Man with Van Holland Park Privacy Policy

This Privacy Policy explains how Man with Van Holland Park collects, uses, stores, and protects personal data relating to our customers and prospective customers. It applies to all Man with Van Holland Park customers located in the Holland Park area and surrounding neighbourhoods who use or enquire about our services.

We are committed to complying with the UK General Data Protection Regulation and any other applicable data protection laws. Please read this Privacy Policy carefully to understand how and why we process your personal data and the rights you have in relation to that data.

Personal Data We Collect

We collect and process only the personal data that is necessary to provide our man and van and related services. The types of information we may collect include:

Identification and contact details such as your full name, address, collection and delivery addresses, and communication preferences.

Booking and service information such as dates and times of your move or transport, type and size of the job, access details, special handling instructions, and information about the property such as floor level or parking restrictions.

Payment and billing information such as the amount charged, payment status, and billing address. We do not store full card details where a third party payment processor is used.

Communication records such as details you provide when you contact us by phone, online form, or other communication channels, including notes of calls, messages, and any complaints or feedback.

Technical and usage data such as basic information collected when you visit our website. This may include your IP address, browser type, approximate location, and pages you visit, where this is necessary for security, analytics, or to improve our services.

How We Collect Personal Data

We collect personal data directly from you when you contact us to request a quotation, make a booking, ask a question, or provide feedback about our services. This may be by phone, through online enquiry forms, or in person.

We may also receive personal data indirectly from third parties where you have given them permission to share your information with us, for example property agents, business partners, or comparison platforms that pass on your details so that we can provide a quote or service.

Purposes and Lawful Bases for Processing

We process your personal data only where we have a lawful basis under data protection law. The purposes for which we use your data and the corresponding lawful bases include:

To provide quotations and carry out our services. We use your identification, contact, and booking details to prepare quotes, schedule jobs, carry out collections and deliveries, and manage your booking. The lawful basis is performance of a contract or taking steps at your request before entering into a contract.

To manage payments and invoicing. We process billing and payment information to issue invoices, confirm payment, and keep financial records. The lawful basis is performance of a contract and compliance with legal obligations relating to accounting and tax.

To communicate with you. We use your contact details to respond to your enquiries, confirm bookings, send updates about your service, and handle complaints or aftercare. The lawful basis is performance of a contract and our legitimate interests in providing good customer service.

To improve our services and ensure security. We may use limited technical data and communication records for analytics, service improvement, and to protect our systems against fraud or misuse. The lawful basis is our legitimate interests in operating and improving our business.

To comply with legal and regulatory obligations. We may process and retain certain information to meet statutory requirements, respond to lawful requests from authorities, or defend legal claims. The lawful basis is compliance with legal obligations and our legitimate interests in establishing or defending legal claims.

If we ever rely on consent as a lawful basis for specific processing activities, we will clearly explain what you are consenting to, and you can withdraw that consent at any time.

Data Sharing and Processors

We do not sell your personal data. We only share it where necessary to run our business, provide our services, or comply with the law.

We may share your data with service providers who act as data processors on our behalf. These can include cloud or hosting providers, IT support services, payment processors, and companies that provide scheduling or customer management tools. These processors are only permitted to use your data in accordance with our instructions and for the purposes we specify, and they must implement appropriate security measures.

In some cases we may share relevant information with our drivers, subcontractors, or partner companies involved in carrying out your move or transport service, but only to the extent necessary for them to perform their role.

We may also share information when required to do so by law, for example with government bodies, regulators, or law enforcement authorities, or where necessary to establish, exercise, or defend legal claims.

If any transfer of personal data involves a country outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place in accordance with data protection law.

Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, and to meet any legal, accounting, or reporting requirements.

In general, we will keep booking and invoicing records for a period required by tax and accounting laws. Communication records and enquiry details may be retained for a reasonable period to respond to queries, manage any disputes, and improve our services.

When personal data is no longer needed, we will securely delete or anonymise it so that it can no longer be linked to you.

Data Security

We take the security of your personal data seriously. We implement appropriate technical and organisational measures designed to protect your information against unauthorised access, loss, alteration, or disclosure. These measures may include access controls, secure storage, encryption where appropriate, and staff awareness.

While we strive to protect your personal data, no method of transmission or storage can be guaranteed as completely secure. We therefore cannot guarantee absolute security, but we do take steps to minimise risks and respond promptly to any suspected incidents.

Your Data Protection Rights

Under data protection law, you have certain rights in relation to the personal data we hold about you. These rights may be subject to conditions and legal limitations, but generally include:

The right of access. You have the right to request a copy of the personal data we hold about you, together with information about how we use it.

The right to rectification. You can ask us to correct or complete personal data that you believe is inaccurate or incomplete.

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 and we have no legal obligation to retain it.

The right to restrict processing. You may ask us to limit how we use your data in specific situations, such as while we are considering a request to rectify or erase it.

The right to data portability. Where we process your personal data on the basis of your consent or a contract and by automated means, you may be entitled to receive the data in a structured, commonly used format and to request that it is transmitted to another controller where technically feasible.

The right to object. You can object to certain types of processing based on our legitimate interests. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms, or where processing is needed for legal claims.

The right not to be subject to certain automated decisions. You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal or similarly significant effects for you, unless specific legal conditions are met. We do not currently carry out such automated decision making.

Exercising Your Rights and Complaints

If you wish to exercise any of your rights or have questions about how we handle your personal data, you can contact us using the contact methods published on our website or in our service documentation. We may need to confirm your identity before responding to your request. We aim to respond within the time limits set by data protection law.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are unhappy with how we have handled your personal data. We would encourage you to contact us first so that we can try to resolve your concerns.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or how we process personal data. Any updated version will be made available through our usual communication channels and will apply from the date it is published.

By continuing to use our services after any changes come into effect, you acknowledge the updated Privacy Policy. We recommend that you review this page periodically to stay informed about how we protect your personal data.