Privacy Policy - Man With A Van Notting Hill

This Privacy Policy explains how Man With A Van Notting Hill collects, uses, stores, shares, and protects personal data. It applies to all Man With A Van Notting Hill customers in the area, including anyone who requests, books, receives, or enquires about our moving and transport services. We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable privacy laws.

1. Information We Collect

We collect only the personal data that is necessary to provide our services, manage our business, and meet legal requirements. The information we collect may include:

Identity details such as your name and title.
Contact details such as address, telephone number, and email address.
Service information such as collection and delivery addresses, preferred dates, property access notes, and moving requirements.
Billing and payment information such as invoice details, payment status, and transaction records.
Communication records including emails, text messages, call notes, and any messages you send when making an enquiry or booking.
Technical data such as IP address, browser type, and device information if you interact with us online.
Operational data such as job history, quotes, service preferences, complaints, and feedback.

We may also receive personal data from third parties where necessary to deliver a service, process a payment, or verify information. For example, this may include landlords, estate agents, solicitors, business partners, or building managers when they are involved in the move.

2. How We Use Personal Data

We use personal data only for lawful and legitimate purposes. These include:

providing quotes and confirming bookings;
planning and carrying out removals and transport services;
communicating with customers about schedules, access, and service details;
processing payments, issuing invoices, and maintaining financial records;
handling customer queries, complaints, and service follow-up;
meeting legal, tax, accounting, and insurance obligations;
protecting our business, staff, and customers from fraud, misuse, or unlawful activity;
improving our services, operations, and internal processes;
keeping records necessary for business administration and evidence of service delivery.

We do not use personal data for purposes that are incompatible with the original reason for collection unless we have a valid legal basis to do so.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each use of personal data. Depending on the circumstances, we may process your data on the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, arranging the move, confirming details, completing the service, and handling related customer support.

Legal Obligation

We may process data where necessary to comply with legal duties, including tax, accounting, record-keeping, fraud prevention, insurance, and regulatory requirements.

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. Our legitimate interests may include business administration, service improvement, maintaining accurate records, managing risk, and protecting our operations.

Consent

In some situations, we may rely on your consent, for example for certain optional communications or non-essential processing. Where we rely on consent, you have the right to withdraw it at any time.

Vital Interests and Public Task

These bases are unlikely to apply in ordinary customer services, but may be used if necessary in exceptional circumstances.

4. Data Sharing and Processors

We may share personal data with trusted third parties, but only when necessary and subject to appropriate safeguards. These third parties act either as data processors on our behalf or as independent controllers in their own right.

Examples of processors may include:

payment service providers;
accounting and bookkeeping services;
IT and cloud storage providers;
customer communication platforms;
booking or scheduling software providers;
professional advisers such as insurers, auditors, or legal advisers;
subcontracted drivers or operational partners who assist with a booking;
document storage and secure archiving services.

Where we use processors, they are only permitted to process data according to our instructions and must protect the information with appropriate security measures. We do not sell personal data.

We may also disclose personal data where required by law, court order, or lawful request from a public authority. In addition, data may be shared to establish, exercise, or defend legal claims.

5. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, insurance, and operational requirements. Retention periods may vary depending on the type of data and the reason it is held.

Customer and booking records are usually kept for the duration of the customer relationship and for a reasonable period afterwards.
Invoice, payment, and tax records are retained for the period required by law.
Correspondence and complaint records may be kept for a period needed to manage service issues and legal claims.
Technical and security logs are retained for limited periods unless a longer period is needed for investigation or legal compliance.

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

6. Data Security

We take reasonable technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our data handling practices.

Although we work hard to protect information, no system can be guaranteed to be completely secure. We therefore encourage customers to share only the information necessary for the service and to notify us promptly if they believe their data may have been compromised.

7. International Transfers

If any service provider stores or processes data outside the United Kingdom, we will ensure that appropriate safeguards are in place. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent protection measures recognised by law.

8. Your Rights

As a data subject, you have rights under data protection law. These rights may apply depending on the circumstances and legal basis for processing.

Right of access - you can request a copy of the personal data we hold about you.
Right to rectification - you can ask us to correct inaccurate or incomplete data.
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 certain cases.
Right to object - you can object to processing based on legitimate interests or direct marketing.
Right to data portability - you can request that certain data be provided in a structured, commonly used format.
Right to withdraw consent - where processing is based on consent, you may withdraw that consent at any time.
Right to complain - you can raise concerns with the relevant data protection authority if you believe your rights have been breached.

We may need to verify your identity before responding to a rights request. This helps protect your data and ensure we only share information with the correct person.

9. Children’s Data

Our services are intended for adult customers and business clients arranging moving services. We do not knowingly collect personal data from children unless it is required as part of a move and provided by an adult with authority to do so. If we become aware that we have collected data inappropriately, we will take steps to delete it where appropriate.

10. Marketing

If we send marketing communications, we will do so only where permitted by law. You may opt out of marketing at any time. We will continue to send essential service messages and transactional communications where they are necessary for booking, billing, or service delivery.

11. 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 updated version will apply from the date it is issued. We encourage customers to review this policy periodically so they remain informed about how their data is used.

12. Summary of Our Privacy Commitments

Man With A Van Notting Hill only collects the personal data needed to deliver moving services, manage bookings, and meet legal obligations. We process data on lawful bases such as contract, legal obligation, legitimate interests, and consent where appropriate. We retain data only as long as necessary, share it only with trusted processors or where legally required, and respect your rights under data protection law.

This Privacy Policy applies to all Man With A Van Notting Hill customers in area.