Man with Van West Hampstead Privacy Policy

This Privacy Policy explains how Man with Van West Hampstead collects, uses, stores and protects personal data relating to our customers and prospective customers in the West Hampstead area. It also sets out your rights under the UK General Data Protection Regulation and related data protection laws. By using our services, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all customers and prospective customers of Man with Van West Hampstead in the West Hampstead area who contact us, request a quotation, make a booking, or otherwise use our moving and transport services. It covers personal data collected through any communication channel, including telephone, online enquiry forms, messaging applications, and in-person interactions related to our services.

Personal Data We Collect

We only collect personal data that is necessary for the provision of our services and for related business purposes. The categories of personal data we may collect include:

Identity and contact details, such as your name, address, collection and delivery addresses, and general location information relevant to the service you request. Booking and service information, such as preferred dates and times for the move, property access details, information about the items to be moved, and any special instructions you provide. Communication data, such as information contained in messages you send to us by phone, text or online forms, and any notes we make in relation to your enquiry or booking. Payment related details, such as confirmation of payment and limited billing information required to process your transaction, excluding full payment card data if this is handled securely by a third-party payment processor. Technical and usage information, such as the date and time of your enquiry, and basic technical data created as a result of your interaction with our website or online forms, where applicable.

How We Collect Your Data

We collect personal data directly from you when you contact us to request a quotation, ask a question, or make a booking. This may occur via phone calls, online forms, messaging services, or in-person discussions. We may also receive personal data about you from third parties who are arranging a move on your behalf, for example an agency, business partner, or relative. In such cases, we will treat that data in accordance with this Privacy Policy.

Lawful Basis for Processing

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

Contractual necessity. We process your data where it is necessary to take steps at your request before entering into a contract, and to perform a contract for moving or transport services. This includes handling your enquiry, providing a quotation, confirming a booking, and carrying out the service. Legitimate interests. We process your data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include managing our business operations, improving our services, keeping appropriate records, preventing fraud, and handling queries or complaints. Legal obligations. We may process your personal data where required to comply with legal or regulatory obligations, such as record keeping, tax, or insurance requirements. Consent. In limited situations, we may rely on your consent, for example for certain types of optional communications. Where processing is based on consent, you are free to withdraw your consent at any time.

How We Use Your Personal Data

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

To respond to your enquiries, provide quotations and discuss your moving requirements. To set up and manage your booking, including communicating with you about dates, times, access arrangements and any special instructions. To deliver our moving and transport services, including coordinating logistics and handling your belongings with appropriate care. To manage our relationship with you, including handling any feedback, queries, complaints, or after-service support you may need. To maintain internal records for operational, accounting and administrative purposes. To comply with legal, regulatory and insurance obligations, including tax and financial reporting where required. To protect our business, our staff and our customers, which may include using data to detect and prevent fraud or misuse of our services.

Data Sharing and Processors

We will not sell or rent your personal data. We may share your data with carefully selected third parties where this is necessary to provide our services or conduct our business. These third parties act either as independent controllers or as data processors on our behalf.

We may share your data with service providers who support our operations, such as technology, booking or payment processing services, customer communication tools and data storage providers. Where we use data processors, they are only permitted to process your personal data on our instructions and must keep your data secure.

We may also disclose personal data if required by law, regulation, or by a governmental or law enforcement authority, or to establish, exercise or defend our legal rights. Where data is shared with third parties, we will ensure that appropriate safeguards and data protection terms are in place.

Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including to provide our services, maintain business records and comply with legal and regulatory obligations.

Generally, enquiry and booking records, including associated personal data, are kept for a period that allows us to respond to queries, resolve disputes, and demonstrate that we have provided our services in a proper and lawful manner. After the relevant retention periods have expired, we will delete or anonymise your personal data in a secure manner.

Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, disclosure, alteration or destruction. These measures are designed to ensure a level of security appropriate to the nature and sensitivity of the data we process.

While we take reasonable steps to protect your data, no system can be completely secure. You should also take care when sharing personal information with us and avoid including unnecessary or highly sensitive details in communications.

International Data Transfers

Our primary operations are based in the United Kingdom. Where we use service providers located outside the United Kingdom or the European Economic Area, or where data is stored or accessed from other countries, we will ensure that appropriate safeguards are in place. These may include ensuring that the recipient country has an adequate level of data protection or entering into data transfer agreements that contain appropriate safeguards for your personal data.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These include:

The right of access. You can request confirmation of whether we process your personal data and obtain a copy of the data we hold about you, along with certain additional information. The right to rectification. You can ask us to correct or complete any inaccurate or incomplete personal data we hold about you. The 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 have withdrawn your consent and there is no other legal basis for processing. The right to restrict processing. You can ask us to restrict the processing of your personal data in certain situations, such as when you contest the accuracy of the data or object to our processing. The right to object. You can object to processing based on our legitimate interests, on grounds relating to your particular situation. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests and rights or where processing is necessary for legal claims. The right to data portability. In certain circumstances, you can request that we provide your personal data in a structured, commonly used and machine-readable format, or that we transmit it to another controller where this is technically feasible.

You also have the right to lodge a complaint with a supervisory authority if you believe that your data protection rights have been infringed.

Children

Our services are not directed at children, and we do not knowingly collect personal data from children. If we become aware that we have collected personal data from a child without appropriate consent, we will take steps to delete that information.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, operations, or legal obligations. When we make significant changes, we will take reasonable steps to bring them to your attention. The most current version of this Privacy Policy will always apply to the personal data we hold about you.

By continuing to use the services of Man with Van West Hampstead after any changes come into effect, you acknowledge the updated Privacy Policy.