Privacy Policy

Man and Van Hampstead Privacy Policy

This Privacy Policy explains how Man and Van Hampstead collects, uses, stores and protects personal data relating to our services. It applies to all Man and Van Hampstead customers in our service area, including individuals and businesses who book or enquire about our man and van services.

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

Personal Data We Collect

We only collect personal data that is necessary for providing and managing our services. The types of data we may collect include:

Identification and contact details such as name, address, service address, billing address, and other contact details you provide to us so we can arrange and complete your move or transport service.

Booking and service details such as requested dates and times, collection and delivery locations, access information, inventory or description of items to be moved, and any special instructions necessary to perform the service.

Payment and billing information such as payment method details, transaction identifiers, invoice and payment history, and records needed for accounting and tax purposes. We do not store full card details if payment is processed through a secure payment provider.

Communication records such as enquiries, quotes, emails, messages and any other communications between you and Man and Van Hampstead, including notes related to your bookings and after-service feedback.

Technical and usage information such as basic device and browser data, IP address, and information about how you interact with our website or online booking tools, to help us improve our services and maintain security.

How We Collect Your Data

We collect personal data directly from you when you contact us by phone, through our website forms, through third-party platforms where our services may be listed, or in person.

We may also receive personal data about you from third parties when they book a service on your behalf, for example when a family member, landlord, employer or letting agent arranges a move for you. In such cases we rely on the third party to have your permission to share your details with us.

Lawful Basis for Processing

We process your personal data only where we have a valid lawful basis under data protection law. Depending on the context, our lawful bases may include:

Performance of a contract. We process your personal data to take steps at your request before entering into a contract and to perform our contract with you. This includes processing necessary to provide quotes, confirm bookings, deliver our man and van services, handle payments and communicate with you regarding your booking.

Legal obligation. We process certain information to comply with legal and regulatory requirements, such as retaining records for tax, accounting, insurance and other statutory obligations.

Legitimate interests. We may process your personal data for our legitimate business interests, provided such interests are not overridden by your rights and freedoms. These interests may include improving and developing our services, handling queries and complaints, maintaining security, preventing fraud, managing our relationship with you and keeping limited records of past communications.

Consent. In some cases, we may rely on your consent for specific processing activities, such as sending certain types of marketing communications. Where we rely on consent, you can withdraw it at any time.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide and manage our man and van services, including assessing your requirements, arranging transport, planning the work, and carrying out the move or delivery.

To communicate with you, including providing quotes, confirming bookings, answering enquiries, sending service updates and responding to any complaints or feedback.

To process payments, issue invoices, manage accounts, and handle any refunds or disputes.

To manage our business operations, including internal administration, record-keeping, quality control, training, and service improvement.

To comply with legal and regulatory requirements and to cooperate with law enforcement or regulators where required.

To protect our rights, property or safety and that of our customers, team members and the public, including investigating potential fraud or misuse of our services.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with third parties only where necessary and in accordance with data protection law.

Service providers and processors. We may use carefully selected third-party processors who provide services such as payment processing, accounting, cloud storage, document management, customer management tools and IT support. These processors only act on our instructions and are bound by contractual obligations to protect your data and keep it secure.

Operational partners. In some cases, we may work with trusted subcontractors or partner companies to help deliver part of a service where necessary. They will only receive the information required to perform their role and are required to keep it confidential.

Professional advisers. We may share data with professional advisers such as accountants, auditors, legal advisers and insurance providers where this is necessary for the services they provide to us.

Authorities and law enforcement. We may disclose personal data where required by law, regulation or court order, or when necessary to protect our rights or the rights of others.

Whenever we share data with processors or partners, we ensure appropriate safeguards are in place to protect your personal data.

Data Retention

We keep your personal data only for as long as is necessary for the purposes set out in this Privacy Policy or as required by law.

In general, we retain booking, billing and communication records for a period that allows us to respond to queries, handle any claims or complaints, and meet our tax and accounting obligations. After this period, data is securely deleted or anonymised so it can no longer be linked to you.

Where we rely on your consent for specific processing, we will retain related data only for as long as your consent remains valid, or until you withdraw it.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all Man and Van Hampstead customers in our service area, subject to certain legal limitations and exemptions.

Right of access. You have the right to request confirmation of whether we process your personal data and to obtain a copy of that data, along with related information.

Right to rectification. You have the right to request correction of any inaccurate or incomplete personal data we hold about you.

Right to erasure. In certain circumstances, you may request that we delete your personal data. This is not an absolute right and may not apply where we need to retain data for legal or contractual reasons.

Right to restriction of processing. You may request that we limit the way we use your data in certain situations, for example while we are considering a request you have made to correct or delete your data.

Right to data portability. In specific circumstances, you may request that we provide your personal data in a structured, commonly used and machine-readable format, and that it is transmitted to another controller where technically feasible.

Right to object. You may object to processing that is based on our legitimate interests. We will consider your objection and stop processing unless we have compelling legitimate grounds which override your interests, rights and freedoms or the processing is required for legal claims.

Rights in relation to automated decision-making. Man and Van Hampstead does not carry out solely automated decision-making that produces legal or similarly significant effects for customers.

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

Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration or disclosure. These measures include restricting access to personal data to those who need it for their role, using security safeguards in our systems and requiring our processors to maintain suitable data protection standards.

While we take reasonable steps to protect your information, no system can be guaranteed to be completely secure. You are responsible for keeping any reference numbers, booking details or account information confidential.

International Transfers

Where we use third-party service providers or systems that involve the transfer of personal data outside the United Kingdom or the European Economic Area, we ensure that appropriate safeguards are in place, such as adequacy decisions or standard contractual clauses, to protect your data in accordance with applicable law.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or data processing practices. Any changes will be effective when the updated policy is made available. We encourage you to review this policy periodically to stay informed about how we handle your personal data.

Contact and Queries

If you have any questions about this Privacy Policy or how we handle your personal data, or if you wish to exercise any of your data protection rights, you can contact Man and Van Hampstead using the usual contact details you use to arrange our services.