Man With a Van Mill Hill Privacy Policy

This Privacy Policy explains how Man With a Van Mill Hill collects, uses, stores, and protects personal data of its customers and prospective customers. It also explains your rights under data protection law, including the UK General Data Protection Regulation and the Data Protection Act. This Privacy Policy applies to all Man With a Van Mill Hill customers and users of our services within the Mill Hill area and surrounding locations that we serve.

Who We Are and Scope of This Policy

Man With a Van Mill Hill provides transport, moving, and related services to domestic and business customers. In providing these services, we act as a data controller for the personal data we collect and process about you. This Privacy Policy covers personal data collected in person, by telephone, through online enquiries, and through any other direct communication between you and Man With a Van Mill Hill.

Personal Data We Collect

We only collect personal data that is relevant and necessary for arranging, delivering, and managing our services. The types of personal data we may collect include:

Identification and contact data, such as your name, address, service address, billing address, and contact details. Contact details may include your preferred communication methods.

Service and booking data, such as details of the move or transport service you request, property or access details you provide, inventory or item descriptions you share, dates and times of service, and any special instructions related to your booking.

Payment and transaction data, including records of payments made and received, payment method used, and basic invoicing details. We do not store full card details if payments are processed through third party payment providers.

Communication data, including records of enquiries, quotes, instructions, complaints, feedback, and other correspondence between you and us, whether by phone, message, or in writing.

Technical and usage data, where applicable, such as basic information relating to how you interact with our online content, for example device type and general location, where this is collected through routine technical logs or analytics tools.

How We Collect Your Data

We collect personal data directly from you when you contact us to request a quote, make a booking, ask a question, or provide feedback. This may be by telephone, through online forms, or communication platforms where you choose to contact us. We may also receive personal data indirectly when another person arranges a service on your behalf and provides your details as the service contact or recipient.

Lawful Basis for Processing

We process your personal data only when we have a lawful basis under applicable data protection laws. Depending on the context, we may rely on the following lawful bases:

Contract. We process your data when it is necessary to enter into or perform a contract with you, for example to provide you with a quote, schedule your move, deliver moving services, issue invoices, and manage payments.

Legal obligation. We process certain information to comply with legal and regulatory requirements, such as tax, accounting, and record keeping obligations.

Legitimate interests. We may process data where it is necessary for our legitimate business interests and where your rights and freedoms are not overridden. These interests include managing and improving our services, responding to enquiries, handling complaints, preventing fraud, and ensuring the security of our operations.

Consent. In specific situations, we may request your consent to use your data, for example for optional marketing communications. Where we rely on consent, you have the right to withdraw that consent at any time.

How We Use Your Personal Data

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

To provide quotes, bookings, and services you request, including confirming arrangements, planning logistics, and completing your move or transport service.

To communicate with you about your booking, including sending confirmations, updates, reminders, and any necessary follow up communications.

To issue invoices, process payments, and maintain accurate financial records related to the services we supply.

To respond to enquiries, questions, complaints, and feedback, and to provide ongoing customer support.

To improve our services, operations, and customer experience by reviewing feedback, service history, and, where relevant, generalised usage data.

To meet our legal and regulatory obligations, including record keeping, tax, and accounting requirements.

To protect our business and customers, for example by preventing misuse of our services or addressing disputes.

Data Sharing and Processors

We do not sell your personal data. We may share your data with selected third parties who act as data processors on our behalf. These third parties are only permitted to use your data to provide services to us and must process personal data in accordance with this Privacy Policy and applicable data protection laws.

Types of processors and recipients may include:

Payment and financial service providers that process payments, manage transactions, or support our accounting and financial systems.

IT and hosting providers that supply systems, email services, or data storage facilities used in our day to day operations.

Professional advisers such as accountants or legal advisers, where necessary for compliance, business management, or the establishment or defence of legal claims.

Other service providers or subcontractors involved in delivering the service to you, where necessary to fulfil your booking and always in line with our instructions.

We may also disclose personal data where required by law, by a court order, or by a competent authority, or where disclosure is necessary to protect the rights, property, or safety of our customers or others.

International Data Transfers

Where any of our service providers or systems involve the transfer of personal data outside the United Kingdom or the European Economic Area, we take steps to ensure that an adequate level of protection is in place. This includes using appropriate safeguards such as standard contractual clauses or relying on other recognised legal mechanisms that provide equivalent protection for your data.

Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected and to meet our legal, accounting, and reporting obligations.

In general, we retain customer records and service information for a period that allows us to manage ongoing relationships, handle queries or complaints, and comply with tax and accounting rules. After this period, we will either securely delete, anonymise, or otherwise remove personal data from our active systems, unless a longer retention period is required by law or necessary for the establishment or defence of legal claims.

Data Security

We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include limiting access to personal data to authorised personnel and service providers, using secure storage solutions, and implementing safeguards that are proportionate to the nature of the data and the risk involved.

Your Data Protection Rights

Under data protection law, you have several rights in relation to your personal data. These rights may apply subject to certain conditions and legal limitations. Your rights include:

Right of access. You have the right to request confirmation as to whether we process your personal data and to request a copy of that data.

Right to rectification. You have the right to ask us to correct inaccurate or incomplete personal data we hold about you.

Right to erasure. In certain circumstances, you may request that we delete your personal data, for example where it is no longer needed for the purpose for which it was collected and we do not have another lawful basis to retain it.

Right to restrict processing. You may request that we restrict the processing of your personal data in certain situations, such as while we verify its accuracy or consider an objection you have raised.

Right to object. You may object to processing that is based on our legitimate interests, including profiling based on those interests, and we will stop processing your data unless we have compelling legitimate grounds to continue or the processing is needed for legal claims.

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

Right to withdraw consent. Where we rely on your consent to process personal data, you may withdraw that consent at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.

Exercising Your Rights and Complaints

If you wish to exercise any of your data protection rights or have questions about how we handle your personal data, you can contact us using the contact methods you normally use for our services. We may need to verify your identity before responding to your request. We aim to respond without undue delay and within the time limits set by data protection law.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your data has been processed in a way that does not comply with data protection law. We encourage you to contact us first so that we can try 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 services, legal obligations, or how we handle personal data. Any updated version will apply from the date it is made available. We recommend that you review this Privacy Policy periodically to stay informed about how we protect your personal data as a customer of Man With a Van Mill Hill.