Privacy Policy

Man with Van West Hampstead Privacy Policy

This Privacy Policy explains how Man with Van West Hampstead collects, uses and protects personal data for customers and prospective customers in the West Hampstead area. It is designed to comply with the UK General Data Protection Regulation and relevant data protection laws. By using our services, requesting a quote, or contacting us, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all Man with Van West Hampstead customers, and those who enquire about our services, in the West Hampstead area. It covers personal data collected in the course of providing man and van, moving, and related services, whether the data is obtained online, by phone, or in person.

Data Controller

Man with Van West Hampstead is the data controller for the personal data described in this Privacy Policy. As data controller, we decide how and why your personal data is processed and are responsible for ensuring that such processing complies with data protection law.

Personal Data We Collect

We collect and process different categories of personal information necessary to arrange and deliver our services, including:

Identification and contact details such as your name, address, collection and delivery addresses, and general location within West Hampstead and surrounding areas.

Contact preferences and communication information such as your preferred contact method and the content of messages or enquiries you send to us.

Service details such as dates and times of bookings, the type and size of move, property access details, parking information, and any special instructions you give us.

Payment and transaction information such as records of services ordered, amounts charged, payment confirmations, and limited payment method details processed through our chosen payment processors. We do not store full payment card numbers.

Technical and usage information where applicable, such as the date and time of your enquiry, how you found us, and basic device or browser information where this is automatically provided.

How We Collect Your Data

We collect personal data directly from you when you contact us to request a quote, make a booking, ask a question, or provide feedback. This can be through phone calls, messaging services, online forms, or in-person discussions.

We also generate data during the delivery of services, for example records of the services provided, job notes, and any communications regarding changes to bookings. In some cases, we may receive limited information about you from third parties when they arrange a move on your behalf, in which case we treat that data in accordance with this Privacy Policy.

Lawful Basis for Processing

We only process your personal data where we have a valid legal basis under the UK GDPR. The main lawful bases we rely on are:

Performance of a contract. We process your personal data to provide quotes, take bookings, arrange and complete moves, and manage your account and payments. Without this information, we would not be able to perform the services you request.

Legitimate interests. We process certain data to manage and improve our business, including keeping internal records, optimising our scheduling and logistics in the West Hampstead area, responding to enquiries and complaints, and protecting our business against fraud or misuse. We balance these interests against your rights and freedoms and limit this processing to what is necessary.

Legal obligations. We may process and retain certain information to meet legal, tax, and accounting obligations, and to respond to lawful requests from competent authorities.

Consent. Where required by law, for example for certain types of direct marketing or optional communications, we rely on your consent. You can withdraw your consent at any time using the contact details provided in this policy or by following any unsubscribe instructions provided in our communications.

How We Use Your Personal Data

We use the personal data we collect for the following purposes:

To provide quotes and manage bookings, including assessing your requirements, confirming availability, and arranging the necessary resources for your move.

To deliver our services, including collecting and delivering items to the specified addresses, contacting you about access and timing, and handling any issues that arise during the service.

To communicate with you, including answering your questions, updating you on your booking, and responding to feedback or complaints.

To manage payments and invoices, including confirming payments and keeping accurate financial records.

To operate, maintain and improve our services, including reviewing how customers use our services in the West Hampstead area and improving efficiency and customer experience.

To comply with our legal obligations and to establish, exercise or defend legal claims where necessary.

Data Sharing and Processors

We may share your personal data with carefully selected third parties who act as data processors on our behalf. These processors only process your data in accordance with our instructions and for the purposes described in this Privacy Policy.

Types of processors we may use include:

Payment processing providers who handle transactions securely.

IT and hosting providers who support the systems we use to manage bookings, communications, and records.

Communication service providers that enable us to send service-related messages.

Professional advisers such as accountants or legal advisers where necessary for our legitimate interests and legal obligations.

Where required by law, we may also share information with law enforcement, regulators, or other public authorities. We do not sell your personal data.

Data Retention

We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected and to meet any legal, accounting, or reporting requirements.

Booking and service records are generally retained for a period that enables us to respond to queries about past services, manage potential disputes, and satisfy tax and accounting rules. Communication records may be kept for a shorter period unless they form part of a service record or legal file.

When personal data is no longer required, we will securely delete or anonymise it so that it can no longer be associated with you.

International Transfers

Our core services are provided within the United Kingdom. If any of our service providers transfer personal data outside the UK or European Economic Area, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent mechanisms recognised by data protection law, to protect your information.

How We Protect Your Data

We take reasonable and appropriate technical and organisational measures to protect your personal data from unauthorised access, disclosure, alteration, or destruction. These measures include restricting access to personal data to staff and processors who need to know it for the purposes described in this policy and requiring them to keep such information confidential.

Your Data Protection Rights

Under the UK GDPR, you have several rights in relation to your personal data. These rights apply to all Man with Van West Hampstead customers in the West Hampstead area, subject to certain legal limitations. Your rights include:

Right of access. You can request confirmation that we process your personal data and obtain a copy of the information we hold about you.

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 request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected.

Right to restrict processing. You can ask us to suspend or limit the processing of your personal data in specific situations.

Right to data portability. Where we process your data based on your consent or a contract and by automated means, you may be able to request a copy in a machine-readable format or ask us to transfer it to another controller where technically feasible.

Right to object. You can object to processing that is based on our legitimate interests, including any direct marketing, and we will stop processing your data unless we have compelling legitimate grounds or a legal requirement to continue.

Right to withdraw consent. Where we rely on your consent, you may withdraw it at any time, which will not affect the lawfulness of processing before withdrawal.

Exercising Your Rights and Complaints

If you wish to exercise any of your data protection rights or have questions about how we handle your personal data, you can contact us using the contact methods you normally use for our services. We may ask you to provide information to verify your identity before responding to your request.

You also have the right to lodge a complaint with the relevant data protection authority if you are unhappy with how we handle your personal data. We would encourage you to contact us first so that we have an opportunity to address your concerns.

Changes 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 practices. Any updated version will apply to all Man with Van West Hampstead customers in the West Hampstead area from the date it is published. We recommend that you review this policy periodically to stay informed about how we protect your personal data.