Privacy Policy - Man And A Van Hampstead

This Privacy Policy explains how Man And A Van Hampstead collects, uses, stores, shares, and protects personal data in connection with its moving, removal, delivery, and transport services. It applies to all Man And A Van Hampstead customers in the Hampstead area, including individuals and businesses who request a quotation, make a booking, or otherwise use our services. We are committed to handling personal data lawfully, fairly, and transparently in accordance with the UK GDPR and the Data Protection Act 2018.

1. Personal data we collect

We collect only the data necessary to provide our services, manage bookings, and meet legal and operational requirements. Depending on your interaction with us, we may collect the following categories of information:

Identity details such as your name, title, and company name if applicable.
Contact details such as your address, email address, and telephone number.
Service details including collection and delivery addresses, move dates, access information, item descriptions, and special handling instructions.
Payment information such as billing details and transaction records. We do not store card details unless a secure payment provider requires limited processing for the transaction.
Communication records such as emails, call notes, quotes, complaints, and messages relating to your booking or enquiry.
Technical data where you contact us electronically, including basic device or usage information supplied through our systems for security and service management.
Special instructions that may relate to fragile items, access needs, or preferences relevant to the move.

We generally do not seek to collect special category data. However, if you choose to share information that is sensitive, we will only process it where necessary and with appropriate safeguards.

2. How we use your personal data

We use personal data for the following purposes:

To provide quotations and respond to enquiries.
To plan, schedule, and carry out moving and transport services.
To communicate with you before, during, and after the service.
To process payments, invoices, and refunds where relevant.
To maintain business records and service histories.
To handle complaints, claims, and disputes.
To protect our business, staff, and customers from fraud, misuse, or unlawful activity.
To comply with tax, accounting, insurance, and legal obligations.

We only use personal data where we have a valid lawful basis. We do not sell personal data.

3. Lawful basis for processing

Under data protection law, we must have a lawful basis for each activity involving personal data. The main lawful bases we rely on are:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, delivering services, issuing invoices, and managing related communication.

Legal obligation

We process some data to comply with legal obligations, including accounting, tax, record-keeping, insurance, and responding to lawful requests from authorities.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided your rights do not override those interests. Examples include managing operations, preventing fraud, improving service quality, handling complaints, and maintaining internal records. We balance these interests against your privacy rights and only process data where it is reasonably expected and proportionate.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily provide optional information or agree to a specific form of communication. Where we rely on consent, you can withdraw it at any time.

4. Data sharing and processors

We may share personal data with trusted third parties, known as processors, who help us operate our business. These processors only act on our instructions and are required to protect your information. They may include:

Payment service providers that process card or online payments securely.
Accounting and bookkeeping providers that support financial record management.
IT and cloud service providers that host emails, databases, backups, and operational systems.
Communication providers that help us send confirmations, updates, or service notices.
Insurance providers where required for claims handling or risk management.
Professional advisers such as lawyers, auditors, or consultants who support compliance and governance.

We may also disclose information to public authorities, regulators, or law enforcement if required by law or necessary to protect our rights, property, customers, or staff.

Where processors are used, we ensure appropriate contractual safeguards are in place. If data is transferred outside the UK, we will take steps to ensure suitable protection is applied in accordance with data protection law.

5. Retention of personal data

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

Booking and service records are typically retained for as long as needed to manage the customer relationship and resolve any follow-up issues.
Financial and tax records are kept for the period required by applicable law.
Complaint and claim records may be retained for a longer period where necessary to defend legal claims or support insurance processes.
Routine correspondence is retained only as long as operationally useful.

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you.

6. Your rights

As a data subject, you have a number of rights under UK data protection law. These rights may be subject to conditions or exceptions, but we will always respond appropriately and within the required time frame. Your rights include:

Right of access – you can ask for a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete information.
Right to erasure – you can ask us to delete your data in certain circumstances.
Right to restriction – you can ask us to limit how we use your data in some situations.
Right to object – you can object to processing based on legitimate interests, and in some cases to direct marketing.
Right to data portability – you can request certain data in a structured, commonly used format where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we may need to verify your identity before responding. This helps us protect your information from unauthorised access.

7. Data security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, password protection, and limiting data access to staff or contractors who need it for legitimate business purposes. While we take security seriously, no system can be guaranteed to be completely secure.

8. Children’s data

Our services are intended for adults and businesses. We do not knowingly collect personal data from children except where it is incidental to a service request and provided by an adult customer. If we learn that we have collected data from a child inappropriately, we will take steps to delete it where required.

9. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updates will take effect when published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their information is handled.

10. Summary of our commitments

Man And A Van Hampstead is committed to processing personal data lawfully, securely, and only for legitimate business purposes. We collect only what we need, keep it for no longer than necessary, and share it only with trusted processors or where required by law. We respect your rights and will respond to requests in line with data protection legislation. This policy applies to all Man And A Van Hampstead customers in the Hampstead area and supports our commitment to responsible and transparent data handling.