Privacy Policy

Man with Van Hammersmith Privacy Policy

This Privacy Policy explains how Man with Van Hammersmith collects, uses, stores and protects personal data relating to customers and prospective customers in the Hammersmith area. It is intended to ensure compliance with the United Kingdom General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all services provided by Man with Van Hammersmith and to all individuals whose personal data we process in connection with our man and van and related services in the Hammersmith area.

Who we are and scope of this policy

Man with Van Hammersmith is a transport and moving services provider operating in the Hammersmith area. In the context of applicable data protection laws, Man with Van Hammersmith is the data controller for the personal data described in this Privacy Policy. This Privacy Policy applies to all customers, prospective customers, website visitors, and anyone who contacts us or whose data we process in order to provide or promote our services within the Hammersmith area.

Personal data we collect

We collect and process different types of personal data depending on how you interact with us and the services you request. This may include:

Identification and contact details, such as your full name, postal address, service address, billing address, and any other address relevant to the move, as well as any contact methods you choose to provide, such as email or other communication identifiers.

Service and booking information, such as the date and time of your booking, the type of service requested, collection and delivery addresses, property details relevant to the move, any special handling instructions, and records of communications relating to your booking.

Payment and transaction information, including records of payments made and received, payment method used, partial payment reference data as necessary for accounting and reconciliation, and invoices or receipts. We do not store full payment card details if online card processing is handled by a third party payment processor.

Communication records, including enquiries you make by phone or other contact channels, complaints or feedback you provide, and any correspondence relating to quotations, bookings, or after-service support.

Technical and usage data, where applicable, such as information about how you use our website or online forms, including basic log data or device information collected by standard server logs or analytics tools.

How we collect personal data

We may collect personal data in the following ways:

Directly from you when you contact us for a quotation, make a booking, request information, or communicate with us by phone or other channels.

Automatically when you visit our website, for example through server logs or analytics technologies that gather basic usage data.

From third parties, such as payment processors that confirm the status of your payment, or business partners who may refer you to us, where you have given them permission to share your details.

Purposes and lawful bases for processing

We only process your personal data where we have a lawful basis under data protection law. The purposes and related lawful bases include:

To provide our services: We process your identification, contact, booking, and service-related details so that we can provide man and van services, including arranging and completing your move, issuing invoices, and managing your booking. The lawful basis is performance of a contract or steps taken at your request before entering into a contract.

To manage customer relationships: We use your information to communicate with you about your bookings, respond to enquiries or complaints, and manage ongoing relationships. The lawful basis is performance of a contract and our legitimate interests in running our business and providing customer service.

To process payments and maintain accounts: We use payment and transaction information to process your payments, keep appropriate accounting records, and comply with tax and financial reporting obligations. The lawful basis is performance of a contract, compliance with legal obligations, and our legitimate interests in proper financial management.

To improve and protect our services: We may use technical and usage data to maintain the security of our systems, troubleshoot issues, and improve how our website or services operate. The lawful basis is our legitimate interests in maintaining and developing our business and IT systems.

To send marketing communications: Where permitted by law, we may use your contact details to send you information about similar services that may be of interest to you. The lawful basis will be your consent where required or our legitimate interests in promoting our services, subject to your right to opt out at any time.

Data sharing and processors

We do not sell your personal data. We may share your data where necessary with:

Service providers acting as data processors who provide services such as website hosting, payment processing, IT support, or business administration. These processors act only on our instructions and are bound by contractual obligations to protect your data and keep it confidential.

Professional advisers such as accountants or legal advisers, where necessary for accounting, audit, or legal purposes, on the basis of our legitimate interests and legal obligations.

Public authorities or law enforcement agencies when we are legally required to do so, or where it is necessary to protect our rights or the rights of others.

Any potential buyer or successor in the event of a business merger or transfer, to the extent permitted by law and subject to appropriate safeguards.

International transfers

Where any of our service providers or systems are located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place for the protection of your personal data, such as the use of standard contractual clauses or equivalent mechanisms recognised by data protection law.

Data retention

We retain personal data only for as long as is necessary for the purposes for which it was collected, including for satisfying legal, accounting, or reporting requirements.

Customer and booking records are generally retained for as long as you are an active customer and for a reasonable period afterwards to handle any queries or disputes and to comply with tax and accounting rules. This may typically be up to six years after the end of the relevant financial year.

Enquiry records where no booking is made are kept for a shorter period, only as long as needed for follow up, potential bookings, or business analysis, after which the data is securely deleted or anonymised.

Technical and usage data is retained for the period necessary to fulfil security, diagnostic, or analytical purposes and is then deleted or anonymised where possible.

Security of your personal data

We take appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing and against accidental loss, destruction, or damage. These measures may include access controls, secure storage, and procedures to ensure that data is only available to those who need it for legitimate business purposes.

Your data protection rights

Under data protection law, individuals in the Hammersmith area whose data we process have various rights in relation to their personal data.

Right of access: You have the right to request confirmation of whether we process your personal data and, if so, to receive a copy of that data along with certain information about how it is used.

Right to rectification: You have the right to request that we correct or complete any personal data that is inaccurate or incomplete.

Right to erasure: In certain circumstances, you may have the right to request that we delete your personal data, for example where the data is no longer needed for the original purpose and we have no legal obligation to keep it.

Right to restriction of processing: You may request that we restrict the processing of your personal data in certain circumstances, such as while we are verifying the accuracy of the data or considering an objection you have raised.

Right to object: Where we rely on legitimate interests as our lawful basis or process your data for direct marketing, you have the right to object to such processing. We will then stop processing unless we have compelling legitimate grounds or are required to continue for legal reasons.

Right to data portability: Where processing is based on consent or contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used, machine-readable format and to request that we transfer it to another controller where technically feasible.

Right to withdraw consent: Where we rely on your consent to process your personal data, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal.

You also have the right to lodge a complaint with the relevant data protection authority if you believe that your rights have been infringed. We encourage you to contact us first so that we can seek to resolve any concerns directly.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal obligations. Any significant changes will be explained clearly, and the updated version will apply from the date it is made available. We recommend that you review this Privacy Policy periodically so that you remain informed about how we handle personal data for Man with Van Hammersmith customers in the Hammersmith area.