Privacy Policy

Man With a Van Notting Hill Privacy Policy

This Privacy Policy explains how Man With a Van Notting Hill collects, uses, stores and protects your personal data. It applies to all Man With a Van Notting Hill customers in our service area, including individuals and businesses who request or use our moving and transport services, or who contact us for quotations and enquiries.

We are committed to complying with the United Kingdom General Data Protection Regulation and all applicable data protection laws. This Policy is intended to provide you with clear and transparent information about our data processing activities and your rights.

Who we are and scope of this policy

Man With a Van Notting Hill is a local moving and transport service provider operating in and around the Notting Hill area. For the purposes of data protection law, we act as the data controller when we process personal data about our customers, prospective customers and website users.

This Privacy Policy covers all personal data we collect and process in connection with:

Bookings and service enquiries for moves, deliveries or collections; Communications with us by phone, text, online forms, or other channels; Use of our website where personal information is submitted; Any follow-up, feedback or complaint handling related to our services.

Types of personal data we collect

We only collect personal data that is necessary for the purposes set out in this Policy. The types of personal data we may collect include:

Identity and contact details: name, address, collection and delivery addresses, billing address, and other relevant contact details you provide.

Booking and service information: details about the services you request, preferred dates and times, property access information needed to perform the service, and any instructions you give us about your move or items.

Communication records: information contained in messages, emails, or other communications you send to us, including enquiries, feedback and complaints.

Payment-related information: limited payment details necessary to confirm that payment has been made or received. We do not store full payment card numbers. Payments may be processed by independent payment service providers acting as data processors or independent controllers, in which case their own privacy policies will also apply.

Technical data from website use: where applicable, basic technical information such as IP address, device type and approximate location, where this is captured by our website for security, analytics or service improvement purposes.

Lawful bases for processing your personal data

We process your personal data only where we have a valid legal basis under data protection law. Depending on the specific activity, we may rely on one or more of the following legal bases:

Contract: we process personal data to take steps at your request before entering into a contract and to perform the contract once agreed. This includes handling enquiries, providing quotations, arranging bookings, performing moving services and handling payments.

Legal obligation: we may process personal data where necessary to comply with legal obligations, such as record-keeping, tax and accounting requirements, or responding to lawful requests from authorities.

Legitimate interests: we may process personal data where necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. Examples include managing and improving our services, responding to queries, ensuring security, preventing fraud and defending legal claims.

Consent: where required by law, we may rely on your consent, for example for certain types of optional marketing or analytics. You can withdraw your consent at any time, although this will not affect the lawfulness of processing before consent was withdrawn.

How we use your personal data

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

To provide quotations and respond to enquiries about our services; To confirm bookings, schedule services and communicate with you about your move or transport; To deliver our services safely and efficiently, including managing pick-up and drop-off locations and any special instructions; To process and confirm payments and manage invoices and receipts; To maintain internal records, including for accounting, tax and audit purposes; To improve our services, operations and customer experience; To communicate with you about important changes to our services or policies; To handle feedback, complaints and disputes; To protect our business, customers and staff, including fraud prevention and security.

Data sharing and use of processors

We will not sell your personal data. We may share your personal data with third parties only where it is necessary and lawful to do so, including:

Service providers and data processors: We may engage carefully selected third parties to provide services on our behalf, such as payment processing, IT support, website hosting, data storage, customer management or communications. These providers act as data processors and are only permitted to process your personal data in accordance with our instructions and this Privacy Policy, and they must implement appropriate security measures.

Professional advisers: We may share data with our accountants, legal advisers or other professional service providers where necessary to obtain professional advice or meet our obligations.

Authorities and regulators: Where required by law, or where necessary to protect our rights, property or safety, we may disclose personal data to law enforcement, regulators or other authorities.

If we are involved in a business restructuring, merger or transfer, your personal data may be shared with relevant parties in a controlled and secure manner, subject to appropriate confidentiality and data protection safeguards.

International transfers

Where we use third-party service providers that are based outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data. These may include standard contractual clauses or other safeguards recognised under data protection law. Details of such safeguards can be provided upon request.

Data retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting or reporting requirements.

In general, we will keep:

Booking and service records, including invoices and basic contact details, for a period required by tax and accounting laws; Communication records for a reasonable period to manage queries, complaints and any potential disputes; Technical data from website use for a limited period necessary for security and analytics purposes.

When personal data is no longer needed, we will securely delete or anonymise it so that you can no longer be identified from it.

How we protect your personal data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration or disclosure. These measures include limiting access to personal data to personnel and service providers who need it to perform their duties, using secure systems and maintaining internal policies and procedures on data protection and information security.

Your data protection rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and legal limitations, but we will always respond to any request you make in accordance with applicable law.

Your rights include:

Right of access: You can request confirmation of whether we hold personal data about you and obtain a copy of that data, along with information about how we process it.

Right to rectification: You can ask us to correct or update inaccurate or incomplete personal data.

Right to erasure: In certain circumstances, you can request that we delete your personal data, for example where it is no longer required for the purposes for which it was collected and we have no legal reason to retain it.

Right to restriction of processing: You can ask us to restrict how we use your data in certain situations, such as while we are assessing a request to rectify or erase your data.

Right to data portability: Where processing is based on consent or contract and carried out by automated means, you may request to receive your personal data in a structured, commonly used and machine-readable format and to have it transmitted to another controller where technically feasible.

Right to object: You can object to processing based on our legitimate interests, including any direct marketing. We will stop processing your data for these purposes unless we have compelling legitimate grounds to continue.

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

Exercising your rights and complaints

If you wish to exercise any of your rights, or if you have any questions or concerns about how we handle your personal data, you can contact us using the contact details provided on our website or other service documentation.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe your rights have been infringed. We would, however, appreciate the opportunity to address your concerns directly before you approach a supervisory authority.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or for other operational reasons. The most current version will always apply to the processing of your personal data. We encourage you to review this Policy periodically to stay informed about how we protect your privacy as a Man With a Van Notting Hill customer in our service area.