Man with Van Hampton Hill Privacy Policy
This Privacy Policy explains how Man with Van Hampton Hill collects, uses, stores and protects personal data relating to customers and prospective customers in the Hampton Hill area and surrounding local areas. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018.
This Privacy Policy applies to all Man with Van Hampton Hill customers and service users in our operating area, including anyone who contacts us to request a quote, make a booking, or otherwise interacts with our services.
Who we are and scope of this policy
Man with Van Hampton Hill is a local removals and transport service provider. We act as the controller of the personal data we collect about you for the purposes described in this Privacy Policy. This policy covers personal data collected via telephone, messaging services, written correspondence, online enquiries, and in-person communications related to our services.
Personal data we collect
We may collect and process the following categories of personal data about you when you interact with Man with Van Hampton Hill:
Identification and contact data: name, postal address, collection and delivery addresses, contact details such as mobile or landline numbers, and general location information relevant to the service.
Service and booking details: details of items to be moved, property access information, preferred dates and times, instructions or notes relating to the move, and records of quotes and bookings.
Communication records: information contained in emails, text messages, messaging apps, or notes of phone calls relating to enquiries, quotes, bookings, complaints or feedback.
Payment and transaction data: records of payments made to us, such as the date, amount and method of payment. We do not store full card details where payment is processed through a third-party provider.
Technical and usage data: if you contact us via a website or online form, we may receive technical data such as your device type, approximate location, and usage data collected through standard server logs or analytics tools.
How we collect your personal data
We mainly collect personal data directly from you when you:
Contact us to request a quote or information.
Make a booking for our man and van services.
Communicate with us by phone, message, or in writing.
Provide feedback or make a complaint.
We may also receive limited personal data from third parties, for example when an estate agent, landlord, family member or friend makes a booking on your behalf and provides your contact or address details.
Purposes and lawful bases for processing
We process your personal data only where we have a lawful basis under data protection law. The main purposes and lawful bases are:
To provide quotes and respond to enquiries: We process identification, contact and service information to supply you with estimates and answer your questions. The lawful basis is our legitimate interests in providing and promoting our services, and in some cases taking steps at your request before entering into a contract.
To perform our contract with you: When you book our services, we process your personal data to manage and deliver the service, including planning routes, allocating vehicles and staff, communicating with you about arrangements, and handling changes or cancellations. The lawful basis is the performance of a contract with you.
To manage payments and accounts: We use transaction and payment data to process payments, issue confirmations and manage any associated accounting records. The lawful basis is performance of a contract and compliance with our legal obligations.
To maintain business records and comply with the law: We keep certain records for tax, accounting, and regulatory purposes. The lawful basis is compliance with legal obligations and our legitimate interests in maintaining proper business records.
To handle complaints and disputes: We may process relevant personal data when investigating complaints, dealing with insurance matters, or responding to legal claims. The lawful bases include legitimate interests in protecting our business and, where necessary, the establishment, exercise or defence of legal claims.
To send service-related messages: We may contact you with important information about your booking, such as confirmation, reminders or issues affecting the service. The lawful basis is performance of a contract and our legitimate interests in providing an efficient and reliable service.
Data retention periods
We retain your personal data only for as long as is necessary for the purposes for which it was collected, and to meet legal, accounting or reporting requirements. In general:
Enquiry and quote records that do not result in a booking may be kept for up to two years, to help us respond to follow-up enquiries and understand demand patterns.
Booking and service records, including invoices and payment records, are typically retained for up to seven years to meet tax and accounting obligations and to manage any potential legal claims.
Communication records relating to complaints or disputes may be kept for as long as reasonably necessary to resolve the issue and for any relevant limitation period required by law.
When personal data is no longer required, we will securely delete or anonymise it so that it can no longer be used to identify you.
Data processors and third-party service providers
We may share your personal data with trusted third-party service providers who act as processors on our behalf. These may include:
Payment processing providers that handle card payments or other electronic payment methods.
Cloud storage or IT service providers that host or support our systems and data backups.
Accountants or professional advisers who assist with our financial and legal obligations.
These processors are only permitted to use your personal data in accordance with our instructions and for the specific purposes set out in their contracts with us. They are required to implement appropriate technical and organisational measures to protect your data.
We may also disclose personal data where required by law, for example to law enforcement agencies, regulators or tax authorities, or in connection with legal proceedings.
International transfers
The personal data we process is primarily stored and processed within the United Kingdom. Where any of our service providers transfer or store data outside the United Kingdom or European Economic Area, we ensure that appropriate safeguards are in place, such as standard contractual clauses or an equivalent mechanism recognised by data protection law.
How we protect your personal data
We take reasonable and appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures may include restricted access to systems, secure storage of records, use of passwords and, where appropriate, encryption.
While we take steps to protect your information, transmission of data over the internet or via mobile networks can never be guaranteed as completely secure. You are responsible for keeping any communication devices and access codes secure.
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 exemptions:
Right of access: You can request confirmation that we process your personal data and obtain a copy of that data, together with certain additional information about how it is used.
Right to rectification: You can ask us to correct or complete any inaccurate or incomplete personal data we hold about you.
Right to erasure: In some 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 and there is no legal obligation requiring us to retain it.
Right to restriction of processing: You may ask us to restrict the processing of your personal data in certain situations, such as while we are verifying its accuracy or considering an objection you have raised.
Right to object: You can object to our processing of your personal data where we are relying on legitimate interests as our lawful basis and you believe your rights and interests outweigh ours.
Right to data portability: Where processing is based on consent or on a contract and carried out by automated means, you can request that certain personal data is provided to you or to another controller in a commonly used, machine-readable format.
Right to withdraw consent: If we rely on your consent to process any personal data, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing carried out before withdrawal.
You also have the right to lodge a complaint with the relevant supervisory authority if you are concerned about how we handle your personal data. We encourage you to contact us first so we can try to resolve your concerns.
Children and vulnerable individuals
Our services are directed at adults responsible for arranging removals or transport services. We do not knowingly collect personal data from children for marketing or contractual purposes. Where a move involves a household with children or vulnerable individuals, information collected relates only to the logistical aspects of the service.
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 changes in the law. Any updated version will apply from the date it is made available. We recommend that you review this Privacy Policy periodically to stay informed about how we handle your personal data.
