Privacy Policy - Man And A Van Nottinghill

Man And A Van Nottinghill is committed to protecting the privacy and personal data of all customers in the Notting Hill area and surrounding local service area. This Privacy Policy explains how we collect, use, store, share, and protect personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all Man And A Van Nottinghill customers in area, including individuals, households, landlords, tenants, and business clients who use our moving, transport, loading, unpacking, or related services.

1. Who We Are

For the purposes of data protection law, Man And A Van Nottinghill acts as the data controller for the personal data we collect about our customers, prospective customers, and service users. This means we determine why and how your personal data is processed. We are responsible for ensuring your information is handled lawfully, fairly, and transparently.

2. Personal Data We Collect

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

Identity data, such as your name and title.
Contact data, such as your address, phone number, and email address.
Service details, such as collection and delivery addresses, moving dates, property access details, inventory notes, and service instructions.
Payment data, such as billing information, transaction references, and payment status. We do not intentionally store full card details unless required by a secure payment provider.
Communication data, including emails, messages, call notes, and feedback.
Technical data, such as IP address, browser type, device information, and usage information if you interact with our digital systems.
Special category data only where necessary and where you have provided it voluntarily, for example if you share access needs, health-related moving considerations, or other information needed to support safe service delivery.

We do not seek to collect more information than is required. If we ever need additional details to complete a job safely or lawfully, we will explain why they are needed.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotations, schedule services, and manage bookings.
To carry out removals, deliveries, packing support, or related transport services.
To communicate with you about your booking, service changes, or customer support matters.
To process payments, issue invoices, and manage account records.
To improve our services, quality control, and internal training.
To comply with legal, accounting, tax, and insurance obligations.
To prevent fraud, resolve disputes, and protect our business, staff, and customers.

We will only use your personal data for the specific purposes for which it was collected unless we reasonably believe another compatible purpose applies and the law allows it.

4. Lawful Basis for Processing

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

Contract

Processing is necessary for the performance of a contract or to take steps at your request before entering into a contract. This includes providing quotes, confirming bookings, carrying out moves, and managing payments.

Legal Obligation

We may process personal data where needed to comply with legal requirements, including tax, accounting, business record-keeping, and insurance-related obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. Examples include business administration, service improvement, fraud prevention, and handling customer enquiries. We carefully consider the impact on your privacy before relying on this basis.

Consent

In limited cases, we rely on your consent, for example where you voluntarily provide certain optional information or agree to receive specific communications. You can withdraw consent at any time where it is the basis for processing.

Vital Interests and Public Task

These bases are unlikely to apply in most of our services, but may be used in exceptional situations where necessary to protect someone’s safety or where required by law.

5. Sharing Your Personal Data

We may share personal data with trusted third parties where necessary and proportionate to deliver our services or meet legal duties. These third parties may act as processors or, in some cases, as independent controllers. We require all processors to handle data securely and only according to our instructions.

Processors We May Use

Payment processors to handle secure payment transactions.
Accounting and bookkeeping providers to manage invoices, records, and tax reporting.
IT and cloud service providers to host data, store documents, and support business systems.
Communication service providers to help with email, messaging, and customer service tools.
Scheduling or booking tools used to organise jobs and service calendars.
Insurers, legal advisers, and professional advisers where required for claims, compliance, or advice.

We may also share data with authorities where required by law, such as courts, regulators, or law enforcement bodies. If a business restructuring, merger, or sale occurs, personal data may be transferred as part of that process, subject to appropriate safeguards.

6. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected, including for legal, accounting, tax, insurance, and dispute-resolution purposes. Retention periods depend on the type of information and the reason for processing.

Booking and service records are typically kept for a reasonable period after completion of the job to support customer service, claims, and business administration.
Financial and tax records are retained for the period required by law.
Correspondence and complaint records may be kept longer where needed to resolve disputes or maintain evidence of service.
Optional consent-based data is deleted when consent is withdrawn or when it is no longer needed.

When personal data is no longer required, we will delete it securely or anonymise it so it can no longer identify you.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of data handling practices. While no system can be guaranteed completely secure, we work to reduce risks and handle data responsibly.

8. International Transfers

If any of our service providers process data outside the UK, we will ensure appropriate safeguards are in place as required by law. This may include adequacy regulations, standard contractual clauses, or other approved transfer mechanisms designed to protect your information.

9. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may be subject to legal limits and exemptions, but we will always consider your request carefully.

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

If you wish to exercise any of these rights, we will respond within the time limits set by law and may need to verify your identity before acting on your request.

10. Automated Decision-Making

We do not normally use automated decision-making or profiling that produces legal or similarly significant effects about you. If this position changes, we will update this policy and explain the logic, significance, and consequences of any such processing.

11. Children’s Data

Our services are intended for adults arranging moving or transport services. We do not knowingly collect personal data from children unless it is incidentally provided and necessary for the service. Where children’s information is unavoidably involved, we handle it with extra care and only to the extent required.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any revised version will apply from the date it is published or otherwise made available. We encourage customers in the Notting Hill area to review this policy periodically to stay informed about how their data is protected.

13. Our Commitment to Privacy

Man And A Van Nottinghill is committed to ensuring that personal data is handled with care, respect, and accountability. We recognise the importance of privacy in every service we provide and aim to process information in a way that is lawful, fair, and transparent. By using our services, customers in the area can be confident that their data will be used only for legitimate purposes and safeguarded throughout its lifecycle.