Privacy Policy - Man With Van Holland Park

This Privacy Policy explains how Man With Van Holland Park collects, uses, stores, shares, and protects personal data in connection with its moving and transport services. It applies to all Man With Van Holland Park customers in the area, including individuals, households, landlords, tenants, and business clients who use our services locally. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Holland Park provides man and van transport, removals, loading, unloading, and related moving services. In the course of delivering these services, we may collect and process personal data about our customers, their representatives, and, where relevant, recipients of goods or service beneficiaries. We act as a data controller for personal data collected directly in relation to our services.

2. Personal Data We Collect

We only collect data that is necessary for the provision and administration of our services. The categories of data we may process include:

Identity data: name, title, and any relevant business or household identifier.
Contact data: address, email address, and telephone number.
Service data: moving details, collection and delivery addresses, access information, inventory notes, and booking preferences.
Payment and transaction data: payment status, invoices, and records of services purchased.
Communication data: messages, instructions, complaints, quotes, and service confirmations.
Technical data: limited device or browsing data where you interact with our digital systems, if applicable.
Special category data: we do not intentionally collect this type of data. If you choose to disclose sensitive information, we will process it only where strictly necessary and permitted by law.

We ask that you avoid sharing unnecessary personal details. Where information is not required for the service, it should not be provided.

3. How We Use Personal Data

We use personal data to manage our moving and van services effectively and lawfully. Typical uses include:

processing quotes, bookings, and service requests;
planning, carrying out, and completing transport or removal jobs;
communicating with customers about schedules, changes, and instructions;
issuing invoices and recording payments;
handling complaints, disputes, or service issues;
maintaining business records and service quality;
meeting legal, accounting, and tax obligations;
protecting against fraud, misuse, or unlawful activity.

We do not sell personal data. We use customer information only for legitimate business and compliance purposes related to our services.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for every processing activity. Depending on the situation, we rely on the following bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes arranging bookings, delivering services, managing instructions, and handling payment-related administration.

Legal Obligation

We may process and retain certain records to comply with legal obligations such as tax, accounting, insurance, health and safety, or regulatory requirements.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include service management, record keeping, responding to enquiries, improving operations, and preventing fraud. We always assess whether the processing is necessary and proportionate.

Consent

In limited cases, we may rely on your consent, for example where you choose to receive optional marketing messages or where consent is required for a specific activity. You may withdraw consent at any time where consent is the lawful basis.

5. Sharing and Processors

We may share personal data with trusted third parties who support our business operations. These parties act as processors or independent controllers depending on the service they provide. Examples may include:

payment providers for processing transactions;
accountants and bookkeepers for financial administration and compliance;
IT and hosting providers for secure storage, email, or operational systems;
customer management or scheduling tools used to arrange services;
professional advisers such as lawyers, insurers, or auditors;
public authorities where disclosure is required by law.

All processors are expected to handle data securely, follow written instructions, and process data only for agreed purposes. We do not allow processors to use your data for their own marketing or unrelated activities. Where data is shared, we aim to limit it to the minimum necessary.

6. 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 reporting obligations. Retention periods may vary depending on the type of data and the nature of the service.

Booking and service records are retained for a reasonable period to manage queries, disputes, and service history.
Invoice and payment records are kept for the period required under tax and accounting rules.
Communication records may be kept to document service requests, complaints, and confirmations.
Technical records are kept only as long as needed for security, troubleshooting, or operational purposes.

When data is no longer needed, we will securely delete, destroy, or anonymise it where appropriate.

7. Security Measures

We use appropriate technical and organisational measures to help protect personal data from unauthorised access, loss, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limited access on a need-to-know basis. While no system is completely secure, we take reasonable steps to safeguard the data entrusted to us.

8. International Transfers

If personal data is transferred outside the UK, we will ensure that suitable safeguards are in place, such as adequacy regulations or approved contractual protections. Any international transfer will be made only where it is lawful and necessary for our operations.

9. Your Rights

Under data protection law, you have a number of rights regarding your personal data. These rights may apply depending on the legal basis for processing and the circumstances of the request:

Right of access: you can ask for a copy of the personal data we hold about you.
Right to rectification: you can request correction of inaccurate or incomplete data.
Right to erasure: in certain cases, you can ask us to delete your data.
Right to restriction: you can ask us to limit how we use your data in some situations.
Right to object: you can object to processing based on legitimate interests or direct marketing.
Right to data portability: where applicable, you can request a copy of your data in a structured format.
Right to withdraw consent: if we rely on consent, you can withdraw it at any time.

If you make a request, we may need to verify your identity before responding. We aim to handle requests within the timeframe required by law.

10. Complaints

If you have concerns about how your personal data is handled, you may raise them with us so we can review the matter. You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed.

11. 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 protection practices. The latest version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically.

12. Summary of Our Commitment

Man With Van Holland Park respects the privacy of every customer in the area. We collect only the data needed to provide our moving services, use it for clear and lawful purposes, retain it for no longer than necessary, and share it only with trusted processors or where required by law. We also recognise and support your rights over your personal data. Our approach is designed to be transparent, secure, and fully aligned with GDPR principles.