necessary and lawfully permitted, for example if you voluntarily provide information about health, mobility, or access needs so that we can make appropriate service arrangements. We ask that you only provide such information when it is relevant to the service requested.

2. How We Use Your Personal Data

We use personal data for specific operational and legal purposes. These may include:

Providing quotations and confirming service availability.
Managing bookings and delivering moving services.
Planning routes, staffing, and vehicle allocation.
Communicating about service updates, arrival times, or changes to a booking.
Processing payments, issuing invoices, and maintaining accounting records.
Handling customer service enquiries, complaints, and claims.
Maintaining internal records, reporting, and business administration.
Protecting against fraud, misuse, or unlawful activity.
Complying with legal, tax, insurance, and regulatory obligations.

We process only the personal data that is necessary for these purposes and take reasonable steps to ensure it is accurate and kept up to date.

3. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for each processing activity. Depending on the situation, we rely on one or more of the following:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing quotes at your request, arranging your move, and fulfilling the services you have booked.

Legal Obligation

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

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include service administration, record keeping, fraud prevention, service improvement, and defending legal claims. When relying on legitimate interests, we consider the impact on your privacy and apply appropriate safeguards.

Consent

In limited cases, we rely on your consent, for example if we send optional marketing communications or process special category information that is not otherwise covered by another lawful basis. Where consent is used, you may withdraw it at any time.

4. Data Sharing and Processors

We do not sell your personal data. However, we may share it with trusted processors and service providers who assist in operating our business and delivering our services. These may include:

Payment processors that handle card or electronic payments.
Accounting and bookkeeping providers that support invoicing and tax compliance.
IT and cloud service providers that store or maintain business systems and records.
Communication service providers that enable email, messaging, or scheduling functions.
Insurance providers and claims handling services where needed for cover or incident management.
Professional advisers such as accountants, auditors, legal advisers, or consultants.
Subcontractors or operational partners assisting with the delivery of a move, where necessary to complete the service.

Where we use processors, they are required to act only on our instructions, to keep your data secure, and to process it in accordance with applicable data protection law. We take reasonable steps to ensure that appropriate contractual and technical safeguards are in place.

We may also disclose personal data to public authorities, regulators, or law enforcement agencies where required by law or to protect our legal rights, property, customers, or staff.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, and reporting requirements. Retention periods depend on the type of data and the reason for processing.

Booking and service records are generally retained for a period necessary to manage customer service, disputes, and business records.
Invoice, payment, and tax records are kept for the period required by tax and accounting laws.
Communication records may be kept for a reasonable time to manage queries, complaints, and service quality.
Claims or incident records may be retained longer where needed for insurance, legal defence, or regulatory purposes.

When personal data is no longer required, we will delete it securely, anonymise it, or otherwise dispose of it in a controlled manner.

6. Your Rights

As a data subject under UK GDPR, you have a number of rights in relation to your personal data. These rights may be subject to legal limitations in some circumstances.

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 – in certain cases, you may request deletion of your personal data.
Right to restrict processing – you may request that we limit how we use your data in specific situations.
Right to data portability – where applicable, you may request your data in a structured, commonly used format.
Right to object – you may object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data has been handled unlawfully or unfairly. We encourage you to raise any concerns with us first so that we can address them promptly.

7. Data Security

We take the security of personal data seriously and use appropriate organisational and technical measures to protect it against unauthorised access, loss, alteration, or disclosure. These measures may include access controls, password protection, secure storage, staff training, and careful selection of processors.

Although we strive to protect personal data, no system can be guaranteed to be completely secure. We therefore cannot promise absolute security, but we work continuously to reduce risks and respond appropriately to incidents.

8. International Transfers

Where personal data is transferred outside the UK, we will ensure that suitable safeguards are in place in accordance with data protection law. This may include using countries deemed adequate or implementing approved contractual protections.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or operational needs. Any revised version will apply from the date it is made available. We recommend reviewing this policy periodically to stay informed about how your data is handled.

10. Summary of Our Commitments

Man With A Van Hampstead is committed to processing personal data lawfully, transparently, and securely. We collect only the information needed to provide our services, rely on appropriate lawful bases, retain data only as long as necessary, and use trusted processors under strict controls. Customers in the area can exercise their data rights at any time, subject to legal limits.

This policy is designed to reflect the core requirements of GDPR compliance while remaining practical for a moving and transport service provider.