Privacy Policy - Man With A Van Primrose Hill

This Privacy Policy explains how Man With A Van Primrose Hill collects, uses, stores, shares, and protects personal data. It applies to all Man With A Van Primrose Hill customers in the area, including anyone who requests a quote, books a service, communicates with us, receives a delivery or removal service, or otherwise interacts with our business. We are committed to handling personal information in a lawful, fair, transparent, and secure manner in line with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Man With A Van Primrose Hill provides local moving, delivery, transport, and related support services. In the course of delivering these services, we may need to collect and process personal data about customers, property owners, recipients, and other individuals involved in a booking. This policy describes how we manage that information.

2. Personal Data We Collect

We only collect data that is necessary for legitimate business and service purposes. The categories of information we may collect include:

Identity information, such as name and title.
Contact details, such as phone number, email address, and service address.
Booking and service information, including the date, time, locations, access details, inventory, and instructions for the move or delivery.
Payment information, such as payment status, billing reference, and transaction records. We do not store more payment data than is necessary for administration and accounting.
Communications, including messages, emails, call notes, and any feedback or complaints.
Usage and technical data, where relevant, such as device information or basic logs associated with online enquiries.
Special instructions you provide, for example access arrangements, item handling requests, or details needed to complete the service safely.

We do not intentionally collect special category personal data unless it is provided to us by you and is strictly necessary for a service request. If you choose to share sensitive information, we will only process it where permitted by law and where necessary to meet your request.

3. How We Use Personal Data

We use personal data for the following purposes:

To provide quotations and manage bookings.
To deliver moving and transport services safely and efficiently.
To communicate with customers about timing, access, or service changes.
To issue invoices, record payments, and manage accounts.
To respond to queries, complaints, and support requests.
To maintain business records and improve our services.
To comply with legal, tax, accounting, and regulatory obligations.
To prevent fraud, misuse, or unlawful activity.

We will not use your personal data for purposes that are incompatible with the reasons it was collected unless we have a valid legal basis or are otherwise permitted to do so by law.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each use of personal data. Depending on the circumstances, we rely on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, carrying out the service, and handling payment-related administration.

Legal Obligation

We may process data where required to comply with legal obligations, such as tax recordkeeping, accounting rules, insurance requirements, and other applicable laws.

Legitimate Interests

We may process information where it is necessary for our legitimate business interests and where those interests are not overridden by your rights. This may include managing our operations, improving services, protecting against fraud, and keeping business records. We always consider whether the processing is necessary and proportionate.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily provide information for optional communications or where consent is specifically required by law. Where consent is used, you can withdraw it at any time, without affecting the lawfulness of processing before withdrawal.

5. Sharing Personal Data and Processors

We may share personal data only when necessary and only with trusted third parties who help us operate our business. These third parties act as data processors or independent controllers depending on the service provided.

Examples of processors and recipients may include:

Payment providers who process transactions and support billing.
Accounting and bookkeeping providers who assist with tax and financial records.
IT and cloud storage providers who host emails, files, and administrative systems.
Communication service providers who support telephone, messaging, or email systems.
Insurance providers where a claim, incident, or risk assessment requires disclosure.
Legal, tax, or regulatory advisers where disclosure is necessary for compliance or advice.

Where we use processors, they are required to handle personal data securely and only in accordance with our instructions and applicable law. We do not sell personal data.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, insurance, or reporting obligations. Retention periods depend on the type of information and the purpose of processing.

Booking and service records are generally kept for a period needed for administration, dispute handling, and business recordkeeping.
Invoice and payment records are retained for the period required by tax and accounting law.
Communications and complaint records may be kept for a reasonable period to manage follow-up, quality control, and evidence of service.
Data collected for legal claims or insurance matters may be retained until those matters are resolved and any related limitation period has expired.

When personal data is no longer needed, we will delete, anonymise, or securely archive it in accordance with our retention practices. We regularly review records to ensure they are not kept longer than necessary.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against accidental loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and limited access to records on a need-to-know basis.

While no system can be guaranteed completely secure, we work to protect your data using reasonable and appropriate safeguards. Where a personal data breach is likely to result in a risk to your rights and freedoms, we will take steps required by law, which may include notifying the Information Commissioner’s Office and affected individuals.

8. International Transfers

Where personal data is processed by a provider outside the UK, we will ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent legal mechanisms that protect your data to an appropriate standard.

9. Your Rights

As a data subject, you have rights over your personal data. Subject to legal conditions and exemptions, you may have the right to:

Access the personal data we hold about you.
Rectification of inaccurate or incomplete data.
Erasure of personal data in certain circumstances.
Restriction of processing in certain situations.
Object to processing based on legitimate interests or direct marketing.
Data portability where processing is based on consent or contract and carried out by automated means.
Withdraw consent where consent is the lawful basis.

You also have the right to raise concerns about how we handle your personal data. If you believe your data protection rights have been infringed, you may contact the Information Commissioner’s Office.

10. Cookies and Online Enquiries

If we use a website or digital enquiry form, limited technical data may be collected to support operation, security, and performance. Any cookie or similar tracking technology will be used only where lawful and, if required, with appropriate consent or controls. We do not use online tools to collect unnecessary personal information.

11. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is necessary in connection with a service and provided by an adult with responsibility for the booking. If we become aware that we have collected information unlawfully, we will take appropriate action to delete it.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or technical changes. The latest version will apply to your use of our services. We encourage customers to review this policy periodically to understand how we protect personal data.

13. Summary of Key Principles

Man With A Van Primrose Hill only processes personal data when necessary, uses it for clear and lawful purposes, shares it only with trusted processors where needed, and retains it only for as long as required. We respect your rights and aim to handle your information with care, transparency, and accountability.