Privacy Policy

Man and Van Notting Hill Privacy Policy

This Privacy Policy explains how Man and Van Notting Hill collects, uses, stores and protects personal data belonging to its customers and prospective customers located in the Notting Hill area. It is intended to comply with the UK General Data Protection Regulation and the Data Protection Act 2018. By engaging our services or contacting us, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all customers and prospective customers of Man and Van Notting Hill in the Notting Hill area who contact us, request a quotation, book a service, visit our website, or otherwise interact with us in connection with our man and van and related services.

Data Controller

Man and Van Notting Hill is the data controller responsible for the personal data collected and used in relation to our services in the Notting Hill area. As data controller, we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing complies with applicable data protection law.

Personal Data We Collect

We collect and process different categories of personal data depending on how you interact with us and the services you use. This may include the following types of information.

Identification and contact details such as full name, postal addresses for collection and delivery, billing address, and general contact details you choose to share with us.

Service and booking information such as preferred moving date and time, details of the property, access instructions, inventory or description of the items to be moved, special handling requirements, and related notes necessary to provide our services.

Communication data such as the contents of your enquiries, requests for quotations, feedback, complaints and any correspondence with us via phone, online forms, messaging, or other communication channels.

Payment and transaction data such as details of services booked, payment status, payment method used, amounts paid, and dates of transactions. We do not store full payment card details; these are processed by secure payment processors on our behalf.

Technical and usage data such as information about how you interact with our website, including pages visited and basic device or browser information, where this is captured through cookies or similar technologies. Where required, we will request your consent for non-essential cookies.

How We Collect Your Data

We may collect personal data directly from you when you contact us to request a quote, make a booking, confirm service details, or provide feedback. We also collect data when you fill in online forms, speak with our staff, or otherwise provide information voluntarily. In some cases, we may receive information from third parties, such as comparison sites or referrers, where you have given them permission to share your details with service providers like us.

Purposes and Lawful Bases for Processing

We process personal data only where we have a valid lawful basis under data protection law. The main lawful bases we rely on are performance of a contract, compliance with legal obligations, legitimate interests, and your consent where required.

To provide quotations and carry out our services we use your identification, contact and service information to prepare quotes, confirm availability, arrange bookings, and deliver our man and van services. The lawful basis is performance of a contract or taking steps at your request before entering into a contract.

To manage customer relationships we use your data to respond to your communications, handle complaints, manage changes to bookings, and provide aftercare. The lawful basis is our legitimate interest in managing our business and providing good customer service.

To process payments and maintain records we use transaction data to issue invoices, process payments, handle refunds and maintain financial records. The lawful basis is performance of a contract and compliance with legal obligations, including accounting and tax requirements.

To improve and secure our services we may use technical and usage data to monitor website performance, enhance security, and optimise our services. The lawful basis is our legitimate interests in running and improving our business and keeping our systems secure.

To send you marketing communications we may use your contact details to provide information about our services that may be of interest to you, where permitted by law. The lawful basis is either our legitimate interests in promoting our services or your consent, depending on the nature of the communication and applicable regulations. You can opt out of marketing at any time.

Sharing Your Personal Data and Processors

We do not sell your personal data. We may share your personal data with trusted third parties where necessary for the purposes described in this Privacy Policy, and only to the extent required.

Service partners and subcontractors may receive relevant information, such as collection and delivery addresses, contact details and service instructions, where they assist us in providing the agreed services.

Payment processors handle your payment card details and process payments securely on our behalf. They act as data processors and must protect your data in line with data protection law.

IT and hosting providers may store or process data within systems we use to operate our website, manage bookings, and store records. These providers act as data processors and are bound by data protection obligations.

Professional advisers and authorities such as accountants, legal advisers, or regulatory bodies may receive data where we are under a legal obligation to disclose it, or where required to establish, exercise or defend legal claims.

Where we use third parties as data processors, we ensure that appropriate contracts are in place requiring them to process personal data only in accordance with our instructions and with adequate security safeguards.

International Transfers

Our main operations are based in the United Kingdom. If any of our service providers transfer personal data outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent measures, to protect your personal data in accordance with applicable law.

Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including to provide our services, maintain business and financial records, handle disputes, and comply with legal and regulatory requirements.

In general, we retain customer records and related transactional information for a period that aligns with legal limitation periods and tax or accounting obligations. Communications and enquiries that do not lead to a booking are kept for a shorter period, only as long as is reasonably necessary to manage our relationship and maintain business records.

When personal data is no longer required, we will delete it or anonymise it so that it can no longer be linked to an identifiable individual.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and limitations.

You have the right to request access to the personal data we hold about you, including confirmation of whether we process your data and a copy of that data.

You have the right to request correction of inaccurate or incomplete personal data.

You have the right to request erasure of your personal data where it is no longer needed for the purposes for which it was collected, where you withdraw consent and there is no other legal basis, or where the processing is unlawful. We may not always be able to comply with your request if we must retain certain data to comply with legal obligations or to establish, exercise or defend legal claims.

You have the right to request restriction of processing in certain circumstances, for example while we verify the accuracy of data or where you object to processing and we are considering your objection.

You have the right to object to processing that is based on our legitimate interests, including profiling, and to direct marketing. We will stop processing your personal data for these purposes unless we have compelling legitimate grounds that override your interests, rights and freedoms or where needed for legal claims.

You have the right to data portability, allowing you to request that certain personal data be provided to you or to another controller in a structured, commonly used and machine readable format, where the processing is based on consent or on a contract and carried out by automated means.

Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before withdrawal.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your data protection rights have been infringed.

Security of Your Personal Data

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction or damage. These measures include limiting access to personal data to staff and service providers who have a business need to know it and are under confidentiality obligations. While we strive to protect your personal data, no transmission or storage system can be guaranteed to be completely secure.

Children

Our services are not directed at children and we do not knowingly collect personal data relating to individuals under the age of 18. If we become aware that we have collected personal data from a child, we will take steps to delete such data where required by law.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or for other operational reasons. When we make changes, we will revise the date of the latest version and, where appropriate, notify you of significant changes. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.