Privacy Policy - Man With A Van Hampton Hill

This Privacy Policy explains how Man With A Van Hampton Hill collects, uses, stores, shares, and protects personal data. It applies to all Man With A Van Hampton Hill customers in the area, including anyone who requests a quotation, books a move, receives a service, or otherwise interacts with us in connection with removals, deliveries, transport, or related services. We are committed to handling personal data in a lawful, fair, transparent, and secure manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With A Van Hampton Hill is the data controller for the personal data described in this policy. This means we decide why and how personal data is processed when providing our services. We take privacy seriously and aim to collect only the information needed to manage bookings, perform services safely, handle billing, respond to queries, and maintain accurate business records.

2. Personal Data We Collect

We may collect and process the following categories of information:

Identity information such as name and title.
Contact information such as address, email address, and telephone number.
Service details such as collection and delivery addresses, move dates, item descriptions, access details, and instructions.
Billing and payment information such as invoicing details and payment status.
Communication records including emails, messages, and notes from calls or booking discussions.
Operational information such as route details, service history, and any special handling requirements.
Technical information if you interact with our digital systems, such as IP address, device data, and basic usage logs where applicable.

We do not intentionally collect special category data unless it is necessary and you have provided it yourself, or unless another lawful basis applies. If such information is shared with us accidentally, we will only process it where permitted by law and only for a limited purpose.

3. How We Use Personal Data

We use personal data for the following purposes:

To provide quotations and assess service requirements.
To accept, manage, and complete bookings.
To plan routes, organise loading and unloading, and deliver services safely and efficiently.
To issue invoices, process payments, and manage accounts.
To contact customers about changes, delays, or service updates.
To handle complaints, disputes, and customer support requests.
To maintain internal records and improve service quality.
To comply with legal, tax, insurance, and regulatory obligations.

We will not use your data for purposes that are incompatible with the reasons it was collected, unless we have a valid lawful basis to do so.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for each processing activity. Man With A Van Hampton Hill relies on the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes taking booking details, confirming service arrangements, providing transport, and managing payment or invoicing matters.

Legal Obligation

We may process data where required to comply with legal obligations, such as tax record keeping, accounting rules, insurance requirements, fraud prevention, or responding to lawful requests from authorities.

Legitimate Interests

We may process information where it is necessary for our legitimate interests, provided these interests are not overridden by your rights and freedoms. This may include managing our business operations, improving service delivery, securing our systems, and maintaining accurate records. Where we rely on legitimate interests, we consider the potential impact on your privacy and take appropriate safeguards.

Consent

In limited situations, we may rely on your consent, particularly where processing is optional and not required for a contract or legal duty. If consent is used, you may withdraw it at any time.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties where necessary to run our business and provide our services. These third parties act either as processors or independent controllers, depending on the service they provide.

Processors may include:

Accounting and bookkeeping providers for invoicing and financial administration.
Payment service providers for processing card or online payments.
IT and cloud service providers for secure storage, email, and operational systems.
Customer communication tools used to manage service messages or bookings.
Professional advisers such as insurers, legal advisers, or auditors where necessary.

We only use processors that provide sufficient guarantees regarding data protection and security. Where required, we have data processing agreements in place to ensure personal data is handled only according to our instructions and in compliance with applicable law.

We may also disclose data if required by law, court order, or other lawful request, or where necessary to protect our rights, customers, staff, or property.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements.

Booking and service records are generally retained for a period appropriate to business, insurance, and dispute-handling needs.
Financial and tax records are retained for the periods required by law.
Correspondence and complaint records are retained long enough to resolve issues and demonstrate compliance.
Technical logs are retained only for security, operational, or troubleshooting purposes and for a limited time.

When data is no longer needed, we will securely delete, anonymise, or archive it where appropriate. Retention periods may vary depending on the type of record and the reason it was collected.

7. Security of Personal Data

We use reasonable technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality expectations, and limited access to records on a need-to-know basis. While no system is completely secure, we work to maintain appropriate safeguards and review them regularly.

8. Your Rights Under Data Protection Law

If you are a customer or data subject, you have rights under UK GDPR, subject to certain legal conditions and exemptions. These rights include:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete information.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restrict processing – to ask us to limit how we use your data in some cases.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

To protect your privacy, we may need to verify your identity before responding to a request. We aim to respond within the time limits required by law.

9. International Transfers

If any service provider stores or processes data outside the United Kingdom, we will ensure appropriate safeguards are in place, such as adequacy regulations or approved contractual protections, to maintain a level of protection consistent with UK data protection law.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any updates will apply from the date they are published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their personal data is handled.

11. Summary of Our Commitment

Man With A Van Hampton Hill is committed to processing personal data lawfully, securely, and transparently. We collect only what we need, use it for clear and limited purposes, retain it for no longer than necessary, and work with trusted processors under appropriate safeguards. This policy applies to all Man With A Van Hampton Hill customers in the area and is intended to reflect a privacy-first approach to our services.

We respect your privacy and aim to handle your information responsibly at every stage of our service.