Man and a Van Hampstead Privacy Policy
This Privacy Policy explains how Man and a Van Hampstead collects, uses, stores, and protects your personal data when you use our services. It applies to all Man and a Van Hampstead customers and prospective customers within our service area, including anyone who contacts us to request information, a quotation, or to make a booking.
We are committed to protecting your privacy and handling your personal information in a lawful, fair, and transparent way, in line with the UK General Data Protection Regulation and the Data Protection Act 2018.
Information We Collect
We collect and process personal data that is necessary to provide our services and run our business. The information we may collect includes:
Identification details such as your name and, where relevant, the name of your business or organisation.
Contact details such as your postal address, collection and delivery addresses, billing address, and general location within our service area.
Communication details such as your preferred contact method and the content of communications you send to us, including enquiries, quotation requests, booking details, and any feedback or complaints.
Service information such as details about the items to be moved, property access information, special handling instructions, preferred dates and times, and notes relating to the performance of the service.
Payment-related information, such as the date and amount of payments, method of payment, and invoice details. We do not store full payment card numbers or security codes where third party payment processors are used.
Technical and usage information that may be collected when you visit our website or online pages, such as IP address, browser type, and information on how you interact with our content, where this is technically enabled and lawful.
Lawful Bases for Processing Your Data
We rely on one or more of the following lawful bases under data protection law when processing your personal data:
Contract. We process your data to take steps at your request before entering into a contract and to perform the contract we have with you. This includes handling enquiries, providing quotations, confirming bookings, organising and carrying out moves, and managing payments.
Legal obligation. We process certain information to comply with legal and regulatory requirements, such as tax, accounting, record keeping, and responding to regulatory or law enforcement requests where we are legally required to do so.
Legitimate interests. We process your data where it is necessary for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. This may include managing our business operations, improving our services, defending legal claims, and maintaining security and fraud prevention.
Consent. In some limited circumstances, we may rely on your consent, for example for certain types of direct marketing or optional communications. Where we rely on consent, you can withdraw it at any time, and we will stop processing your data for that purpose.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To respond to enquiries, provide quotations, and advise you on the services we offer.
To set up, manage, and complete your booking, including planning routes, scheduling teams, and coordinating your move or transport service.
To communicate with you about your booking, including confirmations, updates, changes to dates or times, and service-related notifications.
To issue invoices, process payments, handle refunds where applicable, and maintain accurate financial records.
To manage our relationship with you, including handling feedback, addressing complaints, and providing customer support.
To maintain and improve our services, internal systems, and business processes.
To comply with legal, regulatory, and tax obligations, and to cooperate with law enforcement or regulatory authorities where required.
To protect our business and our customers, including the prevention and detection of fraud, misuse of our services, or other unlawful activities.
Data Sharing and Processors
We may share your personal data with trusted third parties who act as data processors on our behalf. These processors are only permitted to use your information under our instructions and must protect it in accordance with data protection law.
Categories of processors and third parties may include:
Payment processing providers who handle card or electronic payments securely on our behalf.
IT and system support providers who help us operate and maintain our booking, communication, and storage systems.
Professional advisers such as accountants or legal advisers, where this is necessary for the management of our business and to meet legal obligations.
Cloud storage or hosting providers who store data securely for backup, continuity, and operational purposes.
We may also share personal data with public authorities, regulators, or law enforcement agencies when required to do so by law or when necessary to protect our rights, property, or the safety of our customers and staff.
We do not sell your personal data to third parties.
Data Retention
We keep your personal data only for as long as necessary for the purposes for which it was collected, and to meet our legal, accounting, and regulatory obligations.
In general, we retain customer records and booking information for a period that allows us to handle any questions, disputes, or claims that may arise after a service has been completed, and to fulfil our tax and financial reporting responsibilities.
Where personal data is no longer required, we will delete it, anonymise it, or securely archive it so that it can no longer be associated with you.
International Transfers
Where we use service providers or storage solutions that are located outside the United Kingdom or the European Economic Area, we will take appropriate steps to ensure that your personal data remains protected. This may include the use of standard contractual clauses or other lawful transfer mechanisms recognised under data protection law.
Your Data Protection Rights
As a customer or prospective customer of Man and a Van Hampstead within our service area, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions in law:
Right of access. You have the right to request a copy of the personal data we hold about you, along with information about how we use it.
Right to rectification. You can ask us to correct or update any 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, or where you withdraw consent and there is no other lawful basis for processing.
Right to restriction of processing. You may request that we restrict the processing of your personal data in certain situations, such as while we check its accuracy or consider an objection you have raised.
Right to object. You have the right to object to processing that is based on our legitimate interests. We will stop processing your data unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms, or where the processing is necessary for legal claims.
Right to data portability. Where processing is based on consent or contract and is carried out by automated means, you may have the right to receive your personal data in a commonly used, machine readable format and to request that it is transferred to another controller, where technically feasible.
Right to withdraw consent. Where we rely on your consent for processing, you have the right to withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before you withdraw consent.
Right to lodge a complaint. You have the right to raise a concern or complaint with your local data protection authority if you believe your data protection rights have been infringed. We encourage you to contact us first so that we can try to resolve any issues directly.
Keeping Your Data Secure
We take the security of your personal data seriously. We use appropriate technical and organisational measures to protect information from loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures are reviewed and updated from time to time in line with legal requirements and industry practices.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or the way we process personal data. Any updates will take effect from the date they are published. We encourage you to review this policy periodically to stay informed about how we protect your information.
This Privacy Policy applies to all customers and prospective customers of Man and a Van Hampstead within our service area and governs the use of personal data in connection with our services.
