Privacy Policy
Man with Van Notting Hill Privacy Policy
This Privacy Policy explains how Man with Van Notting Hill collects, uses, stores and protects personal data when providing man and van and related services. It applies to all Man with Van Notting Hill customers and prospective customers in the Notting Hill area, as well as website visitors and people who contact us to enquire about our services.
Data Controller
For the purposes of the UK General Data Protection Regulation and other applicable data protection laws, Man with Van Notting Hill is the data controller for the personal data described in this Privacy Policy. This means we determine the purposes and means of processing your personal data when you use our services or interact with us.
Personal Data We Collect
We may collect and process the following categories of personal data, depending on how you interact with us:
Contact details, such as your name, address, property access details, and general location information needed to provide our services.
Communication details, such as your preferred contact methods and the content of any messages or enquiries you send to us by phone, online forms or other channels.
Booking and service details, such as the date and time of your booking, collection and delivery addresses, information about the items you need moved, and any instructions relevant to the job.
Payment and billing information, such as payment status and associated billing records. We do not store full card details when payments are processed through third party payment providers.
Technical and usage data, such as basic information collected when you visit our website, including device data, general location data derived from your IP address, and information on how you use our site. This may be collected through cookies or similar technologies where permitted by law.
How We Use Your Personal Data
We use your personal data to:
Provide and manage our man and van and related services, including handling enquiries, preparing quotes, booking jobs, completing moves, and following up after a service.
Communicate with you about your booking, respond to your questions, and keep you informed of any changes or important information relating to our services.
Process payments and maintain accurate accounting, invoicing and payment records.
Manage our relationship with you, including handling feedback, complaints, and queries.
Improve our services and website by analysing how people use them and identifying ways we can make them more effective and user friendly.
Comply with our legal obligations, such as record keeping, tax and accounting requirements, and responding to lawful requests from public authorities.
Lawful Basis for Processing
We only process your personal data where we have a valid lawful basis under data protection law. Depending on the specific processing activity, this will usually be one or more of the following:
Contract. We process your data when it is necessary to enter into, or perform, a contract with you, for example to provide a quote, confirm a booking, carry out a move, or manage payments.
Legitimate interests. We process your data when it is necessary for our legitimate business interests and these are not overridden by your rights and interests. This may include managing enquiries, improving our services, and maintaining and securing our website and systems.
Legal obligation. We process your data when it is necessary to comply with legal or regulatory obligations, including tax, accounting and record keeping laws.
Consent. In some cases we may rely on your consent, for example where it is required for certain types of optional communications or certain types of cookies. Where we rely on consent, you can withdraw it at any time.
Data Retention
We retain personal data only for as long as necessary for the purposes for which it was collected and to meet any legal, accounting or reporting requirements.
In general, booking and service records, including related communications and invoices, are kept for a period that allows us to deal with queries, complaints or claims and to comply with relevant tax and accounting laws.
Enquiry information where no booking is made may be kept for a shorter period, sufficient to respond to your enquiry and maintain basic business records.
Technical and website usage data is typically kept for a shorter period, unless a longer retention period is required for security, legal or operational reasons.
When personal data is no longer needed, we will securely delete it or irreversibly anonymise it so that it can no longer be associated with you.
Data Sharing and Processors
We do not sell your personal data. We may share your data with third parties only when this is necessary and lawful.
Service providers and processors. We may use trusted third party providers to help us deliver our services and operate our business, for example providers of payment processing, accounting tools, booking or customer management systems, website hosting, IT support and security services. These providers act as data processors on our behalf and only process your personal data in accordance with our instructions and data protection requirements.
Professional advisers. We may share data with professional advisers including accountants, auditors, legal advisers or insurers where this is necessary to obtain professional services or manage legal matters.
Public authorities and legal obligations. We may disclose personal data to law enforcement agencies, courts, regulators or government authorities where we are legally required or permitted to do so.
Business transfers. If there is a change in ownership or structure of Man with Van Notting Hill, such as a sale, merger or reorganisation, your personal data may be transferred as part of that transaction, in which case the new controller will continue to use your data in accordance with this Privacy Policy or a substantially similar policy.
International Transfers
Where we use service providers located outside the United Kingdom or European Economic Area, or where data is otherwise transferred internationally, we will ensure that appropriate safeguards are in place to protect your personal data. This may include the use of standard contractual clauses approved by the relevant data protection authorities or other lawful transfer mechanisms.
Security of Your Personal Data
We take appropriate technical and organisational measures to protect your personal data from unauthorised access, accidental loss, misuse or disclosure. These measures may include access controls, secure storage, encryption in transit where appropriate, staff training and regular review of our security practices. No system is completely secure, but we work to ensure that the protection of your data is proportionate to the risks involved.
Your Data Protection Rights
As a data subject, you have a number of rights in relation to your personal data under data protection law. Subject to certain conditions and exemptions, these include the right to:
Access your personal data and obtain a copy of the information we hold about you.
Request correction of inaccurate or incomplete personal data.
Request erasure of your personal data where there is no good reason for us to continue processing it, for example where it is no longer needed for the purposes for which it was collected.
Object to the processing of your personal data where we are relying on legitimate interests and you believe that your rights and interests override those interests.
Request restriction of processing of your personal data in certain circumstances, such as when you contest the accuracy of the data or object to processing.
Request the transfer of your personal data to you or to another controller in a commonly used, machine readable format, where the processing is based on consent or contract and carried out by automated means.
Withdraw consent at any time where we rely on your consent to process your data. Withdrawing consent will not affect the lawfulness of processing carried out before the withdrawal.
You also have the right to lodge a complaint with a supervisory authority if you believe your data protection rights have been infringed. In the United Kingdom this is typically the Information Commissioner's Office.
Use of Cookies and Similar Technologies
Our website may use cookies or similar technologies to enable basic site functionality, improve performance, and help us understand how visitors use our site. Where required by law, we will obtain your consent before using non essential cookies. You can usually manage or disable cookies through your browser settings, although this may affect how the website functions.
Privacy Policy Scope and Updates
This Privacy Policy applies to all customers and prospective customers of Man with Van Notting Hill in the Notting Hill area, to users of our website, and to individuals who communicate with us in connection with our services. It does not apply to third party websites, services or platforms, even if you access them via our website or communications.
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 when the updated policy is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
