Privacy Policy - Man And Van Hamptonhill

This Privacy Policy explains how Man And Van Hamptonhill collects, uses, stores, shares, and protects personal data when providing services to customers in the Hamptonhill area. It applies to all Man And Van Hamptonhill customers in the area, including anyone who requests a quote, books a service, communicates with us, or otherwise interacts with our moving and van services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Man And Van Hamptonhill provides moving, collection, delivery, and related transport services. In this Privacy Policy, references to we, us, and our mean Man And Van Hamptonhill. Where we decide how and why personal data is processed, we act as the data controller.

2. Personal Data We Collect

We only collect personal data that is necessary for the provision of our services, customer support, administration, and legal compliance. The types of personal data we may collect include:

Identity details such as your name and, where relevant, the name of a business contact.
Contact details such as email address, telephone number, and service address.
Service information such as booking dates, moving requirements, collection and delivery locations, item descriptions, and access notes.
Payment and billing information such as invoice details and transaction records.
Communication records such as messages, complaint details, and correspondence relating to your booking.
Operational data such as preferences, instructions, and notes required to complete the service safely and efficiently.
Technical data may be collected if you interact with us electronically, such as basic device or usage information, where necessary for security or service improvement.

We do not intentionally collect special category data unless it is strictly necessary and permitted by law. If you choose to share sensitive information with us, we will handle it carefully and only for a specific and lawful purpose.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotes and arrange services.
To manage bookings, arrivals, and service delivery.
To communicate with customers before, during, and after a job.
To issue invoices, process payments, and maintain financial records.
To respond to questions, complaints, or service issues.
To comply with legal, tax, and regulatory obligations.
To protect our business, staff, customers, and property from fraud, misuse, or security risks.
To improve the quality, efficiency, and reliability of our services.

We will only use your personal data in ways that are compatible with the reasons it was collected. We do not sell personal data.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing your personal data. Depending on the situation, we rely on one or more of the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes quoting, confirming a booking, completing a move, and handling related billing and service communication.

Legal Obligation

We may process personal data when required to meet legal obligations, such as tax accounting, record keeping, or responding to lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests do not override your rights and freedoms. This may include managing customer relationships, preventing fraud, improving service quality, securing our operations, and keeping internal records.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily agree to receive certain communications not required for the service. Where we rely on consent, you may withdraw it at any time.

5. Sharing Your Data and Processors

We may share personal data only when necessary and only with trusted third parties who act as processors or independent controllers. Processors may handle data on our behalf under written agreements that require them to keep it secure and use it only for our instructions. These may include:

Payment service providers that handle transactions and payment verification.
Accounting and bookkeeping providers that support invoicing and financial administration.
IT and cloud service providers that store data or support business systems.
Communication service providers that help deliver emails or messages.
Professional advisers such as accountants, legal advisers, or insurers when needed.
Public authorities where disclosure is required by law or necessary to protect rights, property, or safety.

We take reasonable steps to ensure any processor or third party processes personal data securely and in accordance with data protection law. If data is transferred outside the UK, we will only do so where appropriate safeguards are in place.

6. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including to meet contractual, legal, accounting, and reporting requirements. Retention periods depend on the type of information and how it is used.

Booking and service records are usually retained for a reasonable period after the service ends, in case of queries or disputes.
Financial and tax records are retained for the period required by law.
Communication records may be kept for as long as needed to resolve issues, maintain service history, or protect legal interests.
Data collected on the basis of consent is kept until you withdraw consent or it is no longer needed.

When personal data is no longer required, it is securely deleted, anonymised, or otherwise disposed of safely.

7. Data Security

We take appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, limited permissions, staff awareness, and review of our data-handling practices. While no system is completely risk-free, we work to maintain a level of security appropriate to the nature of the data we process.

8. Your Rights Under GDPR

If you are a customer of Man And Van Hamptonhill in the area, you have rights over your personal data. Subject to legal conditions and exceptions, these rights include:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete information.
Right to erasure – to ask us to delete your data in certain circumstances.
Right to restriction – to ask us to limit how we use your data in certain situations.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data protection rights have been breached. We encourage you to raise any concerns with us first so we can try to resolve the matter promptly.

9. Children’s Data

Our services are intended for adults and businesses arranging transport or moving services. We do not knowingly collect personal data from children. If we become aware that we have inadvertently collected such data, we will take appropriate steps to delete it unless we are legally required to retain it.

10. Changes to This Privacy Policy

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

11. Summary of Key Principles

In summary, Man And Van Hamptonhill collects only the personal data needed to deliver its services, processes it on lawful grounds, keeps it only as long as necessary, shares it only with trusted processors or where required by law, and respects the rights of all customers in the Hamptonhill area. We are committed to handling personal information with care, transparency, and respect.