Privacy Policy - Man With Van Hammersmith

This Privacy Policy explains how Man With Van Hammersmith collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Hammersmith customers in the area, including individuals who request quotes, make bookings, communicate with us, or use our moving and transportation services. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Man With Van Hammersmith provides removals, delivery, transport, and related services to customers in Hammersmith and surrounding areas. For the purposes of data protection law, we act as a data controller when we decide how and why personal data is processed. This means we are responsible for ensuring that your information is used properly and safeguarded against unauthorized access, loss, or misuse.

2. Personal Data We Collect

We collect only the information that is necessary to provide our services, manage our business, and meet our legal obligations. The personal data we may collect includes:

Identity details: name, title, and any information needed to identify you.
Contact details: address, email address, and telephone number.
Service details: moving date, collection and delivery addresses, property access notes, inventory details, and service preferences.
Payment-related information: billing details and payment records. We do not store full card details where payment processing is handled by secure third-party providers.
Communication records: emails, messages, call notes, and complaints or feedback you provide.
Technical information: limited device and usage data when you interact with our digital systems, such as IP address and browser information, where relevant for security and performance.

We do not intentionally collect special category data unless it is necessary and lawfully permitted, such as where you choose to provide information about mobility needs or access requirements for a move. In such cases, we process only what is necessary and with appropriate care.

3. How We Use Your Data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to arrange, manage, and deliver moving services;
to confirm bookings and service details;
to process payments and administer invoices;
to communicate with you about your booking or service changes;
to handle complaints, claims, or disputes;
to maintain records for accounting, tax, and legal compliance;
to improve service quality, operations, and customer experience;
to prevent fraud, misuse, and security incidents.

We will not use your personal data for purposes that are incompatible with the reasons it was collected unless we have a lawful basis to do so and, where required, we have informed you.

4. Lawful Basis for Processing

We only process personal data where we have a valid lawful basis under the UK GDPR. Depending on the situation, our processing may rely on one or more of the following:

Contract: processing is necessary to prepare for and perform a contract with you, such as providing moving services, confirming bookings, or issuing invoices.
Legal obligation: processing is needed to comply with laws and regulations, including tax, accounting, and record-keeping requirements.
Legitimate interests: processing is necessary for our legitimate business interests, such as managing operations, improving services, maintaining security, and handling customer queries, provided these interests do not override your rights and freedoms.
Consent: where required by law, we will ask for your consent before processing certain information. You may withdraw consent at any time, though this will not affect processing already carried out lawfully.

Where we rely on legitimate interests, we assess the potential impact on your privacy and take steps to ensure your rights are protected. Where consent is used, it will be specific, informed, and freely given.

5. Sharing Your Information

We may share personal data with trusted third parties where necessary to run our business and deliver services. These third parties act as processors or, in some cases, independent controllers. We only share data when appropriate safeguards are in place.

Processors and Service Providers

Examples of processors may include:

Payment processors: to handle secure payment transactions;
IT and cloud service providers: to store data and support business systems;
Accounting and bookkeeping providers: to manage financial records and tax compliance;
Communication tools: to support email, scheduling, or messaging services;
Operational subcontractors: where needed to complete a booking or assist with a move.

All processors are required to protect personal data and may only use it according to our instructions and applicable law. We do not sell personal data.

We may also disclose information if required by law, court order, regulatory request, or to protect our rights, customers, staff, or the public.

6. Data Retention

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

Quotation and enquiry data: kept for a limited period to manage future contact and business records.
Booking and service records: retained for the duration of the service relationship and for a reasonable period afterward.
Financial and tax records: retained for the period required by law.
Complaint and dispute records: retained as long as needed to resolve issues and defend legal claims.

When data is no longer required, we securely delete, anonymise, or destroy it in a way that prevents misuse.

7. Data Security

We use appropriate technical and organisational measures to protect personal data. These may include access controls, secure storage, confidentiality procedures, and regular review of our systems. While no method of transmission or storage is completely risk-free, we work to reduce risks and respond promptly to any suspected security incident.

8. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may apply depending on the circumstances and legal exemptions. Your rights include:

Right of access: you can request a copy of the personal data we hold about you.
Right to rectification: you can ask us to correct inaccurate or incomplete information.
Right to erasure: in certain situations, you can ask us to delete your data.
Right to restrict processing: you can request that we limit how we use your data in certain cases.
Right to object: you can object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability: you can ask for certain information in a structured, commonly used format where processing is based on consent or contract and carried out by automated means.
Right to withdraw consent: where processing relies on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with applicable law. You may also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been infringed.

9. International Transfers

If personal data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place. This may include the use of approved contractual protections or transfers to countries that are recognized as providing an adequate level of protection.

10. 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 processing practices. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their information is handled.

11. Summary of Our Commitment

Man With Van Hammersmith is committed to treating customer data with respect, care, and transparency. We collect only what is needed, use it for clear and lawful purposes, keep it secure, and retain it only for as long as necessary. We also respect your rights and aim to ensure that every customer in the area can rely on a privacy approach that is fair, lawful, and accountable.

This policy applies to all Man With Van Hammersmith customers in area.