Privacy Policy - Man With Van Hampstead

Man With Van Hampstead is committed to protecting the privacy and personal data of all customers in the Hampstead area. This Privacy Policy explains how we collect, use, store, share, and protect personal information in connection with our moving and transport services. It applies to all Man With Van Hampstead customers in the area, including individuals who request quotes, make bookings, receive services, or otherwise interact with us.

1. Who We Are

For the purposes of data protection law, Man With Van Hampstead acts as the data controller for the personal information we collect and use in the course of providing our services. This means we determine the purposes and means of processing personal data, subject to applicable law and the rights of individuals.

2. Personal Data We Collect

We only collect information that is necessary to provide and manage our services effectively. Depending on your interaction with us, the personal data we may collect includes:

Identity details such as your name and title.
Contact details such as your address, email address, and telephone number.
Service details such as moving dates, collection and delivery addresses, property access information, and service preferences.
Billing and payment information such as transaction records and payment confirmation details.
Communication records such as enquiries, complaints, instructions, and correspondence relating to your booking.
Usage and technical information if you interact with our digital systems, such as device data or basic log information used for security and service improvement.

We do not intentionally collect special category data unless it is provided to us by you and is necessary for a lawful reason, for example where accessibility or health-related handling instructions are relevant to the service. Where such information is provided, we handle it with additional care and in line with data protection requirements.

3. How We Use Personal Data

We use personal data only where we have a valid lawful basis. The main purposes for which we process data are:

to respond to enquiries and provide quotes;
to arrange, manage, and complete moving services;
to communicate with customers about bookings, schedules, and service updates;
to process payments, refunds, and accounting records;
to manage customer service issues, complaints, and service quality;
to maintain records for tax, legal, and regulatory obligations;
to protect our business, staff, and customers from fraud, misuse, or security risks;
to improve our operations, planning, and customer experience.

We will not use your personal information for purposes that are incompatible with those described above without informing you and, where required, obtaining appropriate consent.

4. Lawful Basis for Processing

Under UK GDPR and applicable data protection law, we rely on the following lawful bases:

Contract

We process data when it is necessary to enter into or perform a contract with you. This includes taking booking details, organising services, and completing the moving work you have requested.

Legal Obligation

We process certain information where needed to comply with legal obligations, such as tax, accounting, business record-keeping, or responding to lawful requests from authorities.

Legitimate Interests

We may process data where it is reasonably necessary for our legitimate business interests, provided your rights do not override those interests. This can include managing customer relations, protecting against fraud, improving service delivery, and maintaining secure records.

Consent

In limited circumstances, we may rely on your consent, for example where you voluntarily provide optional information or where consent is required by law. You may withdraw consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. Data Sharing and Processors

We may share personal data with trusted third parties, but only where necessary and appropriate. These third parties act as processors or independent controllers depending on the situation. Processors may include:

IT and system providers that support data storage, communications, and security;
payment service providers that process card or electronic payments;
accounting and bookkeeping providers that assist with financial administration;
subcontracted service providers engaged to help deliver moving or transport services;
professional advisers such as legal, insurance, or compliance consultants;
public authorities where disclosure is required by law or necessary for legal proceedings.

All processors are selected carefully and are required to protect personal data, use it only for authorised purposes, and implement appropriate technical and organisational security measures. We do not sell personal data.

6. International Transfers

Where personal data is transferred outside the UK, we take appropriate steps to ensure a similar level of protection is maintained. This may include using approved contractual safeguards or relying on an adequacy decision where available. We only transfer data where such transfer is necessary and permitted by law.

7. Data Retention

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

As a general principle:

booking and service records are kept for the duration needed to manage the service and handle follow-up queries;
financial records are retained for the period required under tax and accounting laws;
complaint and dispute records may be kept longer where necessary to resolve issues or defend legal claims;
general correspondence is retained only as long as needed for administrative purposes.

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

8. Data Security

We use appropriate safeguards to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include restricted access, secure storage, confidentiality controls, and monitoring of systems where appropriate. While no method of transmission or storage is completely risk-free, we take reasonable and proportionate steps to safeguard information.

9. Your Rights

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

the right of access to obtain a copy of the personal data we hold about you;
the right to rectification to correct inaccurate or incomplete data;
the right to erasure to request deletion of your data in certain circumstances;
the right to restrict processing to limit how we use your data in some cases;
the right to data portability to receive certain data in a usable format;
the right to object to processing based on legitimate interests or direct marketing;
the right to withdraw consent where processing is based on consent.

You also have the right to raise concerns with the relevant data protection authority if you believe your data has been handled unlawfully. We encourage you to contact us first so we can address any concerns promptly and fairly.

10. Children’s Data

Our services are intended for adults and business customers arranging moving and transport services. We do not knowingly collect personal data from children unless it is incidentally included in service instructions or property-related information provided by an adult customer. If we become aware that we have collected data improperly, we will take reasonable steps to delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal obligations. Any updated version will apply from the date it is made available. We encourage customers to review this Policy periodically so they remain informed about how their data is handled.

12. Summary of Our Commitment

Man With Van Hampstead processes personal data fairly, lawfully, and transparently. We collect only the information we need, use it for clear and legitimate purposes, keep it only for as long as necessary, and apply appropriate safeguards when sharing it with processors or other third parties. This Privacy Policy applies to all Man With Van Hampstead customers in area and is designed to ensure that your information is handled with respect and in accordance with GDPR principles.