Man With a Van Primrose Hill Privacy Policy

This Privacy Policy explains how Man With a Van Primrose Hill collects, uses, stores and protects personal data relating to customers and prospective customers in the Primrose Hill area. It is intended to be compliant with the UK General Data Protection Regulation and the Data Protection Act 2018. This policy applies to all services provided by Man With a Van Primrose Hill and to all individuals whose personal data we process in connection with those services.

Who We Are and Scope of This Policy

Man With a Van Primrose Hill is a local removals and transport service operating in and around the Primrose Hill area. For the purposes of data protection law, we act as the data controller for the personal data described in this policy. This Privacy Policy applies to all customers, prospective customers and individuals contacting us or using our services in the Primrose Hill area, regardless of the method of contact.

Personal Data We Collect

We may collect and process the following categories of personal data when you contact us, request a quote or use our services:

Identity and contact information, such as your full name, postal address, service addresses for collection and delivery, and any alternative contact person’s name and address that you provide to us.

Communication details, such as your email address, messaging identifiers and any written correspondence that you send to us when requesting information or making a booking.

Service information, such as details of the items to be moved, property access details, preferred dates and times, special handling instructions and related logistical information that we require to perform the service.

Payment and transaction data, such as records of payments made, amounts, dates, methods of payment and invoices issued. We do not store full payment card details where payment is processed through an external payment provider.

Technical and usage data, where applicable, such as basic information about how you interact with our website or online booking tools, including dates and times of visits and basic analytics data. We do not seek to identify individuals from such data unless required for security or legal purposes.

How We Collect Your Data

We collect personal data directly from you when you contact us by phone, online form, messaging service or in person, when you request a quotation, make a booking or communicate with us about an existing booking. We may also receive personal data indirectly when another person books a service on your behalf or provides your details as a contact or delivery address.

Purposes and Lawful Basis for Processing

We process personal data only when we have a lawful basis to do so. The main purposes and corresponding lawful bases are:

Providing quotations and responding to enquiries. We use your identity, contact and service information to answer your questions and prepare quotations. Our lawful basis is taking steps at your request prior to entering into a contract and our legitimate interests in operating our business and responding to potential customers.

Performing a contract with you. When you book our services, we use your personal data to plan, manage and deliver the agreed man and van services. This includes contacting you to confirm details, carrying out the move and issuing invoices. Our lawful basis is performance of a contract with you.

Managing our business and records. We keep records of bookings, communications and transactions for accounting, tax, complaint handling and business planning. Our lawful basis is our legitimate interests in running an efficient and lawful business and, where required, compliance with legal obligations.

Marketing and customer care. We may occasionally use your contact details to send limited service updates or information about similar services that may be relevant to you. Our lawful basis is our legitimate interests in promoting our services to existing and recent customers. Where required by law, we will obtain your consent before sending marketing communications and you can opt out at any time.

Legal obligations and protection of rights. We may process personal data where necessary to comply with legal requirements, respond to lawful requests from authorities, or to establish, exercise or defend legal claims. Our lawful basis is compliance with legal obligations and our legitimate interests in protecting our legal rights.

Data Retention

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

Quotation and enquiry records are normally kept for up to two years from the date of the last contact, unless they lead to a booking or we are required to retain data for longer.

Booking, invoicing and transaction records are normally retained for up to seven years from the end of the financial year in which the transaction took place, to meet tax and accounting obligations.

Correspondence and complaint records may be held for as long as reasonably necessary to resolve the issue and to protect our legal rights, usually for up to six years.

Where personal data is no longer required, we will securely delete or anonymise it so that it can no longer be associated with any identifiable individual.

Data Sharing and Processors

We do not sell your personal data. We may share personal data with trusted third parties who act as data processors on our behalf, and with other parties where necessary. These include:

Service partners and subcontractors who assist us in providing removal or transport services, for example where additional vehicles or manpower are needed. They will receive only the information necessary to perform their services and are required to protect your data.

Payment service providers who process your payments securely and provide us with confirmation of payment status. These providers act as independent controllers for some processing activities and have their own privacy policies.

Professional advisers, such as accountants or legal advisers, where necessary for tax, accounting, legal or business management purposes.

Public authorities, regulators, law enforcement or courts, where we are legally required to disclose data or where disclosure is necessary to protect our rights or the rights of others.

Where we use data processors, we put in place appropriate contractual and technical measures to ensure that they process personal data only in accordance with our instructions and with suitable security safeguards.

International Data Transfers

Our services are primarily provided within the United Kingdom and we aim to keep your personal data within the UK or the European Economic Area. If we ever need to transfer personal data to a country outside the UK or the European Economic Area, we will ensure that appropriate safeguards are in place, such as approved standard contractual clauses or an adequacy decision, to protect your data to a standard essentially equivalent to UK and EU data protection law.

Data Security

We take reasonable and appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include limiting access to personal data to staff and contractors who need it for their role, using secure storage methods and maintaining appropriate records management practices. While no system can be completely secure, we regularly review our procedures to reduce risks and respond to potential incidents.

Your Data Protection Rights

Under data protection law, you have various rights in relation to your personal data, subject to certain conditions and exemptions. These include:

The right of access. You can request confirmation of whether we hold personal data about you and, if so, receive a copy and certain additional information.

The right to rectification. You can ask us to correct or update inaccurate or incomplete personal data that we hold about you.

The right to erasure. In certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected and we have no legal reason to retain it.

The right to restrict processing. You can ask us to restrict the processing of your data in certain situations, such as while we check its accuracy or consider an objection you have raised.

The right to object. You can object to our processing of your personal data where we rely on legitimate interests as our lawful basis, including objections to direct marketing at any time.

The right to data portability. In limited circumstances, you may request that we provide you with certain personal data in a structured, commonly used and machine readable format, or transmit it to another controller where technically feasible.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your personal 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 address your concerns directly where possible.

Children

Our services are not directed at children and we do not knowingly collect personal data relating to individuals under the age of 18, except where necessary in the context of a family move and provided by an adult. If you believe we have collected personal data about a child inappropriately, please contact us so we can delete it where required.

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 practices. Any updated version will apply from the date it is published. We recommend that you review this policy periodically to stay informed about how we handle personal data for Man With a Van Primrose Hill customers in the Primrose Hill area.