Privacy Policy - Man With Van West Hampstead

This Privacy Policy explains how Man With Van West Hampstead collects, uses, stores, shares, and protects personal data when providing moving, delivery, loading, unloading, and related transport services. This policy applies to all Man With Van West Hampstead customers in the area, including individuals and businesses who request or receive our services within West Hampstead and the surrounding locality.

We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We only collect data that is necessary for legitimate business purposes and take appropriate measures to protect it.

1. Who We Are

For the purposes of data protection law, Man With Van West Hampstead acts as the data controller for the personal data we collect in connection with our services. This means we decide how and why your personal data is processed.

We may process personal data relating to:

customers requesting moving or transport services
people receiving quotations or booking confirmations
individuals whose belongings are handled during a move
business clients and their authorised representatives

2. Information We Collect

We collect only the information needed to provide, manage, and improve our services. The types of personal data we may collect include:

2.1 Identity and Contact Details

name
telephone number
email address
postal address
delivery or collection address

2.2 Service and Booking Details

requested service type
moving date and time
inventory or item descriptions
access notes for properties
special handling instructions
payment status and invoice details

2.3 Communication Data

messages exchanged by phone, email, or other channels
records of complaints, queries, and service updates
customer preferences relevant to the service

2.4 Technical and Usage Data

basic device and browser information if our systems record it
service logs for security, fraud prevention, or operational purposes

We do not intentionally collect special category data unless it is absolutely necessary and there is a lawful reason to do so. If such information is provided by you, we will only process it where permitted by law and where necessary for the service.

3. How We Use Personal Data

We use personal data for the following purposes:

to provide quotations and confirm bookings
to organise and deliver moving services
to communicate about schedules, access arrangements, and service updates
to issue invoices and process payments
to respond to complaints, questions, and requests
to maintain business records and manage customer accounts
to prevent fraud, misuse, and unauthorised access
to comply with legal and regulatory obligations
to improve our internal processes and service quality

We will only use your personal data for the purposes described in this policy or for compatible purposes permitted by law.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for each type of processing. We rely on the following lawful bases:

4.1 Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes managing bookings, providing moving services, issuing invoices, and arranging service delivery.

4.2 Legal Obligation

We may process data to comply with legal obligations, including tax, accounting, insurance, record-keeping, and regulatory requirements.

4.3 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. This may include service management, customer support, internal administration, fraud prevention, and business improvement.

4.4 Consent

In limited cases, we may rely on your consent, for example where it is needed for optional communications or the handling of particularly sensitive information. You may withdraw consent at any time, although this will not affect the lawfulness of processing carried out before withdrawal.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties where necessary to run our business and provide our services. These third parties act either as processors or independent controllers depending on the context.

5.1 Processors

Processors are organisations that process personal data on our behalf and only according to our instructions. We may use processors for:

accounting and bookkeeping
payment processing
email and communication services
data storage and IT support
customer management tools
vehicle tracking or scheduling systems where applicable

We require processors to maintain appropriate security, confidentiality, and data protection standards.

5.2 Other Disclosures

We may also disclose personal data to:

professional advisers such as accountants, insurers, or legal advisers
public authorities, regulators, or law enforcement where required by law
third parties involved in a dispute, claim, or legal process

We do not sell personal data.

6. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including any legal, accounting, or reporting requirements. Retention periods may vary depending on the nature of the information and the service provided.

In general, we may retain:

booking and service records for a reasonable period after completion
financial and tax records for the period required by law
communications and complaint records for as long as needed to resolve issues and maintain service history

When personal data is no longer required, we will delete, anonymise, or securely archive it in accordance with our retention practices.

7. Data Security

We use appropriate technical and organisational measures to safeguard personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limiting data access to authorised personnel only.

Although we take reasonable steps to protect your information, no system can be guaranteed to be completely secure. Where a personal data breach is likely to result in a risk to your rights and freedoms, we will take appropriate action in line with applicable law.

8. International Transfers

If any processor or service provider stores or processes data outside the UK, we will ensure that appropriate safeguards are in place to protect your personal data. This may include adequacy regulations, standard contractual clauses, or equivalent lawful transfer mechanisms.

9. Your Rights

Under data protection law, you have several rights in relation to your personal data. Subject to legal conditions and exemptions, these may include:

Right of access – to request a copy of the personal data we hold about you
Right to rectification – to ask us to correct inaccurate or incomplete data
Right to erasure – to request deletion of your data in certain circumstances
Right to restrict processing – to limit how we use your data in certain situations
Right to object – to object to processing based on legitimate interests
Right to data portability – to receive certain data in a portable format where applicable
Right to withdraw consent – where processing is based on consent

You also have the right to raise concerns about how we handle your data. If you believe your rights have been infringed, you may contact the UK data protection authority, the Information Commissioner’s Office, for further guidance or to make a complaint.

10. Children’s Data

Our services are generally intended for adults or organisations arranging moving services. We do not knowingly collect children’s personal data unless it is provided incidentally as part of a household move or service arrangement and only where necessary for the service.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, services, or operational practices. Any revised version will apply from the date it is made available. We encourage customers to review this policy periodically to remain informed about how personal data is handled.

12. Summary of Our Commitment

Man With Van West Hampstead values privacy and handles personal data with care. We collect only what is needed, use it for lawful and legitimate purposes, retain it for appropriate periods, and share it only with trusted processors or where required by law. Customers in West Hampstead and the surrounding area can expect their information to be treated responsibly, securely, and in accordance with applicable data protection law.