Man with Van Notting Hill Privacy Policy

This Privacy Policy explains how Man with Van Notting Hill collects, uses, stores, and protects personal data when providing services to customers in the Notting Hill area. It applies to all Man with Van Notting Hill customers and enquirers located in or booking services for the Notting Hill area, regardless of how they contact us or use our services.

Who We Are and Scope of This Policy

Man with Van Notting Hill is a local removals and transport service operating in and around the Notting Hill area. We act as a data controller for the personal data we collect and process in connection with our services. This policy covers personal data collected from individual customers, representatives of business customers, and potential customers who make enquiries about our services.

Types of Personal Data We Collect

We may collect and process the following categories of personal data when you contact us, request a quote, or use our services:

Identification and contact details, such as name, address for collection and delivery, and general location details.

Booking and service information, such as dates and times of your move or transport, details of the items to be moved, access details for properties, and any special instructions.

Communication records, including information you provide in phone calls, messages, or other correspondence with us, as well as notes we make to manage your booking or enquiry.

Payment related information, such as details required to confirm that payment has been made or received. We do not store full payment card details when payment is processed through third party payment providers.

Technical usage data, where applicable, such as basic device or browser information and log data if you interact with our online content or digital tools.

How We Collect Personal Data

We obtain personal data directly from you when you contact us, request a quote, make a booking, or communicate with us about an existing or completed service. This may be done by phone, online forms, messaging services, or in person. We may also receive limited information from third parties if they book our services on your behalf, such as an employer, letting agent, or family member, in which case they are responsible for ensuring they have your permission to share your details.

Lawful Bases for Processing Your Data

We process your personal data under the following lawful bases set out in the UK General Data Protection Regulation and related data protection legislation:

Contract: We process personal data when it is necessary to provide a quote, enter into a contract, and perform the services you have requested, including managing your booking, arranging logistics, and providing customer support.

Legal obligation: We may process personal data where we are required to comply with applicable laws, such as keeping basic financial and transactional records for tax and accounting purposes.

Legitimate interests: We may process data for our legitimate business interests, such as improving our services, handling queries or complaints, maintaining records of jobs carried out, and protecting our business and customers against fraud or misuse, provided that these interests are not overridden by your rights and freedoms.

Consent: In limited circumstances, we may rely on your consent, for example if we wish to send you certain types of optional marketing communications. Where we rely on consent, you may withdraw it at any time.

How We Use Your Personal Data

We use personal data only for specific, explicit, and legitimate purposes. These include:

Providing quotes, responding to your enquiries, and confirming availability.

Setting up, managing, and completing bookings, including planning routes, scheduling vehicles, and communicating with you about collection and delivery times.

Taking and managing payments and issuing confirmations or basic records of transactions.

Communicating with you regarding any issues, delays, queries, or changes to your booking.

Improving our customer service and operations, such as reviewing typical jobs in the Notting Hill area, analysing demand, and keeping internal records.

Handling complaints, disputes, or legal claims, and maintaining appropriate records of services provided.

Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected and to meet any legal, accounting, or reporting obligations. This means:

Basic booking, invoicing, and transaction data is generally retained for a period required by tax and accounting rules after the end of the relevant financial year.

Correspondence and operational records relating to your move or transport may be kept for a reasonable period after completion to respond to enquiries, handle any issues, and improve our services.

Where we rely on consent for optional communications, we will keep the relevant contact details until you withdraw your consent or we no longer need the data for that purpose.

When data is no longer needed, we will delete it or securely anonymise it so that it can no longer be linked back to you.

Sharing Your Data and Use of Processors

We do not sell your personal data. We may share your data with carefully selected third parties who act as processors or independent controllers, where this is necessary for our services or required by law.

Service providers and processors: We may use third party providers for functions such as payment processing, vehicle or route management tools, secure data storage, customer communication tools, and accounting support. These providers act on our instructions, are bound by contractual obligations to protect your personal data, and may not use it for their own purposes.

Other transport or removals partners: On occasion and only where necessary to fulfil your booking, we may work with trusted partners or subcontractors. They will receive only the information required to perform their part of the service.

Legal and professional advisers and authorities: We may disclose personal data to legal advisers, insurers, or public authorities if required by law or to protect our rights, our customers, or others.

International Transfers

Our default position is to keep personal data within the UK or European Economic Area where similar data protection standards apply. If in limited cases a service provider or system involves transferring data outside these areas, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent protections, to ensure that your data remains adequately protected.

How We Protect Your Data

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, or destruction. These measures may include secure storage systems, restricted access to operational files, staff awareness on data handling, and regular review of our data management practices. While no system can be completely secure, we work to keep your personal data safe in line with legal requirements and industry expectations.

Your Data Protection Rights

As a customer or data subject covered by this policy, you have a number of rights under data protection law, subject to certain conditions and exemptions:

Right of access: You can request confirmation of whether we hold your personal data and ask for a copy of that data.

Right to rectification: You can ask us to correct or complete any personal data that is inaccurate or incomplete.

Right to erasure: In some circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purpose for which it was collected and we have no legal reason to retain it.

Right to restrict processing: You may request that we restrict the use of your data in certain situations, such as while we are verifying its accuracy or considering an objection you have raised.

Right to object: You can object to processing that is based on our legitimate interests, including any direct marketing activity, and we will stop processing unless we have compelling legitimate grounds to continue.

Right to data portability: Where processing is based on consent or contract and is carried out by automated means, you may request that we provide your data in a structured, commonly used, and machine readable format or transfer it to another controller where technically feasible.

If you wish to exercise any of these rights, we may need to verify your identity before responding to your request. We aim to respond within the time limits set by data protection law.

Children's Data

Our services are directed at adults arranging transport or removal services in the Notting Hill area. We do not intentionally collect personal data from children. If we become aware that we have collected personal data from a child without appropriate consent, we will take steps to delete that information.

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 protection practices. Any updated version will apply from the date it is made available. We encourage you to review this policy periodically to stay informed about how we protect your personal data.

Contact and Complaints

If you have questions about this Privacy Policy, our handling of your personal data, or if you wish to exercise any of your rights, you can contact us using our usual contact methods. If you are not satisfied with our response or believe that your data protection rights have been infringed, you also have the right to lodge a complaint with the relevant data protection authority in your jurisdiction.