Privacy Policy - Man And A Van Holland Park

This Privacy Policy explains how Man And A Van Holland Park collects, uses, stores, shares, and protects personal data when providing removal, delivery, packing, loading, unloading, and related moving services. This policy applies to all Man And A Van Holland Park customers in the area, including individuals, households, landlords, tenants, businesses, and other service users who engage our services or communicate with us about them.

1. Who We Are

Man And A Van Holland Park is a local moving and transport service provider operating in and around Holland Park. For the purposes of the UK GDPR and the Data Protection Act 2018, we act as a data controller when we determine why and how personal data is processed in connection with our services.

We are committed to handling personal information lawfully, fairly, and transparently. We only collect data that is relevant and necessary for arranging, delivering, managing, and improving our services, or where we are required to do so by law.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

Identity information such as name and, where relevant, business name.
Contact details such as telephone number and email address.
Service details including pickup and delivery addresses, property access information, item descriptions, inventory lists, and moving dates.
Payment-related information such as billing address, payment status, and transaction records.
Communication records such as enquiries, booking notes, complaint details, and correspondence.
Operational data including route details, job scheduling information, vehicle allocation, and service preferences.
Technical data where relevant, such as device or browser information if messages or forms are submitted electronically.

We do not seek to collect unnecessary personal data. If special category data is incidentally provided, for example health-related access needs or sensitivity about property contents, we will process it only when necessary and with appropriate safeguards.

3. How We Use Personal Data

We use personal data for the following purposes:

to provide quotations and respond to enquiries;
to manage bookings, confirm jobs, and arrange collections and deliveries;
to plan routes, allocate staff, and complete moving services safely and efficiently;
to issue invoices, manage payments, and keep financial records;
to communicate service updates, changes, or important operational information;
to handle complaints, claims, or requests for support;
to meet legal, accounting, and insurance obligations;
to maintain records for internal administration, quality assurance, and service improvement;
to prevent fraud, misuse, or unlawful activity.

We only use personal data for the purposes for which it was collected, unless we reasonably determine that it is necessary for a compatible purpose or we are otherwise allowed by law to do so.

4. Lawful Basis for Processing

We rely on one or more lawful bases under UK GDPR when processing personal data:

Contract – where processing is necessary to enter into or perform a contract with you, such as arranging a move or delivering a service you requested.
Legal obligation – where processing is necessary to comply with tax, accounting, insurance, safety, or other legal duties.
Legitimate interests – where processing is necessary for our legitimate business interests, provided your interests and fundamental rights do not override them. This may include service management, record keeping, security, and business administration.
Consent – where required, for example if we need your explicit consent for certain optional communications or specific processing activities.
Vital interests – in rare cases, where processing is necessary to protect someone’s life or physical safety.

Where we rely on legitimate interests, we take care to assess whether the processing is necessary and proportionate. Where we rely on consent, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. Sharing Personal Data and Processors

We may share personal data with trusted third parties where necessary to operate our business and deliver services. These parties act as processors when they process personal data on our behalf and under our instructions, or as independent controllers where they determine their own purposes.

Examples of processors and recipients may include:

Payment service providers that process card or transfer payments;
Accounting and bookkeeping providers that support financial administration;
IT and cloud storage providers that host email, files, booking records, or business software;
Scheduling and communications tools used to manage jobs and service updates;
Insurance providers where a claim or incident needs to be reported;
Professional advisers such as accountants, auditors, or legal advisers;
Public authorities or regulators where disclosure is required by law.

We require processors to protect personal data, process it only on our instructions, and implement appropriate security measures. We do not sell personal data. If data is transferred outside the UK, we ensure appropriate safeguards are in place in accordance with applicable data protection law.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, contractual, accounting, and reporting requirements. Retention periods depend on the type of data and the reason for processing.

In general:

booking and service records are retained for a period needed to manage the transaction and any follow-up issues;
financial and tax records are kept for the period required by law;
correspondence and complaint records are kept for as long as needed to resolve the matter and for reasonable evidence of service history;
technical or operational records are retained for short periods unless they are needed for security, fraud prevention, or legal claims.

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

7. Data Security

We take the security of personal data seriously and apply appropriate technical and organisational measures to protect it against unauthorised access, alteration, disclosure, or loss. These measures may include access controls, secure storage, staff awareness, and restricted sharing of information. While no system can be guaranteed to be completely secure, we work to reduce risks and respond appropriately to any suspected incident.

8. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

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 data;
Right to erasure – to ask us to delete your data in certain circumstances;
Right to restriction – to ask us to limit how we use your data in certain situations;
Right to object – to object to processing based on legitimate interests or direct marketing, where applicable;
Right to data portability – to receive certain data in a structured, commonly used format where processing is based on consent or contract and carried out by automated means;
Right to withdraw consent – where processing is based on consent, you may withdraw that consent at any time;
Right to complain – to raise a concern with the UK Information Commissioner’s Office if you believe your rights have been infringed.

Some rights are subject to limitations. For example, we may retain certain information where required by law or where needed to establish, exercise, or defend legal claims.

9. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is necessary in connection with a household move or service arrangement and where appropriate consent or authority is available. If we become aware that we have collected data from a child without a valid reason, we will take reasonable steps to delete it.

10. 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 processing practices. The most current version will apply to the processing of personal data at the time of use. We encourage customers to review the policy periodically so they remain informed about how their data is handled.

11. Summary of Our Approach

Man And A Van Holland Park handles personal data responsibly, lawfully, and only when needed to provide moving services and manage business operations. We collect limited information, use it for clear purposes, share it only with trusted processors or where required by law, keep it only as long as necessary, and respect your rights under data protection law.

This Privacy Policy applies to all Man And A Van Holland Park customers in the area.