Privacy Policy - Man With Van Westhampstead

Effective date: This Privacy Policy applies to all Man With Van Westhampstead customers in the area.

Man With Van Westhampstead is committed to protecting the privacy and personal data of our customers, prospective customers, suppliers, and any other individuals whose information we process in connection with our moving and transport services. This Privacy Policy explains how we collect, use, store, share, and protect personal data, and sets out the rights you have under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, requesting a quote, making an enquiry, or otherwise interacting with us, you acknowledge that we may process your personal data in accordance with this Privacy Policy.

1. Who we are

For the purposes of data protection law, Man With Van Westhampstead is the data controller in respect of the personal data we collect and use for our business operations. This means we decide how and why your personal data is processed.

We take our obligations seriously and only process personal data where we have a valid legal basis to do so. We also work to ensure that personal data is handled fairly, lawfully, transparently, and securely.

2. Personal data we collect

We collect only the personal data necessary to provide our services, manage customer relationships, operate our business, and comply with legal obligations. The types of data we may collect include:

Identity information such as your name and title.
Contact information such as your address, email address, and telephone number.
Service details including pickup and delivery addresses, moving dates, property access details, inventory lists, and special handling requirements.
Payment and billing information where relevant to invoicing, refunds, or account management.
Communication records including enquiries, messages, complaints, and feedback.
Technical data where you interact with us digitally, such as device information, IP address, and basic usage information, if collected through our systems.
Booking and transaction history for service administration, records, and dispute handling.

We do not intentionally collect special category personal data unless it is strictly necessary and you choose to provide it to us, for example if you disclose information relating to health, access needs, or vulnerability so that we can arrange services appropriately. Where such information is provided, we process it carefully and only when there is a lawful basis to do so.

3. How we collect personal data

We may collect personal data directly from you, from third parties acting on your behalf, or from business systems used to support our operations. This may happen when you:

request a quote or make a booking;
communicate with us by phone, email, or other channels;
provide details needed for a moving or transport service;
submit payment or invoicing information;
leave feedback or raise a query; or
interact with our service providers or subcontractors as part of a booking.

In some cases, we may receive data from landlords, estate agents, property managers, business customers, or other authorised representatives where they are arranging services on your behalf. We may also receive information from payment providers, accounting systems, and other professional service partners.

4. Lawful basis for processing

We only process your personal data where the law allows us to do so. Depending on the context, the lawful basis may include:

Contract – processing is necessary to enter into or perform a contract with you, such as providing moving services, preparing a quote, arranging a booking, or managing payment.
Legal obligation – processing is necessary to comply with legal and regulatory obligations, such as tax, accounting, or record-keeping duties.
Legitimate interests – processing is necessary for our legitimate business interests, provided these are not overridden by your rights and freedoms. This may include service administration, internal record keeping, fraud prevention, business improvement, and responding to enquiries or complaints.
Consent – in limited cases, we may rely on your consent, for example where you have specifically agreed to receive certain optional communications. You may withdraw consent at any time where consent is the basis used.
Vital interests – in rare circumstances, we may process personal data to protect someone’s life or physical safety.

Where we process special category data, we will only do so where a further lawful condition under data protection law applies, and only to the extent necessary for the specific purpose.

5. How we use your data

We use personal data for the following purposes:

to provide moving, transport, and related services;
to prepare estimates and confirm bookings;
to communicate about schedules, access, service requirements, and changes;
to process payments, invoices, refunds, and account records;
to manage customer support, complaints, and service issues;
to keep business records and meet our legal obligations;
to improve our services, operations, and customer experience;
to protect against fraud, misuse, or security incidents; and
to defend or establish legal claims where necessary.

We will only use your data for the purposes for which it was collected unless we reasonably consider that we need to use it for another compatible purpose.

6. Sharing your personal data and processors

We may share personal data with trusted third parties where necessary for our business operations, service delivery, or legal compliance. These third parties may act as processors or, in some cases, as independent controllers. We require all processors to handle data securely, only on our instructions, and in compliance with data protection law.

Examples of processors or service providers may include:

IT and cloud service providers used for email, data storage, scheduling, and business administration;
accounting and invoicing providers used to manage financial records;
payment service providers used to process transactions;
customer management or booking systems that help us organise services;
professional advisers such as accountants, insurers, or legal advisers;
subcontractors or operational partners assisting with service delivery;
public authorities where we are legally required to disclose information.

We do not sell personal data. Where data is shared with a third party, we ensure that it is limited to what is necessary and that appropriate safeguards are in place. If a third party processes data on our behalf, they are bound by contractual obligations regarding confidentiality, security, and lawful processing.

7. International transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are used, such as adequacy regulations, standard contractual clauses, or equivalent protective measures recognised under applicable law. We take steps to ensure that your data remains protected wherever it is processed.

8. Data retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting, and reporting requirements. Retention periods vary depending on the nature of the data and the purpose for which it is processed.

In general:

booking and customer records are retained for as long as needed to manage the service and handle any follow-up matters;
financial and tax records are retained for the period required by law;
correspondence and complaint records are retained for a reasonable period to support business and legal needs;
data no longer required is securely deleted, anonymised, or archived where appropriate.

Where we rely on legitimate interests or where there is a potential legal claim, we may retain information for longer if necessary and proportionate.

9. Your rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply in different situations and may be subject to legal limits. They include:

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 information.
Right to erasure – you can ask us to delete your data in certain circumstances.
Right to restrict processing – you can ask us to limit how your data is used in certain cases.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – you can ask for certain data to be provided in a structured, commonly used format, where applicable.
Right to withdraw consent – where processing is based on consent, you can withdraw it at any time.

You also have the right to lodge a complaint with the Information Commissioner’s Office if you believe your data has been handled unlawfully or unfairly. We encourage you to raise any concerns with us first so we can try to resolve them promptly.

10. Data security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, limited permissions, staff confidentiality obligations, and supplier due diligence.

Although we take reasonable steps to protect data, no system can be guaranteed to be completely secure. If we become aware of a personal data breach affecting your information, we will assess the incident and take appropriate action in line with legal requirements.

11. Children’s data

Our services are not directed to children, and we do not knowingly collect personal data from children except where necessary in the context of a household move or other service arrangement and where the information is provided by an adult responsible for the booking. If you believe a child’s data has been provided to us incorrectly, please let us know so that we can review and take appropriate steps.

12. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any updated version will apply from the date it is made available. We recommend reviewing this policy periodically to stay informed about how we protect your personal data.

13. Scope of this policy

This Privacy Policy applies to all Man With Van Westhampstead customers in the area and to personal data processed in connection with our services, enquiries, bookings, administration, and related business activities. It is intended to provide clear and transparent information about our data handling practices and your rights.

Summary of our commitment: We process personal data fairly, securely, and only where we have a lawful basis. We keep data no longer than necessary, use trusted processors under contract, and respect your rights under UK data protection law.