Privacy Policy - Man With Van Hammersmith

This Privacy Policy explains how Man With Van Hammersmith collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Hammersmith customers in the area, including individuals who request quotes, make bookings, use our moving services, or otherwise interact with us in connection with our services. We are committed to processing personal data in line with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Man With Van Hammersmith provides man and van moving services for domestic and commercial customers in the Hammersmith area and surrounding locations. In this Privacy Policy, ???we,??� ???us,??� and ???our??� refer to Man With Van Hammersmith. ???You??� refers to the individual customer, prospective customer, or other person whose personal data we process.

2. Personal Data We Collect

We collect only the information that is necessary to provide our services, manage bookings, and meet legal and operational requirements. The types of personal data we may collect include:

Identity data: your name and, where relevant, business name.
Contact data: phone number, email address, and service address details.
Booking and service data: details of the move, property access information, inventory, preferred dates and times, and service instructions.
Payment data: billing details, payment status, and transaction records. We do not intentionally store full card details where payment is handled by a secure third-party provider.
Communication data: messages, emails, call notes, and any information you provide when requesting a quote or raising a query.
Technical data: basic device, browser, and usage information if you interact with digital systems used to manage enquiries or bookings.
Verification and legal data: records needed to confirm identity, prevent fraud, or comply with legal obligations.

We may also process limited special category data if you choose to disclose it to us, for example, information about access needs or health-related requirements for safe moving arrangements. Where this occurs, we will process it only when necessary and in accordance with applicable law.

3. How We Use Your Data

We use personal data for the following purposes:

to provide quotes and respond to enquiries;
to manage bookings and carry out moving services;
to communicate about scheduling, arrival times, and service changes;
to process payments and maintain financial records;
to handle complaints, claims, and customer support requests;
to improve our services, planning, and internal operations;
to protect against fraud, misuse, and security incidents;
to comply with legal, tax, accounting, and regulatory duties.

We process your data only where we have a valid lawful basis to do so.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for each type of processing. Depending on the situation, we rely on the following:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes you request, confirming bookings, performing the moving service, and handling related payment and customer service matters.

Legal obligation

We may process data where necessary to comply with legal obligations, such as tax reporting, accounting, insurance, record-keeping, and responding to lawful requests from authorities.

Legitimate interests

We may process data where it is necessary for our legitimate interests, provided that those interests are not overridden by your rights and freedoms. These interests may include managing our business, improving service delivery, maintaining security, preventing fraud, and resolving disputes. We consider the impact of such processing and apply safeguards where appropriate.

Consent

In limited cases, we may rely on your consent, for example where the law requires it for certain optional communications or the processing of particular sensitive information. Where consent is used, you may withdraw it at any time.

5. How We Collect Data

We collect personal data directly from you when you:

request a quote or make a booking;
contact us by phone, email, or message;
provide move details, access instructions, or special requirements;
make a payment or request an invoice;
submit feedback, complaints, or claims.

We may also receive information from third parties where necessary for the service, such as payment processors, referral partners, insurance providers, or individuals acting on your behalf. In each case, we ensure that the transfer is lawful and appropriate.

6. Data Sharing and Processors

We do not sell your personal data. We may share it only when necessary and only with trusted third parties who help us operate our business. These third parties may act as processors or independent controllers depending on the circumstances.

Examples of processors may include:

payment service providers;
IT and cloud storage providers;
booking and scheduling systems;
accounting and invoicing providers;
customer communication tools;
professional advisers who support our business operations under confidentiality obligations.

Where a processor handles personal data on our behalf, we require appropriate contractual safeguards, including instructions on how the data may be used, security requirements, and restrictions on onward sharing. If a third party acts as an independent controller, it will be responsible for its own privacy practices, and we will only share data where a lawful basis exists.

7. International Transfers

If any personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms recognised under data protection law.

8. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, tax, and dispute-resolution requirements. Retention periods may vary depending on the type of information and the reason for processing.

Quotation and enquiry records: retained for a reasonable period to manage follow-up communications and business records.
Booking and service records: retained for the duration of the service relationship and for a period thereafter to address claims or disputes.
Financial and accounting records: retained for the period required by law.
Correspondence and complaints: retained as long as needed to resolve the issue and maintain evidence of our handling.

When data is no longer needed, we will securely delete, anonymise, or archive it in a manner appropriate to the context.

9. Data Security

We take reasonable technical and organisational measures to protect personal data against unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, restricted permissions, and staff awareness procedures. While no system can be guaranteed to be completely secure, we work to safeguard your information to a standard appropriate to the nature of the data we process.

10. Your Rights

Subject to legal conditions and exemptions, you have the following rights under data protection law:

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

If you wish to exercise any of these rights, we will respond in accordance with applicable legal timeframes. We may need to verify your identity before acting on your request.

11. Children???s Data

Our services are intended for adults. We do not knowingly collect personal data from children unless it is necessary in connection with a booking or service arrangement and is provided by an adult acting on their behalf. If we become aware that we have collected data unlawfully, we will take appropriate steps to delete it.

12. Complaints

If you have concerns about how we handle personal data, we encourage you to raise them promptly so we can address them. You also have the right to lodge a complaint with the UK data protection authority if you believe your data protection rights have been infringed.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any updated version will apply from the date it is issued. We encourage you to review this policy periodically to stay informed about how we protect your personal data.

14. Summary of Our Commitment

We are committed to handling personal data responsibly, transparently, and securely. We collect only the information necessary to provide our services, rely on appropriate lawful bases, retain data for no longer than required, and use trusted processors with suitable safeguards. Most importantly, we respect your rights and aim to ensure that every customer of Man With Van Hammersmith in the area is treated fairly and in accordance with data protection law.