Privacy Policy

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 enquiries. It applies to all customers and prospective customers who contact or use Man with Van Holland Park in the Holland Park area and surrounding locations.

We are committed to safeguarding your privacy and handling your personal data in a lawful, fair and transparent way, in accordance with the UK General Data Protection Regulation and the Data Protection Act.

Who this Privacy Policy applies to

This Privacy Policy applies to all individuals who:

• request a quote or information about our services
• make a booking with Man with Van Holland Park
• use our man and van or related services in the Holland Park area
• communicate with us in any way, including by phone, online contact forms, or post.

By using our services or contacting us, you acknowledge that you have read and understood this Privacy Policy.

Personal data we collect

We may collect and process the following categories of personal data when you contact us or use our services:

• Identification data such as your name and, where relevant, the name of your business or organisation
• Contact details such as billing address, collection and delivery addresses, and other relevant location details
• Booking and service details including dates and times of moves, type of property, access details, inventory or description of items to be moved, and any special instructions
• Communication records including the content of enquiries, quotes, feedback and complaints, and our responses
• Payment and transaction information such as payment confirmations and amounts paid; we do not store full card details if a card payment provider is used
• Technical and usage information where applicable, such as basic information about how you interact with our online forms or website, including date and time of contact.

We will only collect the minimum amount of personal data needed for the purposes described in this Privacy Policy.

How we collect your data

We collect personal data directly from you when you:

• ask us for a quote or information about our services
• make a booking or enter into a contract for our services
• communicate with us by phone, online forms, or post
• provide feedback or make a complaint.

We may also receive limited personal data from third parties, for example if a business books our services on your behalf or if another person provides your contact details as the move contact. In such cases, we will process that information in accordance with this Privacy Policy.

Lawful basis for processing

We process your personal data only where we have a lawful basis under the UK GDPR. Depending on the context, we rely on the following lawful bases:

• Contract: to take steps at your request before entering into a contract and to perform our contract with you, including providing quotes, confirming bookings, carrying out moves and related services, processing payments, and managing your account
• Legal obligation: to comply with legal and regulatory requirements, such as record keeping, tax and accounting obligations, and responding to lawful requests from authorities
• Legitimate interests: to operate and improve our business, including managing enquiries, ensuring the safety and security of our staff and customers, preventing fraud or misuse, improving our services, and maintaining business records. We balance these interests against your rights and freedoms
• Consent: in limited circumstances, where we have explicitly asked for your consent and you have chosen to give it. Where processing is based on consent, you can withdraw your consent at any time.

How we use your personal data

We use your personal data for the following purposes:

• To provide quotes, confirm availability and respond to your enquiries
• To set up, manage and fulfil bookings and contracts for our man and van and related services
• To plan and carry out moves, including arranging collection and delivery, assessing access and logistics, and coordinating our staff and vehicles
• To process payments and maintain accurate financial and accounting records
• To communicate with you about your booking, including confirmations, changes, service updates and after-service follow up
• To handle complaints, resolve disputes and respond to feedback
• To manage our business operations, including internal administration, reporting, audit and insurance
• To ensure the safety and security of our staff, customers and property
• To comply with legal obligations and cooperate with regulators and law enforcement where required.

Data sharing and processors

We do not sell your personal data. We may share your personal data with selected third parties where necessary and lawful, including:

• Service providers who act as data processors on our behalf, such as IT and hosting providers, payment processors, and providers of business software or communications tools
• Professional advisers including accountants, auditors, insurers and legal advisers, where this is necessary for the management of our business or for establishing, exercising or defending legal claims
• Public authorities, regulators, law enforcement or courts, where we are required to do so by law or where disclosure is necessary to protect our rights, your safety or the safety of others.

Where we use data processors, we ensure that they are subject to appropriate contractual obligations to protect your personal data, act only on our instructions and implement suitable security measures.

International transfers

Where any service providers or systems used to process your personal data are located outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect your data, in accordance with data protection law. These safeguards may include the use of approved standard contractual clauses or ensuring that the destination country has an adequate level of data protection as recognised by the relevant authorities.

Data retention

We retain personal data only for as long as is necessary for the purposes for which it was collected, or as required by law. The specific retention period depends on the type of data and the context of our relationship with you.

In general:

• Enquiries and quotes that do not lead to a booking may be kept for a limited period to respond to follow up requests and for internal analysis
• Booking and service records, including invoices and related communications, are typically retained for a longer period to comply with legal, tax and accounting requirements, and to manage any potential disputes or claims
• Where we rely on your consent for any processing, we will retain the relevant data until you withdraw your consent or until it is no longer needed for the original purpose, whichever happens first.

When personal data is no longer required, we will securely delete or anonymise it.

Data security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures include restricting access to personal data to those employees and contractors who need it for their work, using secure systems where possible, and applying policies and procedures designed to safeguard information.

However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security. We encourage you to take reasonable steps to protect your own information when communicating with us.

Your data protection rights

Under data protection law, you have certain rights in relation to your personal data. Subject to certain conditions and exemptions, you may have the right to:

• Access: request a copy of the personal data we hold about you and information about how we process it
• Rectification: ask us to correct inaccurate or incomplete personal data
• Erasure: request that we delete your personal data where there is no good reason for us to continue processing it
• Restriction: request that we restrict the processing of your personal data in certain circumstances
• Objection: object to the processing of your personal data based on our legitimate interests, and we will stop processing unless we have compelling legitimate grounds to continue
• Portability: request that we provide certain personal data in a structured, commonly used and machine readable format, or transfer it to another controller where technically feasible and where the legal conditions are met
• Withdraw consent: where we rely on your consent, withdraw that consent at any time, without affecting the lawfulness of processing before withdrawal.

We may need to verify your identity before responding to a request. We aim to respond within the time period required by law.

Complaints

If you have concerns about how we handle your personal data, we encourage you to contact us in the first instance so that we can try to resolve the issue. You also have the right to lodge a complaint with the relevant supervisory authority in the United Kingdom if you believe that your data protection rights have been infringed.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or for other operational reasons. The updated version will apply from the date it is made available. You should review this Privacy Policy periodically to stay informed about how we protect your personal data.

This Privacy Policy applies to all Man with Van Holland Park customers and prospective customers in the Holland Park area and will continue to apply for as long as we hold your personal data in connection with the purposes described above.