Privacy Policy - Man With Van Hammersmith

This Privacy Policy explains how Man With Van Hammersmith collects, uses, stores, shares, and protects personal data when providing moving, removal, transport, and related services. It applies to all Man With Van Hammersmith customers in the area, including individuals, households, landlords, tenants, and business clients who request or receive services from us. We are committed to handling personal data in a lawful, fair, transparent, and secure manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Hammersmith is a moving and transport service provider operating in the Hammersmith area and surrounding locations. For the purposes of data protection law, we act as the data controller for the personal data we collect and process in connection with our services. This means we determine the purposes and means of processing personal data collected from customers, prospective customers, suppliers, and website or service users.

2. Personal Data We Collect

We collect only the personal data that is necessary for providing and managing our services. The categories of data we may collect include:

Identity data such as full name and title.
Contact data such as email address, telephone number, delivery address, pickup address, and billing address.
Service data such as moving date, property access details, inventory information, service preferences, and instructions related to the move.
Transaction data such as payment status, invoice details, and service history.
Communication data such as messages, notes, complaint records, and customer service correspondence.
Technical data where applicable, such as device or browser information and basic usage data if a digital booking system or enquiry form is used.
Special category data only where strictly necessary and usually not intentionally collected; if such data is shared with us inadvertently, it is handled with enhanced care and only processed where a lawful basis applies.

We generally do not seek sensitive information unless it is necessary to meet a legal obligation or a customer voluntarily provides it in connection with a service request.

3. How We Collect Your Data

We may collect personal data directly from you when you:

Request a quote or make a booking.
Communicate with us by phone, email, message, or in person.
Provide information for planning, access, and service delivery.
Pay for services or request an invoice.
Submit a complaint, feedback, or a query.

We may also receive personal data from third parties where necessary for service delivery, such as:

Property managers, landlords, tenants, or business representatives.
Payment providers or accounting services.
Subcontractors or operational partners involved in completing the service.

4. Lawful Basis for Processing

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

Contract

We process personal data to enter into and perform a contract with you, including preparing quotes, arranging schedules, carrying out removals, and managing payment or service delivery.

Legal Obligation

We may process personal data to comply with legal requirements, such as accounting, tax, record-keeping, fraud prevention, or responding to lawful requests from authorities.

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 operational planning, service improvement, customer support, quality control, and protecting our business from fraud or misuse.

Consent

Where required by law, we will ask for your consent before processing your data for specific purposes. If you give consent, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. How We Use Personal Data

We use personal data for the following purposes:

To provide quotes and assess service requirements.
To plan, confirm, and deliver moving and van services.
To communicate with you before, during, and after a service.
To process payments, issue invoices, and manage accounts.
To keep internal records and support operational management.
To respond to queries, complaints, or claims.
To comply with legal, tax, and regulatory obligations.
To improve our services, training, and customer experience.

We will not use your data for purposes that are incompatible with the original reason it was collected unless we have a lawful basis to do so.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including meeting legal, accounting, and reporting requirements. Retention periods may vary depending on the type of data and the nature of our relationship with you.

In general:

Customer and booking records may be retained for the period needed to manage the service and address any follow-up issues.
Financial and invoice records may be retained for the period required by tax and accounting law.
Complaint, claim, or dispute records may be retained for as long as necessary to defend legal rights or resolve the matter.

When personal data is no longer required, it is securely deleted, anonymised, or destroyed in accordance with our retention procedures.

7. Processors and Data Sharing

We may share personal data with trusted processors and service providers who help us deliver our services and operate our business. These processors act only on our instructions and are required to protect your data and use it only for the agreed purpose. Examples may include:

Payment processing providers.
Accounting or bookkeeping services.
IT and data storage providers.
Communication and scheduling tools.
Subcontracted drivers or operational support partners.

We may also disclose personal data where required by law, to respond to legal claims, or to protect the rights, property, or safety of our customers, staff, and business.

Where data is transferred outside the UK, we will ensure appropriate safeguards are in place so that your information receives an adequate level of protection.

8. Data Security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, limited staff access, and contractual protections with processors. While we aim to protect your data, no system can be guaranteed to be completely secure.

9. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete data.
Right to erasure – to ask us to delete your data in certain circumstances.
Right to restriction – to ask us to limit how we use your data in certain situations.
Right to object – to object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability – to request transfer of certain data in a structured, commonly used format, where applicable.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

To exercise any of these rights, you may make a request using the relevant channels we provide in our normal business communications. We may need to verify your identity before responding.

10. Complaints and Supervisory Authority

If you are concerned about how we handle your personal data, we encourage you to raise the issue with us first so that we can address it promptly. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) or the relevant supervisory authority in your jurisdiction if you believe your data protection rights have been infringed.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data processing practices. Any revised version will apply from the date it is issued. We encourage customers to review this policy periodically so they remain informed about how their personal data is handled.

12. Summary of Our Commitment

Man With Van Hammersmith is committed to processing personal data responsibly and transparently. We collect only the information needed to provide moving services, rely on appropriate lawful bases, retain data for no longer than necessary, use trusted processors under proper safeguards, and respect your data protection rights. This policy is intended to protect the privacy of every customer in the Hammersmith area who uses our services.