Privacy Policy - Man And Van Hampstead

Man And 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 data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all Man And Van Hampstead customers in area, including individuals, households, landlords, tenants, and businesses that use our removal, transport, delivery, or related services.

1. Data We Collect

We collect only the personal data necessary to provide our services, manage bookings, communicate with customers, and meet legal obligations. The categories of data we may collect include:

Identity data such as your name, title, and any business name you provide.
Contact data such as address, email address, and telephone number.
Booking and service data such as service dates, moving details, item descriptions, access information, and special handling instructions.
Billing and payment data such as payment status, invoice details, and limited transaction records.
Communication data such as enquiries, feedback, complaints, and correspondence related to your booking or service.
Technical data when you interact with digital services we may use, including device type, browser type, IP address, and basic usage data.
Operational data such as staff notes necessary to complete the move safely and efficiently.

We do not intentionally collect special category data unless it is essential and you choose to provide it. If such information is shared with us, for example about access needs or health-related handling instructions, we will process it only where there is a lawful basis and appropriate safeguards.

2. How We Use Personal Data

We use personal data for the following purposes:

to provide quotations and manage bookings;
to carry out removals, deliveries, and related services;
to confirm service arrangements and communicate changes;
to issue invoices, process payments, and keep financial records;
to handle complaints, claims, and customer support requests;
to improve our services, training, and internal operations;
to comply with legal, tax, insurance, and regulatory obligations;
to protect our business, customers, and staff from fraud, misuse, or unsafe activity.

We will only use your data in ways that are compatible with the purpose for which it was collected, unless we reasonably determine that another compatible purpose exists or you have given permission where required.

3. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. Depending on the situation, Man And Van Hampstead may rely on one or more of the following lawful bases:

Contract – processing is necessary to provide a quote, arrange a booking, or perform the services you request.
Legal obligation – processing is necessary to comply with tax, accounting, insurance, and other legal requirements.
Legitimate interests – processing is necessary for the running of our business, improving services, managing risk, or preventing fraud, provided these interests do not override your rights and freedoms.
Consent – where required, for example for certain marketing communications or the processing of optional sensitive information. You may withdraw consent at any time.

We assess each processing activity to ensure that the chosen lawful basis is appropriate and that the data involved is limited to what is necessary.

4. Sharing and Processors

We may share personal data with trusted third parties that help us deliver our services. These organisations act as processors or independent controllers depending on their role. We require appropriate contracts and safeguards to protect your data.

Processors may include:

Payment service providers that process card or electronic payments.
Accounting and bookkeeping providers that manage invoices, receipts, and financial reporting.
IT and cloud service providers that support data storage, communication tools, and system maintenance.
Customer service or administrative support providers that assist with scheduling and records.
Professional advisers such as insurers, lawyers, or auditors where needed.

We may also disclose personal data where required by law, court order, regulatory request, or to protect our legal rights, property, customers, or staff. We do not sell your personal data.

5. International Transfers

If any processor stores or accesses data outside the UK, we will ensure suitable safeguards are in place, such as adequacy regulations or approved contractual protections. These safeguards are intended to keep your personal data secure and to maintain a level of protection consistent with UK GDPR.

6. Data Retention

We keep personal data only for as long as necessary for the purposes described in this policy. Retention periods vary depending on the type of data, legal requirements, and the nature of our relationship with you.

Booking and service records are typically retained for the time needed to complete the service and handle any follow-up queries or disputes.
Financial and invoicing records are usually kept for the period required by tax and accounting laws.
Complaint or claim records may be retained for longer if needed to defend legal claims or meet insurance requirements.
Marketing preferences are retained until you withdraw consent or object to processing.

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you. Retention is reviewed periodically to ensure we do not keep information for longer than necessary.

7. Your Rights

As a data subject under UK GDPR, you have rights in relation to your personal data. These rights may be subject to certain legal conditions or exemptions. Your rights include:

Right of access – you may request a copy of the personal data we hold about you.
Right to rectification – you may ask us to correct inaccurate or incomplete data.
Right to erasure – in some circumstances, you may request deletion of your data.
Right to restriction – you may ask us to limit how we use your data in certain cases.
Right to data portability – you may request a copy of certain data in a commonly used format.
Right to object – you may object to processing based on legitimate interests or to direct marketing.
Right to withdraw consent – where processing relies on consent, you may withdraw it at any time.

If you exercise any of these rights, we may need to verify your identity before responding. We will respond within the time limits required by law.

8. Security of Your Data

We take appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, destruction, or misuse. These measures may include access controls, secure storage, staff confidentiality obligations, and limited data sharing with processors who are bound by contractual protections. While no system can be guaranteed completely secure, we work to maintain a high standard of data protection.

9. Children’s Data

Our services are generally intended for adults. We do not knowingly collect personal data from children unless it is necessary in connection with a booking or service arrangement made by a parent, guardian, or responsible adult. Where children’s data is involved, we treat it with additional care and only process it where lawful and necessary.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. The latest version will apply to all data processing from the date it is published. We encourage customers to review this policy periodically so they remain informed about how their information is handled.

11. Summary of Our Commitment

Man And Van Hampstead only processes personal data that is necessary, lawful, and relevant to the services we provide. We respect your privacy, use trusted processors, keep data only for as long as needed, and support your rights under UK GDPR. This policy applies to all Man And Van Hampstead customers in area, and we are committed to handling your information fairly, transparently, and securely.