Privacy Policy - Man And A Van Hammersmith

Man And A Van Hammersmith is committed to protecting the privacy and personal data of all customers in the Hammersmith area. This Privacy Policy explains how we collect, use, store, share, and protect personal data when providing our moving, delivery, and related services. It also sets out the rights available to individuals under data protection law. This policy applies to all Man And A Van Hammersmith customers in area, including anyone who requests, receives, or enquires about our services.

1. Who We Are

For the purposes of applicable data protection laws, Man And A Van Hammersmith acts as the data controller for personal data collected in connection with our services. This means we decide how and why personal data is processed. We are responsible for ensuring that personal data is handled lawfully, fairly, and transparently.

2. Personal Data We Collect

We only collect personal data that is necessary to provide and manage our services, respond to enquiries, and meet legal or operational requirements. The types of data we may collect include:

Identity details such as your name and title
Contact details such as phone number and email address
Service details such as move date, collection and delivery addresses, access information, item descriptions, and service preferences
Billing and payment information where relevant for invoicing and payment processing
Communication records including messages, emails, and notes from calls or enquiries
Transaction and service history relating to bookings, quotes, completed jobs, cancellations, or complaints
Technical information such as basic website usage data, cookies, device identifiers, or IP address if you visit our online services

In some cases, we may also receive personal data from third parties, for example from a person making a booking on your behalf, a business client, or a payment provider. We only collect sensitive personal data if it is strictly necessary and lawful to do so, which is not normally part of our standard services.

3. How We Use Personal Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations
To arrange, manage, and deliver moving or transport services
To communicate with you about bookings, service changes, or operational updates
To process payments, invoices, refunds, and account-related matters
To maintain records of services provided
To handle complaints, claims, or disputes
To comply with legal, tax, insurance, or regulatory obligations
To improve our services, systems, and customer experience
To protect against fraud, misuse, or unlawful activity

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

4. Lawful Basis for Processing

We process personal data only where a lawful basis under UK GDPR and data protection law applies. The main lawful bases we rely on are:

Contract

Processing is necessary for the performance of a contract or to take steps at your request before entering into a contract. This includes providing quotes, managing bookings, delivering services, and handling payment arrangements.

Legal obligation

We may process personal data when necessary to comply with legal obligations, such as accounting, tax, insurance, or record-keeping requirements.

Legitimate interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include managing our business, preventing fraud, maintaining service quality, or keeping internal records.

Consent

In limited situations, we may rely on your consent, for example for certain marketing communications or optional data processing activities. Where consent is used, you may withdraw it at any time.

5. Data Sharing and Processors

We may share personal data with trusted third parties who help us deliver our services or meet our legal obligations. These third parties act as processors when they process data on our behalf under contract and only according to our instructions. Examples may include:

Payment processors for taking card or online payments
Accounting and bookkeeping providers for financial administration
IT and cloud service providers for secure storage and communication systems
Administrative service providers who assist with booking management or customer records
Insurance providers or claims handlers where needed to manage incidents
Professional advisers such as lawyers, auditors, or insurers
Regulators, authorities, or law enforcement where disclosure is required by law

We require all processors to handle personal data securely, use it only for the agreed purpose, and apply appropriate technical and organisational measures. We do not sell personal data.

6. International Transfers

Where any processor or service provider stores or processes data outside the United Kingdom, we take appropriate steps to ensure that personal data receives a level of protection that is essentially equivalent to that required under UK data protection law. This may include the use of approved contractual safeguards and risk assessments.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, tax, insurance, and reporting requirements. Retention periods vary depending on the type of data and the purpose of processing.

In general:

Booking and service records are retained for a reasonable period after completion to deal with queries, disputes, or claims
Financial and invoice records are retained for the period required by law
Correspondence may be retained while relevant to customer service, dispute resolution, or business records
Where data is no longer needed, it is securely deleted, anonymised, or destroyed

We review retention regularly to ensure data is not kept longer than necessary.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, alteration, or disclosure. These measures may include access controls, secure storage, confidentiality obligations, and regular review of security practices. While we take reasonable steps to safeguard data, no system can be guaranteed to be completely secure.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to legal limitations and exemptions, but we will always review requests carefully. Your rights may include:

The right of access to obtain confirmation of whether we process your personal data and to request a copy
The right to rectification to correct inaccurate or incomplete data
The right to erasure in certain circumstances, also known as the right to be forgotten
The right to restrict processing in certain cases
The right to object to processing based on legitimate interests or direct marketing
The right to data portability where processing is based on consent or contract and carried out by automated means
The right to withdraw consent where consent is the legal basis for processing

If you wish to exercise any of these rights, we will respond in accordance with data protection law. We may need to verify your identity before fulfilling your request.

10. Children’s Data

Our services are generally intended for adults acting for themselves, for their household, or on behalf of a business. We do not knowingly collect personal data from children unless it is necessary in connection with a service request and lawfully provided by an adult responsible for the arrangement.

11. Cookies and Online Data

If you use any online service associated with us, we may collect limited technical information through cookies or similar technologies. This information helps us understand how services are used, improve functionality, and maintain security. Where required, we will seek consent for non-essential cookies. You can usually adjust browser settings to refuse or limit cookies, although some features may not work properly as a result.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or the services we offer. Any updated version will apply from the date it is published. We encourage customers to review this policy periodically so they remain informed about how their personal data is handled.

13. Contact and Complaints

If you have questions about this Privacy Policy, wish to exercise your rights, or have concerns about how your personal data is handled, you should raise the matter through our normal customer service channels. You also have the right to lodge a complaint with the UK data protection supervisory authority if you believe your data protection rights have been infringed.

Summary: Man And A Van Hammersmith explains what data is collected, why it is processed, lawful bases, retention, processors, security, and your rights for all customers in area.