Privacy Policy - Man And Van Notting Hill

This Privacy Policy explains how Man And Van Notting Hill collects, uses, stores, shares, and protects personal data. It applies to all Man And Van Notting Hill customers in the area, including anyone who requests, books, receives, or enquires about our moving, delivery, packing, loading, unloading, and related services.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We respect your privacy and aim to ensure that any personal information we process is limited to what is necessary for the provision and management of our services.

1. Personal Data We Collect

We may collect and process the following categories of personal data:

Identity data: name, title, and any information needed to identify you.
Contact data: address, email address, telephone number, and service location details.
Booking and service data: information about the move, property access, items to be moved, requested dates, special handling requirements, and service preferences.
Payment data: payment confirmation details, billing records, and transaction references. We do not retain more payment information than is necessary for accounting and record-keeping purposes.
Communication data: correspondence you send to us, including enquiries, complaints, feedback, and follow-up messages.
Technical data: limited information such as device, browser, or usage details if you interact with digital communication channels.
Special category data: we do not usually seek to collect special category data. However, if such information is shared with us incidentally, for example to explain access needs or health-related handling requirements, it will be processed only where appropriate and necessary.

We collect data directly from you when you submit an enquiry, request a quote, make a booking, or communicate with us. In some cases, data may also be collected from third parties where necessary to deliver the service, such as building managers, landlords, estate agents, payment providers, or business customers arranging services on your behalf.

2. How We Use Your Data

We use personal data for the following purposes:

to provide quotations, confirm bookings, and deliver moving and related services;
to plan routes, allocate staff, and manage logistics;
to communicate with you about service details, changes, or issues;
to process payments, handle invoicing, and manage financial records;
to respond to questions, complaints, and requests;
to maintain internal records, service history, and business administration;
to improve service quality, safety, and operational efficiency;
to comply with legal obligations, including tax, accounting, insurance, and regulatory requirements;
to establish, exercise, or defend legal claims where necessary.

We only use your personal data for purposes that are compatible with the reason it was collected. If we need to use your information in a new way, we will ensure that we have a lawful basis to do so.

3. Lawful Basis for Processing

We process personal data only where a lawful basis under UK GDPR applies. Depending on the situation, this may include:

Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes managing enquiries, preparing quotes, arranging services, and delivering the agreed work.

Legal obligation

We may process personal data to comply with legal requirements, such as accounting, tax, insurance, fraud prevention, and record-keeping obligations.

Legitimate interests

We may process personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. Examples include improving our services, managing business operations, maintaining security, and handling customer communications.

Consent

In limited situations, we may rely on your consent, for example where you have expressly agreed to receive certain types of optional communications. Where consent is used, you may withdraw it at any time.

Vital interests

In rare cases, we may process data where it is necessary to protect someone’s life or physical safety.

Where special category data is processed, we will do so only when a condition under Article 9 of the UK GDPR applies, and only to the extent necessary for the relevant service or legal requirement.

4. Data Sharing and Processors

We may share personal data with trusted third parties acting as processors or, in some cases, independent controllers. We do not sell your personal data.

Examples of processors or service providers may include:

Payment processors: to handle transactions securely.
Accounting and bookkeeping providers: to manage invoices, receipts, and financial records.
IT and software providers: to store data, manage communications, and support operational systems.
Scheduling and customer management tools: to organise bookings and service records.
Professional advisers: including insurers, legal advisers, or auditors where necessary.

Where processors are used, they are required to process personal data only on our instructions, keep it secure, and use it solely for the purposes we specify. We take steps to ensure that any sharing is limited, appropriate, and protected by suitable contractual safeguards.

We may also disclose information where required by law, court order, or lawful request by a public authority, or where necessary to protect our rights, property, customers, staff, or the public.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including for service delivery, legal compliance, accounting, dispute resolution, and business administration.

Retention periods depend on the type of information and the reason for processing. In general:

booking and service records are kept for a period needed to manage the contract and any follow-up issues;
financial and accounting records are retained for the period required by law;
communication records may be kept for as long as needed to resolve queries or maintain service history;
records needed for legal claims or insurance matters may be retained for longer where necessary.

When personal data is no longer required, we will securely delete, anonymise, or otherwise dispose of it in a safe and appropriate manner.

6. Data Security

We take reasonable technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, limited staff access, and careful management of service providers.

Although no system can be guaranteed to be completely secure, we are committed to maintaining appropriate safeguards in line with the nature and sensitivity of the information we process.

7. International Transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place and that the transfer complies with applicable data protection law. This may include the use of approved contractual protections or transfers only to countries recognised as providing adequate protection.

8. Your Rights

Under UK data protection law, you have a number of rights in relation to your personal data. These may include:

Right of access: to request a copy of the personal data we hold about you.
Right to rectification: to request correction of inaccurate or incomplete data.
Right to erasure: to request deletion of your data in certain circumstances.
Right to restriction: to request that we limit how we process your data in certain situations.
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, machine-readable format where applicable.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

These rights are not absolute and may be subject to exceptions or legal limitations. We will respond to requests in accordance with applicable law and may need to verify your identity before acting on a request.

9. Children’s Data

Our services are not intended for children acting on their own behalf. We do not knowingly collect personal data from children except where it is necessary for providing services arranged by a parent, guardian, or authorised adult. If we become aware that data has been collected without proper authority, we will take appropriate steps to address it.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, business practices, or the way we handle personal data. Any revised version will apply from the date it is made effective. We encourage customers to review the policy periodically so they remain informed about how their information is handled.

11. How We Respect Your Privacy

Our approach is to keep personal data relevant, limited, and secure. We process only the information necessary to deliver services, maintain records, and meet our obligations. We also aim to be transparent about why data is needed and how it is used.

If you provide information to us in connection with a booking or enquiry, you acknowledge that it may be used for operational and legal purposes consistent with this Privacy Policy. We will not use your information in ways that are incompatible with those purposes.

12. Summary of Key Points

We collect only the data needed to provide and manage our services.
We rely on lawful bases such as contract, legal obligation, legitimate interests, consent, and, where necessary, vital interests.
We may share data with processors that help us deliver services, but we do not sell personal data.
We keep data only as long as needed and then securely delete or anonymise it.
You have rights under UK GDPR, including access, correction, deletion, restriction, objection, and portability.

By using the services of Man And Van Notting Hill, you acknowledge that your personal data may be processed in accordance with this Privacy Policy and applicable data protection law.