Privacy Policy - Man And Van Holland Park

This Privacy Policy explains how Man And Van Holland Park collects, uses, stores, shares, and protects personal data. It applies to all Man And Van Holland Park customers in area, including individuals and businesses who request, book, pay for, or otherwise use our moving, delivery, collection, packing, loading, and related services. We are committed to handling personal data in a lawful, fair, transparent, and secure way in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Data We Collect

We only collect personal data that is necessary for providing our services, managing customer relationships, and meeting our legal and operational obligations. Depending on your interaction with us, we may collect the following categories of information:

Identity details such as your name, title, and, where needed, business name.
Contact details including your telephone number, email address, and service address.
Booking and service information such as move date, property access notes, inventory details, special handling requirements, and service preferences.
Payment and billing information such as transaction records, invoice details, and proof of payment. We do not intentionally store full card details unless required by a secure payment provider.
Communication records including emails, messages, call notes, complaints, feedback, and customer service interactions.
Technical data such as IP address, device type, browser type, and basic usage information if you contact us through digital channels.
Access and safety information such as instructions needed to enter premises, parking details, or other operational notes relevant to completing a job safely and efficiently.

We generally do not seek to collect sensitive personal data. If you voluntarily provide information that may be considered special category data, we will only process it where necessary and with an appropriate lawful basis.

2. How We Use Your Data

We use personal data for clear and legitimate purposes connected to our services. These include:

Processing enquiries, quotations, and bookings;
Delivering moving, removal, and related services;
Coordinating teams, routes, vehicle use, and service logistics;
Issuing invoices, recording payments, and managing accounting records;
Communicating about your booking, changes, delays, or service issues;
Handling complaints, claims, and customer support matters;
Meeting legal, tax, insurance, and regulatory requirements;
Protecting our business, staff, customers, and property from fraud, misuse, or other risks;
Improving our services, operational planning, and customer experience.

We will not use your personal data for purposes that are incompatible with the reasons for which it was collected unless we have a valid legal basis and, where required, your consent.

3. Lawful Basis for Processing

Under GDPR, we must have a lawful basis before processing personal data. We rely on the following bases depending on the context:

Contract

We process personal data where it is necessary to enter into or perform a contract. For example, we need your name, address, contact details, and service instructions to provide the moving service you requested.

Legal obligation

We may process and retain certain information to comply with tax rules, accounting obligations, insurance requirements, and other laws.

Legitimate interests

We may process personal data where it is necessary for our legitimate interests and those interests are not overridden by your rights and freedoms. This may include managing bookings, preventing fraud, improving services, keeping records, and ensuring security. We always consider whether the impact on your privacy is proportionate before relying on this basis.

Consent

In limited cases, we may rely on your consent, for example for certain optional communications or where another basis does not apply. If consent is used, you may withdraw it at any time, and this will not affect the lawfulness of processing carried out before withdrawal.

4. Sharing Personal Data and Processors

We do not sell personal data. We may share limited information with trusted third parties only where necessary to provide our services, run our business, or comply with the law. These third parties act as processors or independent controllers depending on the service they provide.

Examples of processors and service providers may include:

Payment processors that handle secure transactions;
Accounting and invoicing providers that help manage financial records;
IT and cloud storage providers that host emails, records, and business systems;
Communication service providers that support booking confirmations or service updates;
Professional advisers such as accountants, insurers, or legal advisers when necessary;
Public authorities where disclosure is required by law or necessary for legal claims.

Where we use processors, they are required to process personal data only on our instructions, keep it secure, and comply with data protection law. We take reasonable steps to ensure any processor we use offers appropriate safeguards.

5. International Transfers

Some service providers may store or access data outside the UK. Where this occurs, we ensure appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent protection measures, so your data remains protected to a standard consistent with UK GDPR.

6. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected, unless a longer period is required or permitted by law. Retention periods may vary depending on the type of record and the reason for keeping it.

Booking and service records are typically retained for as long as needed to manage the service relationship and any follow-up issues.
Financial and tax records are generally retained for the period required by accounting and tax law.
Complaint, claim, and dispute records may be kept for longer where necessary to resolve matters or defend legal claims.
Communication records are retained only as long as needed for customer service, quality control, or legal purposes.

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

7. Data Security

We use appropriate technical and organisational measures to protect personal data from accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include restricted access, secure storage, password protection, staff confidentiality obligations, and careful control of third-party access.

However, no system can be guaranteed to be completely secure. While we work to protect your information, we cannot promise absolute security. If a data breach occurs that is likely to result in a risk to your rights and freedoms, we will handle it in line with applicable legal requirements.

8. Your Rights Under GDPR

You have important rights regarding your personal data. Subject to legal conditions and exemptions, you may have the right to:

Access the personal data we hold about you;
Rectify inaccurate or incomplete information;
Erase your data in certain circumstances;
Restrict processing in certain situations;
Object to processing based on legitimate interests or direct marketing;
Data portability for information you provided to us in a structured, commonly used format where applicable;
Withdraw consent where we rely on consent as the lawful basis;
Complain to the Information Commissioner’s Office if you believe your data rights have been infringed.

We may need to verify your identity before responding to a request. This is to protect your information and ensure we only disclose data to the correct person.

9. Cookies and Similar Technologies

If we use cookies or similar technologies in connection with digital services, they will only be used for necessary functionality, performance analysis, or improvement purposes, where permitted by law. Where required, we will provide appropriate notice and obtain consent for non-essential cookies.

10. Children’s Data

Our services are intended for adults arranging moving and transport services. We do not knowingly collect personal data from children unless it is necessary in the context of a booking and provided by an adult with authority to do so. If we become aware that we have collected data in error, we will take steps to delete it where appropriate.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or the way we process personal data. Any updated version will apply from the date it is issued. We encourage customers to review this policy periodically so they remain informed about how their information is handled.

12. Fairness and Accountability

We are committed to the principles of lawfulness, fairness, transparency, data minimisation, accuracy, storage limitation, integrity, and confidentiality. We aim to collect only what we need, use it responsibly, and keep it for no longer than necessary. Where appropriate, we review our data handling practices to ensure they remain proportionate and compliant.

13. Summary of Key Points

This Privacy Policy sets out how Man And Van Holland Park handles personal data for customers in the area. In summary:

We collect only the data needed to provide our services and meet legal duties;
We process data using lawful bases such as contract, legal obligation, legitimate interests, and consent where relevant;
We share data only with trusted processors and where required by law;
We retain data only for as long as necessary;
We respect your GDPR rights and aim to respond to requests fairly and promptly.

By using our services, you acknowledge that your personal data may be processed as described in this Privacy Policy. We take privacy seriously and aim to ensure that all processing is necessary, proportionate, and secure.