Privacy Policy

Man with Van Primrose Hill Customer Privacy Policy

This Privacy Policy explains how Man with Van Primrose Hill collects, uses, stores and protects personal data about its customers in the Primrose Hill area and surrounding locations. 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 Primrose Hill customers and prospective customers in our service area.

Who we are and scope of this policy

Man with Van Primrose Hill is a local transport and removals service offering man and van services such as home moves, office moves and item transport. When you contact us, request a quote, make a booking or use our services, we act as a data controller in relation to your personal data. This means we decide how and why your personal data is processed and we are responsible for ensuring that such processing complies with applicable data protection law.

Personal data we collect

We collect and process only the personal information that is necessary for us to provide our services and to manage our relationship with you. The personal data we may collect includes:

Identification and contact details such as your full name, address, service address, collection and delivery locations, and any alternative contact details you choose to provide. Booking and service information such as details of the items to be moved, access information, dates and times of bookings, and any relevant delivery instructions. Communication records such as messages, enquiries, and notes of conversations relating to quotes, bookings, complaints or feedback. Payment and billing information such as payment status, methods and related transaction references. We do not directly store full payment card details, as payments are normally handled securely by authorised payment processors. Technical information where applicable such as basic device or browser information, log data and similar usage information if you visit our website or use online contact forms.

We usually receive personal data directly from you. In some cases we may receive your details from a third party, for example where another person books a service on your behalf or where a business customer provides contact details for a representative.

Lawful bases for processing personal data

We process your personal data only where we have a lawful basis to do so. Depending on the context, our main lawful bases are:

Contract: We process personal data where it is necessary to enter into or perform a contract with you, such as arranging and delivering a man and van service, providing a quote, or managing your booking. Legal obligation: We may process personal data where we are required to comply with a legal obligation, for example maintaining certain records for tax and accounting purposes or responding to lawful requests from public authorities. Legitimate interests: We may process personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include managing our business operations, improving our services, preventing fraud and handling customer queries. Consent: In situations where we rely on your consent, for example for certain types of marketing communications, you have the right to withdraw your consent at any time.

How we use your personal data

We use the personal data we collect for the following purposes:

To provide and manage our services, including preparing quotes, confirming bookings, planning routes and carrying out collections and deliveries. To communicate with you about your enquiry or booking, including sending confirmations, updates or changes to your service. To manage payments, invoicing, refunds and related financial administration. To maintain business records, including accounting, audits and internal reporting. To handle feedback, queries, complaints and disputes. To protect our business, vehicles, staff and customers, including fraud prevention and security purposes. To comply with legal and regulatory obligations and to cooperate with lawful requests from public or regulatory authorities.

Data sharing and processors

We do not sell your personal data. We may share your personal data with carefully selected third parties where this is necessary for the purposes described in this Privacy Policy and in compliance with data protection law. These third parties may include:

Service providers and data processors who assist us with activities such as booking systems, payment processing, accounting, IT hosting, communications and secure data storage. Professional advisers such as accountants or legal advisers, where required for our business operations or to protect our legal rights. Public authorities, regulators or law enforcement agencies where we are legally required to do so or where such disclosure is necessary to protect our rights or the rights of others.

Where we use third party processors, they are only permitted to process your personal data on our instructions and are required to keep your information secure and confidential.

International transfers

If any of our service providers or systems are located outside the United Kingdom, your personal data may be transferred internationally. Where this occurs, we will take steps to ensure that appropriate safeguards are in place, such as using standard contractual clauses or relying on adequacy regulations, in order to ensure that your data remains protected in accordance with UK data protection law.

Data retention

We will retain your personal data only for as long as is reasonably necessary to fulfil the purposes for which it was collected, including to meet any legal, accounting or reporting requirements. In general:

Basic booking and contact details, together with service records, may be kept for a period necessary to deal with any queries, complaints or legal claims that may arise after the service is completed, and to comply with tax and accounting obligations. Financial and accounting records may be retained for statutory periods as required by applicable law. Communications and enquiry records may be retained for a reasonable period to help us manage our relationship with you and to improve our services.

When the relevant retention period expires, we will either securely delete or anonymise your personal data so that it can no longer be associated with you.

Data security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures include internal policies, restricted access to personal data, secure storage methods and the use of reputable service providers. While we aim to protect your information, no system can be completely secure, and we cannot guarantee absolute security of data transmitted to or from us.

Your data protection rights

Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all Man with Van Primrose Hill customers in our service area, subject to certain legal limitations and exemptions. Your rights include:

Right of access: You can request a copy of the personal data we hold about you and information about how we process it. Right to rectification: You can ask us to correct inaccurate or incomplete personal data. Right to erasure: In certain circumstances, you can request that we delete your personal data where there is no good reason for us to continue processing it. Right to restriction: You can request that we restrict the processing of your personal data in certain situations, for example while we verify accuracy or consider an objection. Right to object: You can object to our processing of your personal data where we rely on legitimate interests, including any direct marketing activities. Right to data portability: Where processing is based on consent or contract and carried out by automated means, you may request that we provide your personal data in a structured, commonly used and machine readable format or transfer it to another controller where technically feasible. Right to withdraw consent: Where we rely on your consent, you can withdraw it at any time. This will not affect the lawfulness of processing before withdrawal.

Exercising your rights and contact

If you wish to exercise any of your data protection rights or have questions about this Privacy Policy, you can contact us using the usual contact methods you use to reach Man with Van Primrose Hill. We may need to verify your identity before responding to your request. We aim to respond to all valid requests within one month, or within any other period required by applicable law.

Complaints

If you are concerned about how we handle your personal data, you should contact us first so that we can try to resolve the issue. You also have the right to lodge a complaint with the UK data protection supervisory authority, the Information Commissioner's Office. Details about how to raise a concern with the Information Commissioner's Office are available directly from that authority.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or data protection practices. Any changes will take effect from the date of publication of the revised Privacy Policy. You should review this document periodically to stay informed about how we protect your personal data.