Privacy Policy - Man With A Van Hampton

This Privacy Policy explains how Man With A Van Hampton collects, uses, stores, shares, and protects personal data. It applies to all Man With A Van Hampton customers in the area, including individuals who request quotes, make bookings, receive removals or transport services, or otherwise interact with us in connection with our services. We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With A Van Hampton provides moving, transport, delivery, and related logistics services for residential and commercial customers. In the course of providing these services, we may act as a data controller for personal data we determine the purpose and means of processing. Where we process personal data on behalf of another party, we will do so in line with applicable data protection law and any instructions given to us.

2. Personal Data We Collect

We only collect personal data that is necessary for the provision and management of our services. Depending on your interaction with us, this may include:

Identity information such as your name and title
Contact details such as address, telephone number, and email address
Booking and service information such as moving date, pickup and delivery locations, inventory details, and access requirements
Payment and billing information where needed to process invoices or confirm payment
Communication records including messages, emails, or notes from calls
Property and access details relevant to moving, loading, or delivery arrangements
Technical data such as basic website or device information if you contact us through digital channels
Special category data only where you voluntarily provide it and only if it is necessary for a lawful purpose, for example where assistance needs require consideration during a move

We do not intentionally collect more information than is needed to arrange and deliver our services. Where possible, we encourage you not to share sensitive information unless it is directly relevant to the service we provide.

3. How We Use Personal Data

We process personal data for the following purposes:

To provide quotations, arrange bookings, and carry out moving or transport services
To communicate with you about your enquiry, booking, or service updates
To manage payments, invoices, and accounting records
To assess service requirements, access needs, and logistical arrangements
To handle complaints, claims, and customer support matters
To maintain business records and meet legal, tax, and regulatory obligations
To protect our business, staff, customers, and property from fraud, misuse, or unlawful activity
To improve the quality, efficiency, and safety of our services

We will only use your personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for a compatible purpose and the law allows us to do so.

4. Lawful Basis for Processing

We rely on one or more of the following lawful bases under the UK GDPR:

Contract – where processing is necessary to provide a quote, manage a booking, or carry out services you have requested
Legal obligation – where we must keep records or disclose information to comply with tax, accounting, insurance, or other legal requirements
Legitimate interests – where processing is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include service management, customer support, record keeping, and business security
Consent – where we ask for your clear consent, for example if we need to process special category data and no other lawful basis applies

Where we rely on legitimate interests, we carefully consider the impact on your rights and only process data where it is fair, necessary, and proportionate.

5. Sharing Your Personal Data

We do not sell personal data. We may share it only when necessary and lawful, including with:

Service providers and processors who support our operations, such as accounting, invoicing, booking administration, IT support, communications, and storage providers
Professional advisers such as accountants, insurers, or legal advisers where necessary
Authorities or regulators where required by law or to respond to lawful requests
Third parties involved in your move where this is necessary to deliver the service you have requested, such as building management or access-controlled sites

Where we use processors, they are only permitted to process your personal data on our instructions and must apply appropriate security measures. We take reasonable steps to ensure any third party handling personal data does so securely and in line with data protection requirements.

6. Retention of Personal Data

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting obligations. Retention periods may vary depending on the type of information and the reason it is held.

Booking and service records are generally kept for a period necessary to manage the customer relationship and address any follow-up issues
Invoices and financial records are kept for the period required by tax and accounting law
Correspondence may be retained for a reasonable period to resolve queries, claims, or disputes
Technical or operational data is kept only for as long as needed for security, administration, or service improvement

When personal data is no longer required, we will delete, anonymise, or securely archive it in accordance with our retention practices.

7. Data Security

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, misuse, or disclosure. These measures may include access restrictions, secure storage, staff confidentiality obligations, and review of our handling procedures. While no method of transmission or storage is completely secure, we take privacy and security seriously and regularly assess our practices.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to legal conditions and exemptions, these may include:

Right of access – to request a copy of the personal data we hold about you
Right to rectification – to ask us to correct inaccurate or incomplete data
Right to erasure – to request deletion of your data in certain circumstances
Right to restriction – to ask us to limit how 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 information in a structured, commonly used format where applicable
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time

You also have the right to raise concerns with the UK Information Commissioner’s Office if you believe your data rights have been infringed. We encourage you to contact us first so we can try to resolve any concerns promptly and fairly.

9. Children’s Data

Our services are intended for adults. We do not knowingly collect personal data from children unless it is incidentally provided in the context of a household move or service arrangement. If we become aware that we have collected data from a child without an appropriate lawful basis, we will take steps to delete it where required.

10. International Transfers

Where personal data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect it in accordance with data protection law. Such safeguards may include adequacy regulations, standard contractual clauses, or equivalent lawful transfer mechanisms.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. The revised version will apply from the date it is published or otherwise communicated. We recommend reviewing this policy periodically to stay informed about how we protect your personal data.

12. Summary of Key Points

What you should know

We collect only the personal data needed to provide moving and transport services
We use data for bookings, communications, payments, legal compliance, and service administration
Our lawful bases include contract, legal obligation, legitimate interests, and consent where needed
We retain data only for as long as necessary and then securely delete or anonymise it
We share data only with trusted processors, advisers, authorities, or service-related third parties when necessary
You have rights over your personal data, including access, correction, deletion, objection, and portability

Man With A Van Hampton is committed to respecting privacy and handling information fairly, transparently, and securely for all customers in the area.