Privacy Policy - Man With Van Holland Park

This Privacy Policy explains how Man With Van Holland Park collects, uses, stores, and protects personal data when providing moving and transport services. It applies to all Man With Van Holland Park customers in the area, including individuals, households, landlords, tenants, and businesses that use our services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Man With Van Holland Park provides removals, transport, packing, loading, unloading, and related moving services. In delivering these services, we act as a data controller for the personal data we collect and determine the purposes and means of processing that data. This means we decide why and how your information is used, while ensuring that your privacy rights are respected.

2. Personal Data We Collect

We collect only the information necessary to provide our services and manage our business responsibly. The types of personal data we may collect include:

Identity details such as your name or business name.
Contact details such as email address, telephone number, and correspondence details.
Service information such as pickup and delivery addresses, moving dates, access details, item descriptions, and service preferences.
Booking and transaction details such as quotes, invoices, payment status, and service history.
Communication records such as messages, enquiries, complaints, and feedback.
Technical data such as IP address, browser type, or device information if you interact with our digital systems.
Special instructions that may relate to fragile, heavy, or valuable items and any access requirements at the property.

We do not seek to collect excessive data. Where possible, we limit collection to information that is relevant and proportionate to the services requested.

3. How We Use Your Personal Data

We use your personal data to operate our services effectively and to meet legal and contractual obligations. Typical uses include:

Providing quotes and confirming bookings.
Delivering moving and van services.
Planning routes, schedules, and staffing.
Communicating about service updates, changes, or issues.
Processing payments and managing invoices.
Handling complaints, claims, and support requests.
Maintaining business records and improving service quality.
Complying with tax, accounting, insurance, and regulatory duties.

We only use your data for clearly identified purposes and do not use it in ways that are incompatible with those purposes. Where appropriate, we may anonymise or aggregate data so that it no longer identifies you personally.

4. Lawful Basis for Processing

Under the GDPR, we must have a lawful basis for processing personal data. We rely on one or more of the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotations, arranging collections and deliveries, and completing moving services.

Legal Obligation

We may process data when required to comply with legal obligations, such as accounting rules, tax requirements, record-keeping duties, fraud prevention, or responses to lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate interests and where those interests do not override your rights and freedoms. This may include service management, internal administration, customer support, business security, and record retention.

Consent

In limited cases, we rely on your consent, for example for specific optional communications or where required for particular types of processing. When consent is used, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

5. Sharing Your Personal Data

We may share personal data with trusted third parties only when necessary for service delivery, business operations, or legal compliance. These recipients may include:

Payment providers to process transactions securely.
IT and cloud service providers that support our systems, data storage, and communications.
Accountants and professional advisers for financial, tax, or legal purposes.
Insurance providers where a claim, risk review, or incident report is required.
Subcontractors or operational partners assisting with moving services, subject to confidentiality and data protection obligations.
Public authorities where disclosure is required by law or necessary to protect rights, safety, or property.

We do not sell your personal data. Any third party that processes data on our behalf must follow appropriate security measures and only act on our instructions.

6. Data Processors

Where we use external service providers to process personal data on our behalf, they act as data processors. Processors may only process your information under our documented instructions and must keep it secure and confidential. We take reasonable steps to ensure that processors provide sufficient guarantees regarding technical and organisational measures for data protection.

Examples of processor activities may include secure data hosting, message handling, payment processing, bookkeeping support, and administrative tools used to manage bookings or service records. We review these arrangements to ensure they align with GDPR requirements.

7. International Transfers

Where personal data is transferred outside the UK, we will ensure suitable safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms. We take care to ensure that your personal data remains protected to a standard consistent with UK GDPR requirements.

8. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including to meet legal, accounting, or insurance obligations. Retention periods depend on the type of data and the purpose of processing. In general:

Booking and service records are retained for a period necessary to manage the contract and any related claims.
Invoice and payment records are retained for tax and accounting compliance.
Communication records are retained for customer service, dispute resolution, and operational purposes.
Data no longer required is securely deleted, anonymised, or otherwise disposed of.

When determining retention periods, we consider the nature of the data, legal obligations, the possibility of claims, and our legitimate business needs. We do not keep information longer than needed.

9. Security Measures

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, or disclosure. These measures may include access controls, secure storage, data minimisation, staff confidentiality obligations, and regular review of internal practices. While no system can be guaranteed completely secure, we work to maintain a level of protection appropriate to the risks involved.

10. Your Rights

As a data subject under GDPR, you have several rights in relation to your personal data. Subject to legal limits and verification of identity, you may have the right to:

Access the personal data we hold about you.
Rectify inaccurate or incomplete data.
Erase your data in certain circumstances.
Restrict processing in certain situations.
Object to processing based on legitimate interests or direct marketing.
Data portability for information you provided to us, where applicable.
Withdraw consent where processing is based on consent.

You also have the right to be informed about how your data is used and to challenge unlawful processing. If you believe your rights have been breached, you may raise the issue with the relevant supervisory authority.

11. Automated Decision-Making

We do not rely on fully automated decision-making that produces legal or similarly significant effects about you. If this changes in the future, we will update this policy and ensure that appropriate safeguards are in place.

12. Children???s Data

Our services are intended for adult customers and business users. We do not knowingly collect personal data from children except where it is necessary and lawful in connection with a booking arranged by an adult, such as access or delivery instructions. If we become aware that we have collected data unlawfully from a child, we will take appropriate steps to delete it.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, operational practices, or service arrangements. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how personal data is handled.

14. Summary of Our Commitment

Man With Van Holland Park is committed to protecting personal data, using it only when lawful and necessary, and respecting the rights of every customer in the area we serve. We process data transparently, retain it responsibly, and share it only where there is a valid business or legal need. Our aim is to ensure that every customer can use our services with confidence, knowing that privacy is treated as an important part of our service standards.