Privacy Policy - Man And Van Notting Hill

Last updated: This Privacy Policy explains how Man And Van Notting Hill collects, uses, stores, shares, and protects personal data relating to all customers in the Notting Hill area and anyone who interacts with our moving and transportation services. It applies to all Man And Van Notting Hill customers in area.

We are committed to handling personal information in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This Privacy Policy should be read carefully so that you understand how your data is used when you request a quote, book a service, communicate with us, or receive services from us.

1. Personal Data We Collect

We collect only the personal data that is necessary to provide our services, manage customer relationships, comply with legal obligations, and improve our operations. The types of data we may collect include:

Identity details: name, title, and other basic identifying information.
Contact details: email address, telephone number, and service-related address information.
Service details: move date, pickup and delivery locations, property access details, item descriptions, special handling instructions, and any notes needed to complete the job.
Payment and billing information: invoicing details, payment status, and transaction records. We do not keep more payment data than is necessary for accounting and record-keeping purposes.
Communication records: emails, message content, call notes, and any correspondence related to enquiries, quotes, complaints, or service changes.
Technical information: limited data such as device or browser information, where relevant to our website or digital systems, if used.
Feedback and review information: comments, survey responses, and service feedback you choose to provide.

We do not intentionally collect special category data unless you voluntarily provide it and it is necessary for service delivery, for example, information about access needs or health-related mobility requirements. Where such information is provided, we treat it with extra care and only use it when necessary and appropriate.

2. How We Use Your Personal Data

We use personal data for the following purposes:

To provide quotes and arrange moving services.
To plan jobs, manage logistics, and carry out removals safely and efficiently.
To communicate with you about bookings, changes, delays, or service issues.
To process payments, issue invoices, and maintain financial records.
To respond to enquiries, complaints, and customer support requests.
To improve our service quality, training, and operational planning.
To meet legal, tax, insurance, and regulatory obligations.
To protect our business, staff, customers, and property against fraud, misuse, or other unlawful activity.

We will only use your data for the purposes for which it was collected unless we reasonably believe we need to use it for a compatible purpose and such use is permitted by law.

3. Lawful Basis for Processing

We process personal data only where we have a lawful basis under data protection law. Depending on the context, the lawful bases we rely on may include:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes preparing quotations, confirming bookings, arranging logistics, and delivering the moving service.

Legal Obligation

We may process and retain personal data where required to comply with legal obligations, including tax, accounting, insurance, and record-keeping requirements.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include service administration, internal record keeping, fraud prevention, service improvement, and handling customer enquiries.

Consent

In certain cases, we may rely on your consent, for example where you voluntarily provide optional information that is not required to deliver the service. If we rely on consent, you may withdraw it at any time.

Important: If we need to use personal data for a purpose not covered by the above lawful bases, we will explain the reason to you and ensure that the processing is lawful before proceeding.

4. Data Sharing and Processors

We may share personal data with trusted third parties who act as processors or independent controllers, but only where it is necessary for service delivery, legal compliance, or legitimate business operations. We require all processors to handle personal data securely and in accordance with data protection law.

Examples of processors and recipients may include:

Payment service providers used to process transactions securely.
Accounting and bookkeeping providers who help manage invoices and financial records.
IT and data storage providers who support business systems, email, or secure data storage.
Communication and scheduling providers used to manage customer records and service coordination.
Insurance or legal advisers where necessary to handle claims, disputes, or compliance matters.
Public authorities where disclosure is required by law or lawful request.

We do not sell personal data. We also do not share data for unrelated marketing purposes unless lawful and appropriate to do so. Where third parties process data on our behalf, they may only use it according to our instructions and for the agreed purpose.

5. International Transfers

If any of our service providers store or process personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place. This may include adequacy regulations, standard contractual clauses, or other legally recognised protections designed to keep your data safe and lawful.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes outlined in this Privacy Policy, including legal, accounting, and business requirements. Retention periods may vary depending on the type of information and the reason it was collected.

Booking and service records: retained for a period necessary to manage the customer relationship and address post-service queries.
Financial and tax records: retained for the period required by applicable tax and accounting laws.
Complaints and dispute records: retained as long as needed to resolve the issue and protect legal rights.
General correspondence: retained only for as long as reasonably required for administration and service management.

When data is no longer required, it will be securely deleted, anonymised, or otherwise disposed of in a safe manner.

7. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be limited in some circumstances, but we will always assess and respond to your request in accordance with applicable law.

Right of access: you may request confirmation of whether we process your personal data and receive a copy of it.
Right to rectification: you may ask us to correct inaccurate or incomplete information.
Right to erasure: you may request deletion of your data where there is no lawful reason for us to keep it.
Right to restriction: you may ask us to limit processing in certain circumstances.
Right to data portability: you may request that data you provided be transferred to you or another controller in a structured format, where applicable.
Right to object: you may object to processing based on legitimate interests, and we will stop unless we have compelling legal grounds.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

We may need to verify your identity before responding to your request. We aim to deal with all valid requests within the time limits required by law.

8. Data Security

We take appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limited access to personal information on a need-to-know basis. While no system can guarantee complete security, we work hard to reduce risks and maintain a reasonable level of protection.

9. Children’s Data

Our services are intended for adults arranging moving or transportation services. We do not knowingly collect personal data from children unless it is incidentally provided in the course of providing a service and only where necessary and lawful. If we become aware that we have collected data from a child without appropriate basis, we will take steps to delete it promptly.

10. Complaints and Further Information

If you believe your data has been used improperly or you are dissatisfied with how we have handled a privacy matter, you have the right to raise a complaint with the relevant data protection authority. You may also contact us using the appropriate business communication channels if you wish to discuss your concern, request further information, or exercise your rights.

We encourage you to contact us first so that we can try to resolve the issue quickly and fairly. Your privacy matters to us, and we will do our best to address concerns in a transparent and timely way.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or how we process personal data. Any revised version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their information is handled.

Summary of our commitment: We process personal data lawfully, only for necessary business purposes, retain it for appropriate periods, use trusted processors, and respect your rights under data protection law. This policy applies to all Man And Van Notting Hill customers in area.