Privacy Policy - Man With Van Hamptonhill

This Privacy Policy explains how Man With Van Hamptonhill collects, uses, stores, and protects personal data in connection with our moving, delivery, and transport services. It applies to all Man With Van Hamptonhill customers in the area, including individuals, households, and business clients who use our services. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Hamptonhill provides local and regional removal, transportation, and related logistics services. In the course of providing these services, we may need to collect and process personal information about customers, recipients, suppliers, and other relevant individuals. We act as a data controller when deciding how and why personal data is used for our own operational purposes.

2. Personal Data We Collect

We only collect personal data that is necessary for the delivery of our services and the management of our business. The types of information we may collect include:

Identity information: name, title, and, where relevant, business name.
Contact details: address, email address, and telephone number.
Service details: pickup and delivery addresses, moving date, inventory details, access notes, and special handling instructions.
Payment information: billing details, payment status, and transaction records.
Communication records: messages, emails, booking notes, and customer service correspondence.
Technical information: limited device or usage data if collected through digital systems used to manage bookings or communications.
Documentation: records required for insurance, claims, or legal compliance.

We do not intentionally collect special category data unless it is provided by you and is necessary for a specific service requirement, such as accessibility or health-related handling instructions. If such information is needed, we will only process it where permitted by law and with appropriate safeguards.

3. How We Use Personal Data

We use personal data to operate our services efficiently and professionally. The main purposes for processing are:

to respond to enquiries and provide quotations;
to confirm and manage bookings;
to plan routes, loading, delivery, and related logistics;
to communicate with customers about service changes or updates;
to issue invoices, process payments, and maintain financial records;
to handle complaints, claims, and insurance matters;
to comply with legal, accounting, and regulatory obligations;
to improve our customer service and internal processes;
to protect our business, staff, and customers from fraud or misuse.

We only use data in ways that are compatible with the original purpose for which it was collected, unless we have another lawful reason to do so.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis to process personal data. Depending on the context, we rely on one or more of the following:

Contract: processing is necessary to provide a service you have requested or to take steps before entering into a contract.
Legal obligation: processing is required to meet tax, accounting, insurance, or other legal duties.
Legitimate interests: processing is necessary for our legitimate business interests, such as managing operations, preventing fraud, improving services, or keeping secure records, provided your rights do not override those interests.
Consent: in limited situations, we may rely on your consent, especially where it is required by law. Where consent is used, you may withdraw it at any time.

When we process special category data, if applicable, we will also ensure an additional lawful condition is met.

5. Sharing Data and Processors

We may share personal data with trusted third parties who assist us in delivering services or running our business. These parties act as processors where they process data on our behalf, and they are only permitted to use it according to our instructions and applicable law. Examples may include:

Payment providers: to process customer payments securely;
IT and hosting providers: to store data and support communication systems;
Accounting and bookkeeping services: to manage invoices and financial records;
Insurance and claims handlers: to assess and resolve service-related claims;
Professional advisers: such as legal or tax advisers where necessary;
Subcontractors or operational partners: only where needed to complete a booked service.

We require processors to implement appropriate technical and organisational measures to protect personal data. We do not sell personal information. If data is transferred outside the UK, we will ensure suitable safeguards are in place as required by law.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including legal, accounting, and reporting requirements. Retention periods may vary depending on the type of record and the reason for processing. In general:

booking and customer service records are kept for a period needed to manage the service and any follow-up queries;
financial and tax records are retained for the period required by law;
claims, disputes, and insurance-related records may be kept for longer where necessary;
data no longer required is securely deleted, anonymised, or archived in line with our retention practices.

Where data is held on the basis of consent, it will be kept only until consent is withdrawn or the information is no longer needed for the relevant purpose.

7. Data Security

We take data security seriously and use appropriate measures to protect personal information from unauthorised access, loss, misuse, or alteration. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of internal processes. While no system can be guaranteed to be completely secure, we work to maintain a level of protection appropriate to the risk.

8. Your Rights Under GDPR

Individuals whose data we process have rights under data protection law. Subject to legal limitations, you may have the right to:

Access the personal data we hold about you;
Rectify inaccurate or incomplete data;
Erase your data in certain circumstances;
Restrict the processing of your data in certain situations;
Object to processing based on legitimate interests or direct marketing;
Data portability for data you provided to us, where applicable;
Withdraw consent where processing is based on consent;
Complain to the Information Commissioner’s Office if you believe your rights have been infringed.

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

9. Children’s Data

Our services are not directed at children. We do not knowingly collect personal data from children unless it is provided by an adult customer as part of arranging a service and is necessary for that service. Where children’s data is involved, we will process it only where lawful and appropriate.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, business operations, or data handling practices. Any updated version will apply from the date it takes effect. We encourage customers to review this policy periodically so they remain informed about how their information is handled.

Summary of Key Points

Man With Van Hamptonhill processes personal data only when necessary, uses lawful bases such as contract and legitimate interests, shares data only with trusted processors, and retains records for appropriate legal and operational periods. Customers in the area have full GDPR rights.

This policy is intended to provide clear information about our data practices and to support transparency, accountability, and lawful processing.