Man With a Van Hampstead Privacy Policy

This Privacy Policy explains how Man With a Van Hampstead collects, uses, stores, and protects personal data in connection with our services. It applies to all Man With a Van Hampstead customers within our service area, including enquiries, bookings, and any related communications about our moving and transport services.

We are committed to protecting your privacy and handling your personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation and other applicable data protection laws.

Personal Data We Collect

We collect and process different types of personal data depending on how you interact with us. This may include:

Contact and identification data, such as your name, address, service locations, and any other details you choose to provide that allow us to identify and contact you.

Booking and service data, such as details of your requested move, inventory and description of items to be transported, property access information, preferred dates and times, and any special instructions you provide.

Communication data, such as the content of messages you send to us, and notes of our communications with you relating to quotes, bookings, and customer service.

Payment-related data, such as information necessary to process payments and issue invoices, including the fact that a payment was made and the amount, obtained through our chosen payment or invoicing providers. We do not store or have access to full payment card details where these are handled by secure payment processors.

Technical and usage data, where applicable, such as information about how you interact with our website or online forms, including date and time of visits and basic device or browser information. This may be collected through cookies or similar technologies where used and permitted.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide our services, including giving quotes, organising and carrying out moves or deliveries, managing bookings, and communicating with you about the status of your service.

To respond to enquiries and customer support requests, including answering questions, providing information and guidance, and resolving issues or complaints.

To manage our relationship with you, such as sending confirmations, reminders, service updates, and relevant notices related to your bookings or our terms.

To process payments and accounting, including generating invoices, confirming receipt of payments, and maintaining business and financial records required by law.

To improve and develop our services, including reviewing feedback, analysing service usage, and adjusting our operations to better meet customer needs.

To comply with legal obligations, including tax and accounting rules, responding to lawful requests from authorities, and maintaining records required under applicable regulations.

To protect our legitimate interests, for example to prevent misuse of our services, manage disputes or legal claims, and ensure the safety and security of our staff, vehicles, and customers.

Lawful Basis for Processing

We rely on one or more of the following lawful bases under data protection law when processing your personal data:

Contractual necessity, where processing is required to enter into or perform a contract with you, for example to provide a quote, confirm a booking, or carry out the agreed move or delivery.

Legitimate interests, where processing is necessary for our legitimate business interests and those interests are not overridden by your rights and freedoms. This may include managing our relationship with you, improving our services, preventing fraud or misuse, and handling queries or claims.

Legal obligation, where we must process personal data to comply with our legal or regulatory duties, such as accounting, tax, or record-keeping requirements.

Consent, where we rely on your explicit permission for a specific activity, such as certain types of marketing communications where required by law. Where processing is based on consent, you have the right to withdraw your consent at any time.

Data Retention

We keep personal data only for as long as is necessary for the purposes for which it was collected, or as required by law.

Customer and booking records are generally kept for a period that allows us to manage our relationship with you, handle any queries or complaints after a move, and meet legal and tax requirements. This period may vary depending on the type of record and applicable legislation.

Communication records will be retained for an appropriate period to enable us to refer back to past enquiries, ensure service quality, and deal with follow-up matters, after which they will be securely deleted or anonymised.

Technical and usage data, where collected, is stored for a period proportionate to its purpose, such as security monitoring, service improvement, or analytics, and is then deleted or anonymised.

When personal data is no longer required and no legal obligation requires us to keep it, we will take reasonable steps to securely delete or anonymise it.

Data Processors and Third Parties

We may share your personal data with carefully selected third parties who act as data processors on our behalf. These processors are engaged to support the delivery and administration of our services and are only permitted to use your personal data in accordance with our instructions and applicable law.

Such processors may include providers of payment processing and invoicing services, customer management or booking systems, email or communication tools, and secure data storage or hosting services.

Where necessary, we may also share personal data with professional advisers such as accountants or legal advisers, and with public authorities or law enforcement bodies when we are legally required or permitted to do so.

We do not sell your personal data to third parties. Any third parties with whom we share data are required to maintain appropriate security measures and confidentiality and to comply with data protection requirements.

International Data Transfers

Where we use service providers or systems that are located outside the United Kingdom or the European Economic Area, we take steps to ensure that appropriate safeguards are in place to protect your personal data. These may include the use of standard contractual clauses, reliance on adequacy decisions, or other lawful transfer mechanisms recognised under data protection law.

How We Protect Your Data

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, or damage. These measures include limiting access to personal data to staff and processors who need it for legitimate business purposes, using secure systems for storage and communication where applicable, and regularly reviewing our procedures.

While we take reasonable steps to safeguard information, no method of transmission or storage is completely secure. We therefore cannot guarantee absolute security but are committed to continually improving our security practices.

Your Data Protection Rights

Under data protection law, you have certain rights regarding your personal data. These include:

The right of access, which allows you to request confirmation as to whether we process your personal data and to obtain a copy of that data.

The right to rectification, allowing you to ask us to correct inaccurate or incomplete personal data we hold about you.

The right to erasure, in certain circumstances, allowing you to request that we delete your personal data where there is no longer a legal or business reason for us to retain it.

The right to restriction of processing, which allows you, in specific situations, to limit how we use your personal data.

The right to object, where you can object to our processing of your data based on legitimate interests, and to certain types of direct marketing.

The right to data portability, in some circumstances, allowing you to request that we provide your personal data in a structured, commonly used, and machine-readable format or transfer it to another organisation where technically feasible.

Where our processing is based on consent, you also have the right to withdraw that consent at any time. This will not affect the lawfulness of processing carried out before the withdrawal.

Exercising Your Rights and Complaints

If you wish to exercise any of your data protection rights, or if you have questions about how we handle your personal data, you can contact us using the details provided on our main contact channels. We may need to verify your identity before responding to certain requests to protect your data from unauthorised access.

You also have the right to lodge a complaint with a data protection supervisory authority if you are unhappy with how we handle your personal data. We would, however, welcome the opportunity to address your concerns directly in the first instance.

Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection best practices. Any updates will be made available through our usual information channels, and the revised version will apply from the date it is published.

This Privacy Policy applies to all Man With a Van Hampstead customers within our service area and is intended to provide clear and transparent information about our use of personal data when you engage with us for moving and related services.