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 prospective customers. It applies to all individuals using our services in the Holland Park area and any associated surrounding locations that we serve.

We are committed to complying with the UK General Data Protection Regulation and all applicable data protection laws. This Privacy Policy explains the types of personal data we collect, the purposes and lawful bases for processing, how long we keep the data, who we share it with, and the rights you have in relation to your personal information.

Data Controller

For the purposes of data protection law, Man with Van Holland Park is the data controller in respect of the personal data we collect and process about you in connection with our services.

Scope of this Privacy Policy

This Privacy Policy applies to all customers and prospective customers of Man with Van Holland Park in the Holland Park area, including individuals and businesses that request a quote, make a booking, or communicate with us about our man and van or related moving and transport services.

What Personal Data We Collect

We collect and process different categories of personal data depending on how you interact with us and which services you use. This may include the following information.

Identification and contact details: name, title, delivery and collection addresses, billing address, and other contact information such as email address and communication preferences.

Booking and service information: details of your requested move or transport service, including collection and delivery locations, access details, property type, dates and times of service, inventory or item descriptions, and any special instructions you provide.

Transaction and payment details: information relating to payments for our services, including amounts, dates, and payment method details. We do not store full payment card numbers where payment is processed through a secure third-party provider.

Communication records: records of communications with you, including enquiries, quotes, confirmations, complaints, feedback and any other correspondence by phone, text message, online forms, or other means.

Technical and usage information: where applicable, basic technical data about how you interact with our website or digital services, such as IP address, device type, and pages visited. This is used for service operation, security and improvement.

Any other information you choose to provide voluntarily when you contact us or use our services.

How We Collect Personal Data

We collect personal data directly from you when you contact us to request a quote, make a booking, or communicate with us in any way about our services. This may be by telephone, online forms, messaging services, or in person.

We may also receive personal data about you from third parties where it is necessary for us to provide our services, for example where a business partner or introducer provides your details for a move you have agreed to, or where we receive address or contact information within documentation you provide.

Purposes and Lawful Basis for Processing

We process your personal data only when we have a valid lawful basis to do so under data protection law. The purposes and corresponding lawful bases on which we rely include the following.

Providing our services and managing bookings: We process your identification, contact, booking and transaction data to provide our man and van services, give quotes, confirm bookings, plan and carry out moves, issue invoices, and manage customer accounts. The lawful basis is performance of a contract, or taking steps at your request before entering into a contract.

Customer service and communication: We process your contact and communication data to respond to your enquiries, handle complaints, provide updates about your booking, and maintain records of interactions. The lawful basis is performance of a contract and our legitimate interest in providing effective customer service.

Billing, payments and record keeping: We use your transaction and account information to process payments, manage our accounts, and comply with our financial and tax obligations. The lawful bases are performance of a contract and compliance with legal obligations.

Service improvement and business operations: We may process limited technical and usage data, feedback and service records to monitor and improve our services, manage our operations and safeguard our business. The lawful basis is our legitimate interest in operating and improving our services.

Legal and regulatory obligations: We may process your information to comply with legal requirements, respond to lawful requests from authorities, and establish or defend legal claims. The lawful basis is compliance with legal obligations and our legitimate interests in protecting our rights.

Marketing communications: We may use your contact details to send service-related updates or information about similar services you have previously used. We will only send direct marketing communications where permitted by law and you can opt out at any time. The lawful bases are consent, where required, or our legitimate interests in promoting our services.

Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting or reporting requirements.

In general:

Booking and service records: kept for a period necessary to manage our relationship with you, handle any queries or disputes, and meet legal obligations. This will typically be several years after the date of your last service, in line with applicable limitation periods and tax requirements.

Financial and transaction records: retained for the period required by applicable tax and accounting laws.

Communication records and enquiries: kept for as long as needed to respond to your enquiry and for a reasonable period thereafter in case of follow-up questions or disputes.

Marketing data: kept until you withdraw your consent or object to receiving marketing communications, or for a period consistent with guidance and good practice for maintaining accurate contact lists.

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

Data Processors and Third-Party Recipients

We may share your personal data with trusted third parties who act as data processors on our behalf, or as separate controllers where necessary. These may include:

IT and system providers who host or support our booking, communication, and data storage systems.

Payment service providers who process card or electronic payments securely.

Professional advisers such as accountants, legal advisors or insurers where required for our business operations and legal obligations.

Service partners or subcontracted drivers where necessary to deliver the moving or transport services you have requested, with only the minimum data needed for that purpose.

Regulators, law enforcement or other authorities where required by law or to protect our legal rights.

We require data processors to handle your personal data securely and only according to our instructions, in line with data protection law.

Data Transfers Outside the UK or EEA

If we ever transfer your personal data outside the UK or European Economic Area, we will ensure that appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses or equivalent measures to protect your information to the required legal standard.

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 limiting access to personal data to staff and service providers who need it for a legitimate purpose, using secure systems and exercising care in the selection and monitoring of our third-party processors.

Your Data Protection Rights

You have a number of rights under data protection law in relation to your personal data. These rights may be subject to certain conditions and legal exemptions.

Right of access: You have the right to request confirmation as to whether we process your personal data and to receive a copy of that data, together with information about how we process it.

Right to rectification: You have the right to request correction of any inaccurate or incomplete personal data we hold about you.

Right to erasure: In certain circumstances, you may have the right to request that we delete your personal data, for example where the data is no longer necessary for the purposes for which it was collected, or where you withdraw consent and there is no other lawful basis for processing.

Right to restriction of processing: You may have the right to request that we restrict the processing of your data in certain circumstances, such as while we verify the accuracy of the data or assess an objection.

Right to data portability: Where processing is based on consent or contract and carried out by automated means, you may have the right to request a copy of your personal data in a structured, commonly used and machine-readable format, and to have it transmitted to another controller where technically feasible.

Right to object: You have the right to object to processing of your personal data based on our legitimate interests, including profiling, and we will stop processing unless we can demonstrate compelling legitimate grounds. You also have an absolute right to object at any time to processing for direct marketing.

Right to withdraw consent: Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.

Exercising Your Rights

If you wish to exercise any of your data protection rights, or have any questions or concerns about how we handle your personal data, you can contact us using the contact methods you normally use to communicate with Man with Van Holland Park. We may need to verify your identity before responding to certain requests to protect your privacy and security.

Right to Complain

If you are not satisfied with how we handle your personal data or respond to your requests, you have the right to lodge a complaint with the relevant data protection supervisory authority. We would, however, appreciate the opportunity to address your concerns directly in the first instance.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations or how we process personal data. Any updated version will be made available to you and will apply from the date it is issued. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.