Privacy Policy

Man and Van Holland Park Privacy Policy

This Privacy Policy explains how Man and Van Holland Park collects, uses, stores, and protects personal data relating to our customers and prospective customers in the Holland Park area. It also sets out your rights under the UK General Data Protection Regulation and related data protection laws. This Privacy Policy applies to all Man and Van Holland Park customers and service users within our operating area.

Who we are and scope of this policy

Man and Van Holland Park provides removal, delivery, and related transport services to residential and business customers. In the course of providing these services, we act as a data controller, which means we decide how and why your personal data is processed.

This Privacy Policy applies to personal data collected from customers, prospective customers, website visitors, and individuals who contact us in any way about our services in the Holland Park area.

Personal data we collect

We collect and process different categories of personal data, including:

Identification and contact details: name, address, service address, billing address, and general location information relating to your move or delivery, as well as contact details such as your preferred method of contact.

Service and booking information: details about the services you request, dates and times of bookings, pickup and drop-off locations, access instructions, and details required to complete your move or delivery.

Payment and transaction data: information relating to payments for our services, such as the amount paid, payment method, and transaction history. We do not store full card payment details; these are processed securely by our payment service providers.

Communications: records of your communications with us, such as enquiries, complaints, feedback, and any information you voluntarily provide when contacting us.

Technical and usage data: when you visit our online platforms, we may collect limited technical information such as your browser type, device type, and general usage data needed to operate, secure, and improve our services. Where cookies or similar technologies are used, they will only be deployed in line with applicable laws.

How we collect personal data

We obtain personal data directly from you when you request a quote, make a booking, contact us, or otherwise communicate with us. We may also collect data when you visit our website or other online channels and provide information through online forms or messages.

In some cases, we may receive personal data indirectly, for example where a third party books our services on your behalf and provides us with your contact details and address so that we can complete a move or delivery. Where this occurs, we rely on the third party to have obtained your permission or to have another lawful basis for sharing your details with us.

Lawful basis for processing

We process your personal data only where we have a lawful basis under data protection law. Depending on the context, this may include:

Contract: where processing is necessary to enter into or perform a contract with you, such as when you request a quote, make a booking, or we provide moving or delivery services.

Legal obligation: where we are required to process data to comply with a legal or regulatory obligation, for example in relation to tax, accounting, or responding to lawful requests from public authorities.

Legitimate interests: where processing is necessary for our legitimate business interests or those of a third party, provided these are not overridden by your rights and interests. This may include managing our business operations, improving our services, maintaining security, handling customer enquiries, and keeping basic records of past services.

Consent: in limited circumstances, we may rely on your consent, for example for certain types of direct marketing where this is required by law. Where we rely on consent, you can withdraw it at any time.

How we use your personal data

We use your personal data for the following purposes:

To provide our services: managing enquiries, providing quotes, scheduling and performing moves and deliveries, issuing invoices, and administering payments.

Customer support: responding to your queries, handling complaints, and providing after-service assistance.

Business administration: maintaining internal records, accounts, and operational logs necessary to manage our services, including planning routes and allocating staff and vehicles.

Service improvement and security: monitoring service usage, improving our processes, and ensuring the security and integrity of our systems and operations.

Legal and regulatory compliance: complying with legal obligations, resolving disputes, and enforcing our contractual terms.

Data sharing and processors

We do not sell your personal data. We may share your personal data with carefully selected third parties where necessary for the purposes described in this Privacy Policy, including:

Service providers and processors: third party companies that provide services on our behalf, such as IT and hosting providers, payment processing providers, accounting support, and customer communication tools. These parties act as data processors and may only process your data in accordance with our instructions and data protection law.

Professional and legal advisors: where necessary for legal, accounting, or insurance purposes.

Public authorities: where we are required to do so by law or in response to valid requests from public bodies, law enforcement, or regulators.

Where we use processors, we ensure appropriate contractual safeguards are in place to protect your personal data, including requirements for confidentiality, security, and data protection.

International transfers

Where we use service providers located outside the United Kingdom or European Economic Area, or where data is otherwise processed in another country, we take steps to ensure that your personal data receives an adequate level of protection. This may include relying on adequacy regulations, standard contractual clauses, or equivalent safeguards, in line with applicable data protection laws.

Data retention

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

In general, we keep customer records and related documentation for a period necessary to deal with any queries, complaints, or legal claims following completion of the services. Financial and invoicing records may be retained for longer periods where required by tax or accounting laws.

When personal data is no longer required, we will take reasonable steps to delete it securely or anonymise it so that it can no longer be associated with you.

Data security

We take appropriate technical and organisational measures to protect your personal data from accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include limiting access to personal data to those personnel and processors who need it for their roles and requiring them to handle it in a confidential and secure manner.

Your data protection rights

Under data protection laws, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and exemptions. They include:

Right of access: you can request confirmation of whether we process your personal data and obtain a copy of the data we hold, along with certain information about how it is processed.

Right to rectification: you can ask us to correct or complete inaccurate or incomplete personal data.

Right to erasure: in certain circumstances, you can request that we delete your personal data.

Right to restriction: you can ask us to restrict the processing of your personal data in certain situations, for example while we are checking its accuracy or considering an objection you have raised.

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 that we transmit it directly to another controller where technically feasible.

Right to object: you can object to processing of your personal data where we rely on legitimate interests or where we use your data for direct marketing. If you object to direct marketing, we will stop processing your data for that purpose.

Right to withdraw consent: where processing is based on your consent, you may withdraw that consent at any time, although this will not affect the lawfulness of processing before consent was withdrawn.

Exercising your rights and complaints

You can exercise your data protection rights by contacting us using the contact details provided on our main customer communication channels. We may need to verify your identity before responding to your request, in order to protect your privacy and security.

If you are not satisfied with our response or how we handle your personal data, you have the right to lodge a complaint with your local data protection authority. In the United Kingdom, this is the Information Commissioner’s Office.

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 best practices. Any changes will take effect from the date of publication of the updated policy. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.