Privacy Policy - Man With A Van Holloway

Man With A Van Holloway is committed to protecting the privacy and personal data of all customers in the Holloway area. This Privacy Policy explains how we collect, use, store, share, and protect personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all Man With A Van Holloway customers in the area, including individuals and businesses who enquire about, book, or use our moving and transport services.

We aim to handle personal data fairly, lawfully, and transparently. This policy also explains your rights and how you can exercise them. By using our services, you acknowledge that you have read and understood this policy.

1. Information We Collect

We collect only the information necessary to provide our services, manage bookings, and comply with legal obligations. The types of data we may collect include:

Identity details such as your name and title.
Contact details such as your phone number and email address.
Service information including pickup and delivery addresses, property access details, moving dates, and item descriptions.
Billing and payment information where needed to process transactions and maintain records.
Communication records such as enquiry messages, booking notes, complaints, and service-related correspondence.
Technical information if you contact us through digital channels, which may include device type, IP address, and basic usage data.
Special instructions you provide for fragile, heavy, or valuable items, or for access and delivery requirements.

We do not intentionally collect special category data unless you choose to provide it voluntarily and it is necessary for the service. Special category data may include information about health, religion, or other sensitive details. If such information is provided, we will only process it where a lawful basis applies and where appropriate safeguards are in place.

2. How We Use Personal Data

We use personal data for the following purposes:

To respond to enquiries and provide quotes.
To arrange and deliver moving, removal, and transport services.
To communicate about scheduling, access, and service changes.
To process payments, invoices, and refunds where relevant.
To manage customer support, feedback, and complaints.
To maintain business records and meet legal, tax, and accounting duties.
To protect against fraud, misuse, or unsafe activity.
To improve our services, planning, and operational efficiency.

We only process data that is relevant and proportionate to these purposes. We do not sell personal data and we do not use it for unrelated marketing without the appropriate legal basis or consent where required.

3. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for each use of personal data. Depending on the situation, we rely on one or more of the following:

a. Contract

We process personal data when it is necessary to take steps at your request before entering into a contract, or to perform a contract with you. This includes handling quotes, bookings, collections, deliveries, and payment administration.

b. Legal Obligation

We may process data where required to comply with legal duties, such as accounting, tax, insurance, record-keeping, or responding to lawful requests from authorities.

c. 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 and freedoms. Examples include improving service delivery, managing customer records, preventing fraud, and resolving disputes.

d. Consent

In limited cases, we may rely on your consent, for example for optional communications or where you choose to provide certain information that is not strictly required. Where consent is used, you may withdraw it at any time.

4. Sharing and Processors

We may share personal data with trusted third parties when needed to operate our business and provide services. These third parties act as processors or independent controllers depending on the circumstances.

Examples of processors may include:

Payment service providers that process transactions securely.
IT and software providers that host, store, or manage customer records and communications.
Accounting and bookkeeping services that support invoicing and financial compliance.
Operational support providers that assist with scheduling, administration, or service coordination.

Where processors are used, they are only permitted to process personal data on our instructions and must keep it secure and confidential. We require appropriate contracts and safeguards to ensure compliance with data protection law.

We may also disclose personal data if required by law, court order, regulatory request, or to protect our legal rights, safety, or property. If a business transfer, reorganisation, or merger occurs, personal data may be transferred as part of that process subject to appropriate protections.

5. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, and to satisfy legal, accounting, insurance, or reporting requirements. The exact retention period depends on the type of information and the reason we hold it.

Booking and service records are kept for a reasonable period after completion of the service to manage follow-up matters, complaints, or claims.
Financial and tax records are retained for the period required by applicable law.
Communication records may be kept for a shorter or longer period depending on whether they are needed for evidence, dispute resolution, or business administration.

When personal data is no longer needed, we will securely delete, anonymise, or archive it in a way that prevents unnecessary access.

6. Data Security

We use reasonable technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limiting data access to those who need it for business purposes.

While we take data security seriously, no system can be guaranteed completely secure. If a personal data breach occurs, we will take appropriate steps in line with applicable law and, where necessary, notify the relevant authority and affected individuals.

7. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to conditions or exemptions, depending on the circumstances.

Right of access - you may request confirmation of whether we process your personal data and receive a copy of it.
Right to rectification - you may ask us to correct inaccurate or incomplete data.
Right to erasure - in certain cases, you may request deletion of your personal data.
Right to restriction - you may ask us to limit how we use your data in specific situations.
Right to object - you may object to processing based on legitimate interests or direct marketing.
Right to data portability - where applicable, you may request that certain information be provided in a structured, commonly used format.
Right to withdraw consent - where processing is based on consent, you may withdraw it at any time.

Please note that exercising these rights may affect our ability to provide some services or maintain certain records where retention is required by law.

8. International Transfers

If personal data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect it. This may include adequacy regulations or contractual protections recognised under data protection law.

9. Children’s Data

Our services are intended for adults arranging removals, deliveries, or related transport services. We do not knowingly collect personal data from children unless it is necessary in a service context and provided by an adult with authority to do so.

10. Changes to This Policy

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

11. Summary of Our Commitment

Man With A Van Holloway is committed to processing personal data responsibly, securely, and in compliance with UK GDPR principles of lawfulness, fairness, transparency, purpose limitation, data minimisation, accuracy, storage limitation, integrity, and accountability. We only collect data needed to provide our services, we use clear lawful bases, we keep it only as long as necessary, and we respect your rights.

By using our services in the Holloway area, you can be assured that your personal information will be handled with care and in line with this policy.