Privacy Policy - Man With Van Hollandpark

This Privacy Policy explains how Man With Van Hollandpark collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Man With Van Hollandpark customers in the area, including individuals and businesses who use our moving, transportation, loading, unloading, packing, and related support services. We are committed to handling personal data in a lawful, fair, transparent, and secure manner in accordance with the UK GDPR and the Data Protection Act 2018.

By using our services, you acknowledge that we may process personal information as described in this policy. We only collect information that is relevant and necessary for the provision, administration, and improvement of our services.

1. Data Collection

We collect personal data directly from you, from third parties you authorise, and from records created during the course of our services. The type of data we collect depends on the nature of the service requested.

Identity data: name, title, and any business name provided.
Contact data: address, email address, telephone number, and delivery or collection location details.
Service data: information about your booking, move size, inventory, access conditions, preferred dates, and service instructions.
Payment data: billing details, transaction records, and payment status. We do not retain more payment information than is necessary.
Communication data: messages, notes, quotations, complaints, feedback, and records of correspondence.
Technical and usage data: limited information such as device or browser details if collected through digital systems used to manage requests or communications.

In some cases, we may process special category data only where you provide it voluntarily and only when it is necessary for a specific legal or operational purpose. For example, this may include information relating to access needs, health-related handling requirements, or vulnerability considerations. We request that you do not share sensitive information unless it is relevant to the service and necessary for us to act appropriately.

2. How We Use Personal Data

We use personal data for the following purposes:

to provide moving and transport services;
to prepare quotes, manage bookings, and confirm service details;
to plan logistics, routes, staff allocation, and equipment needs;
to communicate with customers before, during, and after a service;
to process invoices, payments, and refunds where applicable;
to manage complaints, disputes, and service improvement;
to comply with legal, tax, insurance, and regulatory obligations;
to maintain records for business administration and evidence of services provided;
to protect our business, staff, customers, and property from fraud, misuse, or unlawful conduct.

We do not use personal data for purposes that are incompatible with the original reason for collection unless we have a lawful basis to do so and, where required, we have informed you of the change.

3. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis to process personal data. Depending on the circumstances, we rely on one or more of the following bases:

Performance of a Contract

We process data when it is necessary to provide a quote, arrange a booking, carry out a move, deliver goods, or fulfil our obligations under an agreement with you.

Legal Obligation

We may process and retain data where required to comply with laws relating to tax, accounting, insurance, health and safety, and other regulatory duties.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided that these interests are not overridden by your rights and freedoms. This may include managing operations, improving services, preventing fraud, and maintaining records.

Consent

In limited cases, we may rely on your consent, particularly where processing is optional or involves special category data that you have chosen to share. Where consent is used, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

4. Sharing and Processors

We may share personal data with trusted third parties who help us deliver and support our services. These parties act as processors or, in some cases, independent controllers. We only share the data required for the specific purpose and only where appropriate safeguards are in place.

Payment providers who process card or online payments;
IT and software providers who support booking, scheduling, storage, communication, and record management systems;
Accountants and tax professionals who assist with financial and legal compliance;
Insurance providers and claims handlers where necessary for coverage or incident management;
Subcontracted drivers or service partners engaged to help complete a service;
Legal or regulatory authorities where disclosure is required by law or to protect rights and safety.

Where we use processors, we require them to handle personal data only on our instructions, to keep it secure, and to process it in compliance with applicable data protection law. We do not sell personal data.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, and reporting obligations. Retention periods vary depending on the type of data and the reason for processing.

Booking and service records: retained for a period necessary to manage customer history, disputes, and operational needs.
Financial records: retained for the period required by tax and accounting law.
Correspondence and complaints: retained for a reasonable time to handle queries and evidence service decisions.
Technical records: retained only as long as needed for security, troubleshooting, or service management.

When data is no longer required, we will securely delete, anonymise, or archive it in accordance with our internal retention procedures. Retention periods are reviewed regularly to ensure that data is not kept longer than necessary.

6. Security of Personal Data

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and limited sharing on a need-to-know basis. While no system can be completely secure, we work to maintain a level of protection appropriate to the risks involved.

7. International Transfers

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

8. Your Rights

As a data subject, you have rights under the UK GDPR. Subject to legal conditions and exceptions, you may exercise the following rights:

Right of access: to request confirmation of whether we process your data and to obtain a copy.
Right to rectification: to request correction of inaccurate or incomplete data.
Right to erasure: to request deletion of data in certain circumstances.
Right to restriction: to request limited processing in specific situations.
Right to data portability: to receive certain data in a structured, commonly used format.
Right to object: to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data has been handled unlawfully. Before doing so, we encourage you to raise any concerns so we can try to resolve them.

9. Children’s Data

Our services are not directed to children, and we do not knowingly collect personal data from children except where it is necessary in a household context and provided by an adult customer. If we become aware that data has been collected inappropriately, we will take reasonable steps to delete it.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, operations, or service arrangements. Any revised version will apply from the date it is made available. We encourage customers to review this policy periodically to stay informed about how personal data is handled.

11. Summary of Our Commitment

We are committed to respecting privacy, using personal data responsibly, and applying the principles of lawfulness, fairness, transparency, data minimisation, accuracy, storage limitation, integrity, and confidentiality. Our aim is to ensure that all customers in the Holland Park area can use our services with confidence that their personal information is treated carefully and lawfully.

Privacy, security, and accountability remain central to how we operate. If personal data is collected, it is only used for legitimate service-related reasons and handled with appropriate safeguards.