Privacy Policy - Man And Van Holland Park

This Privacy Policy explains how Man And Van Holland Park collects, uses, stores, shares, and protects personal data when providing moving, transport, and related services. It applies to all Man And Van Holland Park customers in the area, including anyone who requests a quote, books a service, communicates with us, or otherwise uses our services.

1. Who We Are

Man And Van Holland Park provides man and van, removals, collection, and delivery services for customers in the Holland Park area and surrounding locations. For the purposes of data protection law, we act as a data controller in relation to the personal data we collect and use for our own service operations.

2. Personal Data We Collect

We only collect personal data that is necessary for providing our services, managing bookings, and meeting legal or operational requirements. The types of information we may collect include:

Identity data such as your name and, where needed, business name.
Contact data such as telephone number, email address, and service address.
Booking and service data including move details, item lists, dates, access information, and delivery instructions.
Billing and payment data such as invoicing details and payment status.
Communication data from messages, calls, and emails exchanged with us.
Technical data that may be collected when you interact with digital systems, such as device type, IP address, and basic usage information.
Special instructions you may provide, for example building access requirements or preferences for fragile items.

We do not intentionally collect more personal data than is needed. Please avoid sharing sensitive information unless it is required for your move or service request.

3. How We Collect Your Data

We may collect personal data directly from you when you:

Request a quote or make an enquiry;
Book or rearrange a service;
Provide move details or special requirements;
Communicate with us by phone, email, or other means;
Make a payment or request an invoice;
Submit feedback or a complaint.

We may also receive information from third parties where needed to perform our services, such as building managers, property agents, payment providers, or subcontracted service providers acting on our behalf.

4. Why We Use Your Data

We use personal data for the following purposes:

To provide quotes and manage bookings;
To plan, carry out, and complete moving or transport services;
To communicate with you about your booking, schedule, or service changes;
To prepare invoices, process payments, and maintain business records;
To respond to enquiries, complaints, and customer support requests;
To improve our services, operations, and customer experience;
To comply with legal, tax, accounting, and insurance obligations;
To prevent fraud, misuse, and security incidents.

5. Lawful Basis for Processing

Under the UK GDPR and the GDPR, we must have a lawful basis to process personal data. We rely on the following lawful bases:

Performance of a Contract

We process your data where it is necessary to take steps at your request before entering into a contract, or to perform our contract with you. This includes handling bookings, arranging moving services, contacting you about service details, and completing payment-related actions.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include service administration, internal record keeping, business improvement, fraud prevention, and limited customer communication. We always consider whether the processing is reasonable and proportionate.

Legal Obligation

We may process and retain certain data to meet legal obligations, including tax, accounting, audit, insurance, and regulatory requirements.

Consent

In limited situations, we may rely on your consent. Where consent is used, you may withdraw it at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before withdrawal.

6. Sharing Your Data and Processors

We may share personal data only where necessary and only with trusted third parties that help us deliver our services. These third parties may act as processors on our behalf and must follow data protection obligations.

Payment processors who handle secure payment transactions.
IT and cloud service providers who host or support business systems, storage, and communications tools.
Accounting or invoicing providers who support financial administration.
Subcontractors or partner movers who assist in completing a booked service.
Professional advisers such as accountants, insurers, or legal advisers where required.
Authorities or regulators where disclosure is required by law.

We do not sell your personal data. Where processors are used, they are permitted to process data only according to our instructions and for the agreed purpose. We require appropriate safeguards to protect your information.

7. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including satisfying legal, accounting, tax, insurance, and operational requirements. Retention periods may vary depending on the type of data and the reason for processing.

Typical examples include:

Booking and service records kept for the period needed to manage the contract and resolve any related issues;
Financial and invoicing records kept for the period required by law;
Communication records kept for a reasonable period to support customer service and dispute handling;
Security or incident records kept only as long as necessary for investigation and prevention.

When personal data is no longer needed, we will delete it or anonymise it securely.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, limited staff access, and careful handling of customer records.

While no system is completely risk-free, we take data protection seriously and work to maintain a high level of security appropriate to the nature of the information we handle.

9. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

Right of access – to obtain confirmation and a copy of your personal data.
Right to rectification – to request correction of inaccurate or incomplete data.
Right to erasure – to request deletion of data in certain circumstances.
Right to restriction – to ask us to limit the way we use your data in certain situations.
Right to object – to object to processing based on legitimate interests.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent – where processing is based on consent.

These rights are not absolute and may be subject to legal limits, exceptions, or verification requirements. If you make a request, we may need to confirm your identity before responding.

10. International Transfers

In some cases, data may be processed or stored outside the UK or EEA by our service providers. Where this happens, we ensure appropriate safeguards are in place to protect your information in line with applicable data protection law.

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 booking arranged by an adult customer. If we become aware that data has been collected without appropriate authority, we will take reasonable steps to address it.

12. 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 handling practices. Any revised version will apply from the date it becomes effective. We encourage customers to review this policy periodically to stay informed.

13. Summary of Our Commitment

Man And Van Holland Park is committed to handling personal data lawfully, fairly, and transparently. We collect only what we need, use it for clear service-related purposes, keep it only as long as necessary, and share it only with trusted processors or where required by law. This policy applies to all Man And Van Holland Park customers in the area, and we aim to respect your privacy at every stage of the service.