Privacy Policy

Man With a Van Maida Hill Privacy Policy

This Privacy Policy explains how Man With a Van Maida Hill collects, uses, stores, and protects personal data of its customers and prospective customers. It applies to all Man With a Van Maida Hill customers and service users in the Maida Hill area, including anyone who contacts us to request a quote, make a booking, or ask a question about our services.

1. Data Controller

Man With a Van Maida Hill is the data controller for the personal data described in this Privacy Policy. This means we decide how and why your personal data is processed when you use our services in the Maida Hill area.

2. Personal Data We Collect

We only collect personal data that is necessary to provide our services, manage our relationship with you, and meet our legal obligations. The types of personal data we may collect include:

Identification and contact details, such as your name, address, and general contact information that you provide when you request a quote, make a booking, or communicate with us.

Service and booking details, such as pick-up and drop-off addresses, property access information that you choose to share, moving dates and times, an overview of the items to be moved, and any special instructions you provide.

Communication records, including information contained in messages, calls, or other communications you send to us, such as enquiries, complaints, feedback, or updates to your booking.

Payment-related information, such as payment confirmations and transaction references associated with your bookings. We do not store full card details when payments are processed through external payment providers.

Technical data, which may include basic information about how you access our online content, such as device type, approximate location, and general traffic data, where this is collected through cookies or similar technologies. This information is typically aggregated or anonymised and is not used to identify you directly unless it is strictly necessary.

3. How We Collect Your Data

We collect personal data directly from you when you contact us, request a quote, make a booking, provide service instructions, or otherwise communicate with us. This can be done by phone, through online forms, messaging platforms, or in person.

We may also receive limited personal data indirectly where another person makes a booking on your behalf or provides your details in connection with a service, for example when a landlord or employer arranges a move for you. In such cases, we treat that data in accordance with this Privacy Policy.

4. Lawful Basis for Processing

We process your personal data only where we have a valid lawful basis under data protection law. Depending on the situation, we rely on one or more of the following bases:

Contract: We process personal data to take steps at your request before entering into a contract and to perform our contract with you. This includes providing quotes, confirming bookings, delivering moving and transport services, taking payment, and communicating with you about your booking.

Legitimate interests: We process personal data where it is necessary for our legitimate business interests, provided these are not overridden by your rights and interests. This includes managing our business operations, improving our services, responding to general enquiries, handling complaints, maintaining records, and protecting our business against fraud or misuse.

Legal obligation: We process personal data where we are required to comply with legal or regulatory obligations, such as accounting and tax requirements, record keeping, or responding to lawful requests from authorities.

Consent: In some limited cases, we may ask for your consent, for example for certain types of optional marketing or the use of non-essential cookies. Where we rely on consent, you have the right to withdraw it at any time without affecting the lawfulness of processing carried out before its withdrawal.

5. How We Use Your Personal Data

We use the personal data we collect for the following purposes:

To provide and manage our services, including preparing and sending quotes, planning and completing moves, and coordinating pick-up and delivery locations.

To communicate with you, including responding to enquiries, confirming bookings, sending important updates about your move, and dealing with any issues or complaints.

To process payments and manage invoices, refunds, and accounting records.

To improve and manage our business operations, including staff training, quality control, and service development.

To comply with legal obligations and cooperate with regulators and authorities where required.

6. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, or as required by law.

Customer and booking records are generally kept for a period that allows us to meet legal, tax, and accounting requirements and to handle any queries or disputes that may arise after a service, after which the data is securely deleted or anonymised.

Communication records are kept for a reasonable period to manage our relationship with you, improve our services, and resolve any issues. Where the information is no longer required, it is deleted or anonymised.

Data used purely for optional marketing will be kept until you opt out or withdraw consent, or until we determine that it is no longer needed for the purpose collected.

7. Data Sharing and Processors

We do not sell your personal data. We may share personal data with trusted third parties that act as data processors on our behalf, meaning they process data only under our instructions and for our purposes. These may include:

Payment processors who handle card transactions and related financial operations in a secure manner.

IT and hosting providers who supply systems, platforms, and data storage services that we use to operate our business and manage bookings.

Professional advisers, such as accountants or legal advisers, where necessary for legal, tax, or compliance reasons.

In certain circumstances, we may also share personal data with other data controllers, such as regulatory authorities, law enforcement, or insurers, where we have a legal obligation or a legitimate interest in doing so and where this is consistent with data protection law.

When we use processors, we take steps to ensure that they implement appropriate technical and organisational measures to protect your personal data and that they only process it in accordance with our instructions and applicable law.

8. International Data Transfers

Where personal data is transferred outside the United Kingdom or the European Economic Area by our processors or service providers, we require that appropriate safeguards are in place, such as standard contractual clauses or an equivalent mechanism recognised under data protection law. These measures are designed to ensure that your data remains protected to a similar standard as in the UK or EEA.

9. How We Protect Your Data

We take reasonable and appropriate technical and organisational measures to protect your personal data from accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include limiting access to personal data to those who need it for their role, using secure storage and systems, and regularly reviewing our data handling practices.

10. 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 exceptions. These include:

Right of access: You can request confirmation that we process your personal data and obtain a copy of that data, along with information about how we use it.

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

Right to erasure: In certain circumstances, you can request that we 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 and there is no other legal basis for processing.

Right to restriction: You can ask us to restrict how we use your personal data in specific situations, for example while we are considering a request to correct it.

Right to object: You can object to processing based on our legitimate interests or for direct marketing. Where you object to direct marketing, we will stop processing your data for that purpose.

Right to data portability: In certain cases, you can request that we provide your personal data in a structured, commonly used, machine-readable format, or that we transmit it to another controller where technically feasible.

Right to withdraw consent: Where we rely on your consent as the lawful basis for processing, you may withdraw that consent at any time. This will not affect processing carried out before the withdrawal.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, how we process personal data, or legal requirements. Any changes will take effect when the updated policy is made available. We encourage you to review this Privacy Policy periodically so that you remain informed about how we protect your personal data.

12. Applicability to Man With a Van Maida Hill Customers

This Privacy Policy applies to all Man With a Van Maida Hill customers, prospective customers, and service users located in or using our services in the Maida Hill area. By contacting us, requesting a quote, or using our services, you acknowledge that you have read and understood this Privacy Policy and that your personal data will be handled in accordance with it and with applicable data protection law, including the UK General Data Protection Regulation.