Man and a Van Hammersmith Privacy Policy
This Privacy Policy explains how Man and a Van Hammersmith collects, uses, stores and protects personal data relating to its customers and prospective customers. It applies to all Man and a Van Hammersmith customers and service users in our operating area, including individuals and businesses who contact us, request a quotation, make a booking or otherwise use our services.
Who We Are
Man and a Van Hammersmith is a removals and transport service operating in the Hammersmith area and nearby locations. In relation to the personal data described in this Privacy Policy, we act as the data controller, which means we determine the purposes and means of processing your personal data in accordance with applicable data protection law, including the UK General Data Protection Regulation and the Data Protection Act 2018.
Personal Data We Collect
We collect and process different types of personal data depending on how you interact with us. This may include:
Identification and contact details such as name, address, service address, billing address, and any additional contact person details you provide. Communication details such as email correspondence, messages sent via contact forms, and information you give us over the phone or in writing when requesting a quote or making a booking. Service information such as details of your move or transport request, access information for collection and delivery addresses, dates and times of bookings, and items to be moved where relevant. Transaction information such as amounts charged, payment status, partial card details as provided to us by our payment processor, and records of invoices and receipts. Technical and usage information where applicable, such as basic device and browser information, date and time of access to any online forms, and information needed for security and system administration.
We do not intentionally collect special categories of personal data such as health information, religious beliefs or similar sensitive information. We ask that you do not provide such information to us unless it is strictly necessary in relation to the services and you understand why it is being provided.
How We Collect Personal Data
We collect personal data directly from you when you contact us by phone, through any online enquiry form, by message or in person, when you request a quotation, when you confirm a booking, or when you make a payment. We may also receive personal data indirectly where a third party arranges services on your behalf, for example an estate agent, landlord, friend or family member who provides us with your details for the purpose of a move or delivery.
Purposes and Lawful Bases for Processing
We only process your personal data when we have a lawful basis to do so. The main purposes and legal bases are:
To provide quotations and respond to enquiries. When you ask for a quote or information about our services, we process your contact details and enquiry information in order to respond. The lawful basis is our legitimate interest in responding to potential customers and growing our business.
To perform our services and manage bookings. When you book a service with us, we process your personal data to confirm and manage your booking, carry out the move or transport, handle changes or cancellations, and communicate with you about the service. The lawful basis is performance of a contract or taking steps at your request before entering into a contract.
To manage payments and accounting. We use personal and transactional data to process payments, issue invoices, manage refunds if applicable, and maintain our financial records. The lawful bases are performance of a contract and our legal obligation to maintain proper records for tax and accounting purposes.
To communicate with you about our services. We may contact you regarding important service updates, changes to terms or privacy notices, or follow-ups related to completed services. The lawful bases are performance of a contract and our legitimate interests in maintaining customer relationships and service quality.
To ensure security and prevent misuse. We may process personal data to protect our business, our staff and our customers, including preventing fraud, misuse of our services, or damage to property. The lawful basis is our legitimate interest in ensuring the safety and integrity of our operations.
To comply with legal obligations. We may process your personal data where needed to comply with applicable laws, for example responding to lawful requests from authorities or maintaining records required by law. The lawful basis is compliance with a legal obligation.
Data Sharing and Processors
We do not sell your personal data. We only share it where necessary and with appropriate safeguards. In particular, we may share your personal data with:
Service providers and data processors who assist us in operating our business, such as payment processing companies, accounting or bookkeeping services, information technology or cloud service providers, or customer management tools we use to store and organise booking information. These providers process personal data on our behalf and are contractually required to keep it secure and to use it only in accordance with our instructions and applicable law.
Professional advisers such as accountants or legal advisers where necessary for the management of our business and in connection with legal claims or compliance obligations.
Authorities and regulators where we are legally required to do so, or where disclosure is necessary to protect our rights, your rights or the rights of others.
Where personal data is transferred outside the United Kingdom or European Economic Area by one of our processors, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent mechanisms required under data protection law.
Data Retention
We keep personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy, or as required by law. The retention period may vary depending on the type of data and the context of our interactions with you.
Enquiry and quotation records are generally retained for a limited period so that we can respond to follow-up requests and keep track of previous communications. Booking and service records, including invoices and payment information, are retained for longer periods where required for accounting, tax and legal purposes. In many cases this will be for up to six years from the end of the relevant financial year.
When personal data is no longer required, it will be securely deleted or anonymised so that you can no longer be identified from it.
Your Data Protection Rights
Under data protection law, you have several rights in relation to your personal data, subject to certain conditions and exceptions. These include:
The right of access. You can request confirmation of whether we process your personal data and obtain a copy of the personal data we hold about you, together with certain information about how it is used.
The right to rectification. You can request that we correct or complete personal data that is inaccurate or incomplete.
The right to erasure. In certain circumstances, you can ask us to delete your personal data, for example where it is no longer needed for the purposes for which it was collected or where you withdraw consent where consent was the lawful basis.
The right to restriction of processing. You can ask us to temporarily restrict the use of your personal data in certain situations, for example while we are considering a request to rectify or erase data.
The right to data portability. Where we process your personal data based on your consent or on a contract and by automated means, you may request a copy of that data in a structured, commonly used and machine-readable format, and you may ask us to transmit it to another controller where technically feasible.
The right to object. You can object at any time to processing based on our legitimate interests, including certain forms of profiling. We will stop processing your personal data unless we can demonstrate compelling legitimate grounds which override your interests, rights and freedoms or unless processing is needed for legal claims.
Where we rely on consent as a lawful basis for processing, you have the right to withdraw that consent at any time. Withdrawing consent does not affect the lawfulness of processing carried out before withdrawal.
How To Exercise Your Rights
If you would like to exercise any of your data protection rights or have questions about how we handle your personal data, you can contact us using the usual contact details you use for our services. To help us respond efficiently, please provide your name, contact information, and enough detail for us to identify the personal data or processing activity in question. We may need to verify your identity before responding to your request to ensure your data is protected.
You also have the right to lodge a complaint with the relevant data protection authority if you believe that your data protection rights have been infringed. In the United Kingdom, this is the Information Commissioner's Office. We would, however, welcome the opportunity to address your concerns directly before you approach a supervisory authority.
Security of Your Personal Data
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 those who need it for the purposes described in this Privacy Policy, using secure systems and tools for storing data, and taking reasonable steps to ensure that our staff and service providers are aware of their data protection responsibilities.
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 changes will take effect when the updated Privacy Policy is made available through our usual communication channels. We encourage you to review this Privacy Policy periodically so that you remain informed about how we protect your privacy.
This Privacy Policy applies to all Man and a Van Hammersmith customers and service users in our area of operation and is intended to give you clear and transparent information about your personal data and your rights.
