Privacy Policy
Man and a Van West Hampstead Privacy Policy
This Privacy Policy explains how Man and a Van West Hampstead collects, uses, stores and protects personal data. It applies to all customers and prospective customers using our services in West Hampstead and the surrounding area. We are committed to handling your personal data in accordance with the UK General Data Protection Regulation and the Data Protection Act.
Who We Are
Man and a Van West Hampstead is a local service provider offering transport, removal and related services in the West Hampstead area. For the purposes of data protection law, we act as the data controller for the personal data we collect about our customers, prospective customers and website visitors.
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 your name, address, service address, billing address and general location in the West Hampstead area. Booking and service information such as details of your requested move, dates and times of bookings, property access details that you provide, inventory or item descriptions, and any special instructions. Communication data such as enquiries, messages and feedback you send to us through forms or other communication channels. Transaction data such as records of services purchased and associated payment confirmations from our payment providers. Technical and usage data such as basic information about how you use our website or online booking tools, including date and time of access and pages viewed. We do not intentionally collect special category data, and we ask that you do not provide such information unless it is strictly necessary for the service and you have chosen to disclose it.
How We Collect Your Data
We collect personal data in the following ways: directly from you when you contact us for a quote, make a booking, request information or provide feedback. This includes information provided by phone, in person or through online forms. Automatically when you use our website or online services, where limited technical data may be collected for functionality, security and analytics. From third parties where necessary to provide the service, such as payment service providers processing your payments or digital advertising platforms where you respond to our adverts.
Lawful Basis for Processing
We rely on different lawful bases under data protection law depending on the processing activity:
Contract: We process your personal data when it is necessary to provide our services, manage your bookings, communicate with you about your move and fulfil our contractual obligations. Legitimate interests: We may process your data to manage and improve our services, handle queries and complaints, protect our business, keep appropriate records and prevent fraud, provided that these interests are not overridden by your rights and interests. Legal obligation: We process certain data to meet legal and regulatory requirements, for example maintaining financial records for tax or accounting purposes. Consent: Where required, we will obtain your consent, for example for some forms of marketing or optional cookies. You can withdraw consent at any time, although this will not affect processing carried out before consent was withdrawn.
How We Use Your Personal Data
We use the personal data we collect for the following purposes: to provide and manage our man and van services in the West Hampstead area, including booking, planning and delivering your move. To communicate with you about quotes, bookings, schedule changes, service updates and customer support. To manage payments, invoices, refunds and account records. To improve our services, operations and customer experience based on feedback and usage data. To maintain the security, safety and integrity of our staff, vehicles and customers, including in relation to potential claims or disputes. To comply with legal obligations, respond to lawful requests from authorities and maintain appropriate business records. We will not sell your personal data to third parties.
Sharing Your Personal Data
We may share your personal data with selected third parties where necessary and appropriate, including: service providers acting as data processors who assist us in delivering our services, such as IT support, hosting providers, customer management systems, and payment processing services. Professional advisers including accountants, insurers and legal advisers, where this is necessary for business management, legal compliance or handling claims. Public authorities and regulators where we are legally required to disclose data, or where disclosure is necessary to protect our rights or the rights of others. These third parties are required to handle your personal data securely and only according to our instructions and data protection law.
Data Processors and International Transfers
When we use data processors to help run our business, we carefully select providers that can demonstrate appropriate technical and organisational measures for protecting personal data. If any personal data is transferred outside the United Kingdom, we ensure that appropriate safeguards are in place, such as adequacy regulations or approved standard contractual clauses, so that your data remains protected to standards equivalent to those in the UK.
Data Retention
We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting or reporting requirements. In general, we apply the following retention periods: booking and service records are typically kept for up to six years after the end of the relevant financial year to comply with tax and accounting obligations and to manage any potential claims. Communication records such as enquiries and complaints are usually kept for up to three years after resolution. Technical and usage data is retained for shorter periods where possible and proportionate to the purpose, for example system security or analytics. After the relevant retention periods, personal data will be securely deleted, anonymised or archived in a way that no longer allows you to be identified.
Your Data Protection Rights
Under data protection law, individuals in the West Hampstead area have a number of rights in relation to their personal data. These include: the right to be informed about how your data is used, which this Privacy Policy aims to provide. The right of access to obtain a copy of the personal data we hold about you, together with certain information about how it is processed. The right to rectification to correct inaccurate or incomplete personal data. The right to erasure, sometimes known as the right to be forgotten, in certain circumstances where there is no longer a lawful basis for processing your data. The right to restrict processing in specific situations, for example while we verify accuracy or consider an objection. The right to data portability to receive certain personal data in a structured, commonly used and machine-readable format and to transmit it to another controller, where technically feasible and where the processing is based on consent or contract. The right to object to processing based on our legitimate interests, including some forms of direct marketing. The right not to be subject to a decision based solely on automated processing, including profiling, where this has legal or similarly significant effects, unless certain safeguards apply. These rights are subject to conditions and exemptions under data protection law.
Exercising Your Rights
If you wish to exercise any of your data protection rights, you can contact us and clearly state which right you wish to exercise and provide sufficient information for us to identify you. We may need to request additional information to confirm your identity before fulfilling your request. We aim to respond to all valid requests within one month. In some cases, this period may be extended due to complexity or number of requests, and we will inform you if this happens. There is normally no fee for exercising your rights, although we may charge a reasonable fee or refuse to act on requests that are manifestly unfounded or excessive as permitted by law.
Security of Your Data
We take appropriate technical and organisational measures designed to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include access controls, secure storage and limiting access to personal data to those who need it for legitimate business purposes. While no system can be completely secure, we work to protect your information and to regularly review our security practices.
Customers in the West Hampstead Area
This Privacy Policy applies to all Man and a Van West Hampstead customers and prospective customers located in West Hampstead and the surrounding area who use or enquire about our services. By engaging with us, requesting a quote, or making a booking, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with any part of this policy, you should not provide personal data or use our services. However, we may still be required to retain certain information where required by law.
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 changes will be effective from the date of publication. We encourage you to review this policy periodically so that you remain informed about how we handle your personal data.
