Privacy Policy

Man With a Van Holloway Privacy Policy

This Privacy Policy explains how Man With a Van Holloway collects, uses, discloses and protects your personal data when you use our services. It applies to all Man With a Van Holloway customers within our service area, including anyone who contacts us to request a quote, make a booking, or otherwise interact with our business.

We are committed to handling your personal data in accordance with the UK General Data Protection Regulation and all other applicable data protection laws. This Privacy Policy is intended to provide you with clear and transparent information so that you can understand how and why we use your data and the rights you have in relation to it.

Personal Data We Collect

We collect and process different categories of personal data depending on how you interact with us and which services you use. This may include the following types of information.

Identification and contact details such as your name, address, pick-up and delivery addresses, and any other contact details you choose to provide when making an enquiry or booking a service.

Communication data such as the content of your messages and any information you provide when contacting us to request a quote, ask a question, make a complaint, or give feedback about our services.

Service and booking information such as the type of service you require, dates and times of your move or transport, details about the items to be moved, access details for properties, and any instructions or notes you give us.

Payment-related information to the extent required to process your payments, such as payment method details and transaction information. We do not store full payment card details; where card payments are used, these are processed by secure third-party payment processors.

Technical data where relevant, such as information relating to how you accessed our website or online contact forms, including IP address and basic device or browser information. This data is generally collected through standard logging or cookies where used.

Operational data such as notes made by our drivers or team members relating to the performance of your booking, for example issues with access, timing, or changes requested by you on the day of service.

Lawful Basis for Processing

We process your personal data only where we have a valid lawful basis to do so under data protection law. The main lawful bases we rely upon are described below.

Contract. We process your personal data where it is necessary to enter into and perform a contract with you. This includes taking steps at your request before entering into a contract, such as providing quotes and confirming availability, and carrying out your booking and related services.

Legal obligation. We may process certain personal data where it is necessary for compliance with legal obligations, such as accounting, tax, or record-keeping requirements and obligations to comply with regulatory authorities or law enforcement where applicable.

Legitimate interests. We may process your personal data where it is necessary for our legitimate business interests, provided that your interests and fundamental rights do not override those interests. This may include managing and improving our services, handling complaints and disputes, preventing fraud or misuse of our services, ensuring security, and maintaining accurate records of our dealings with you.

Consent. In limited circumstances, we may rely on your consent to process your data, for example for certain types of marketing communications where required by law. Where we rely on consent, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

How We Use Your Personal Data

We use the personal data we collect for a range of purposes related to operating and improving our services. This includes providing quotes, managing bookings and delivering our van and moving services, contacting you about your enquiry or booking, processing and recording payments, handling queries, complaints and disputes, improving the quality and efficiency of our services, maintaining internal records, and fulfilling our legal and regulatory obligations.

We do not sell your personal data to third parties. Any sharing of your data is strictly limited to what is necessary and proportionate for the purposes set out in this Privacy Policy.

Data Sharing and Processors

In order to provide our services and operate our business, we may share your personal data with carefully selected third parties who act as data processors or, in some cases, as separate data controllers. These third parties are required to handle your data in compliance with data protection laws and under appropriate contractual safeguards.

Service providers and contractors, such as drivers, removal teams and operational partners, may receive relevant information about your booking, addresses, and contact details so that they can provide the agreed services.

Payment processors and financial service providers may receive limited information necessary to process your payments, prevent fraud, and handle refunds or chargebacks.

IT, hosting and support providers may have access to data stored in systems they host or manage on our behalf, including website providers, booking systems, communication platforms and data backup services.

Professional advisers such as accountants or legal advisers may access certain records where necessary for providing their professional services, for example to support tax compliance or to handle a legal claim.

Regulators and authorities may receive personal data where we are legally required to share it, for example in response to a lawful request from a public authority or in connection with legal proceedings.

Where we use external processors, we ensure that appropriate contracts and safeguards are in place, requiring them to process personal data only on our instructions, keep it secure, and not use it for their own independent purposes.

Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of meeting our legal, accounting, or reporting obligations and resolving disputes.

In general, data related to bookings, invoices and payments is retained for a period required by applicable tax and accounting laws. Communication records and service notes are typically retained for a period that allows us to manage ongoing queries, handle complaints, and protect our legitimate business interests in case of disputes or legal claims.

When personal data is no longer needed for these purposes, we will either delete it securely or anonymise it so that it can no longer be associated with you. Specific retention periods may vary depending on the nature of the data and our legal obligations.

International Transfers

Where any of our service providers or systems involve transferring personal data outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place in accordance with data protection law. These safeguards may include the use of standard contractual clauses or reliance on an adequacy decision issued by the relevant authorities.

Data Security

We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include restricting access to personal data to those personnel and service providers who need it for legitimate business purposes, using secure systems and processes where feasible, and regularly reviewing our security practices.

While we aim to protect your personal data, no method of transmission or storage is completely secure. You should also take care when transmitting information to us and avoid including unnecessary personal or sensitive details in communications where possible.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exceptions.

Right of access. You have the right to request confirmation of whether we process your personal data and to receive a copy of that data, along with certain information about how we use it.

Right to rectification. You have the right to ask us to correct or complete any inaccurate or incomplete personal data we hold about you.

Right to erasure. In some circumstances, you have the right to request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected or where you have withdrawn consent and there is no other lawful basis for processing.

Right to restriction. You may request that we restrict the processing of your personal data in certain situations, for example while we are verifying the accuracy of data or assessing an objection.

Right to object. You have the right to object to certain types of processing, including processing based on our legitimate interests, on grounds relating to your particular situation. We will stop processing unless we can demonstrate compelling legitimate grounds which override your interests, rights and freedoms, or where processing is needed for legal claims.

Right to data portability. Where processing is based on your consent or on a contract and is carried out by automated means, you may have the right to receive your personal data in a structured, commonly used and machine-readable format and to request that it is transmitted to another controller where technically feasible.

Right to withdraw consent. Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing based on consent before its withdrawal.

You also have the right to lodge a complaint with your local data protection authority if you are concerned about how we handle your personal data. We encourage you to contact us in the first instance so that we can try to resolve any concerns directly.

Policy Scope and Changes

This Privacy Policy applies to all customers and prospective customers of Man With a Van Holloway within our service area, and to anyone who contacts us regarding our services. We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or for other operational reasons.

When we make significant changes, we will take appropriate steps to bring them to your attention. The most recent version of this Privacy Policy will always apply to the personal data we hold about you.