Man With a Van Hampton Privacy Policy

This Privacy Policy explains how Man With a Van Hampton collects, uses, stores, and protects personal data relating to customers and prospective customers in our service area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act, and how you can exercise those rights.

This Privacy Policy applies to all Man With a Van Hampton customers, as well as individuals who contact us for quotations, enquiries, or other services within our operating area.

Data Controller

Man With a Van Hampton is the data controller for the personal data described in this Privacy Policy. As data controller, we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing complies with applicable data protection laws.

Personal Data We Collect

We may collect and process the following categories of personal data about you:

Identification and contact details: name, address, pick-up and delivery addresses, contact preferences.

Communication data: information you provide when you contact us by phone, text, online forms, or other communication channels, including the content of your messages and our responses.

Service information: details about the services you request or book with us, such as moving dates and times, size and type of move, inventory or item descriptions, access information, and special instructions.

Payment and transaction data: details of payments made and received, such as payment method, payment status, invoice and billing details. We do not store full payment card details; these are processed securely by our chosen payment processors.

Technical and usage data: if you interact with us through a website or online platform, we may collect information about your device, browser, and usage patterns, such as IP address, pages visited, and the date and time of your visit, where this is necessary for the operation and security of our services.

Lawful Bases for Processing

We only process your personal data where we have a lawful basis under data protection laws. Depending on the context, we may rely on one or more of the following lawful bases:

Performance of a contract: we process your data when it is necessary to provide our services, respond to your enquiries, prepare quotations, carry out moves, and fulfil our contractual obligations to you.

Compliance with legal obligations: we may process your data to comply with applicable laws and regulations, such as tax, accounting, or record-keeping requirements, and to respond to lawful requests from public authorities.

Legitimate interests: we may process your data where it is necessary for our legitimate business interests or those of a third party, provided that these interests are not overridden by your rights and freedoms. This may include managing and improving our services, handling customer enquiries and complaints, and protecting the security of our operations.

Consent: in limited cases, we may rely on your consent, for example for certain types of marketing communications where consent is required. Where we rely on consent, you may withdraw it at any time, without affecting the lawfulness of processing based on consent before its withdrawal.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide services: to respond to enquiries, provide quotations, schedule and perform moves, and deliver other services you request from us.

To manage our relationship with you: to communicate with you before, during, and after a move, to handle feedback or complaints, and to manage billing and payments.

To operate and improve our business: to monitor service quality, plan resources, train staff, and improve our processes, services, and customer experience.

To ensure security and prevent misuse: to protect our business, staff, customers, and property, including detecting and preventing fraud or other unlawful or abusive activities.

To comply with legal requirements: to maintain appropriate business and financial records and comply with applicable laws and regulations.

Data Sharing and Processors

We may share your personal data with selected third parties where necessary for the purposes described in this Privacy Policy and in compliance with data protection laws.

Service providers and processors: we may use third party companies to help us provide our services and run our business. These may include providers that support scheduling and booking tools, cloud storage and hosting services, payment processing providers, accounting and invoicing software, customer relationship management tools, and communication platforms.

Professional advisers: we may share data with professional advisers such as accountants, auditors, or legal advisers when necessary for the services they provide to us.

Authorities and law enforcement: we may disclose personal data if required by law, or where we believe it is necessary to protect our rights, property, or the safety of our customers, staff, or others.

Where we engage third parties as data processors, they are only permitted to process your personal data in accordance with our instructions and for the purposes we specify. They are also required to implement appropriate technical and organisational measures to protect your data.

Data Transfers Outside the UK or EEA

Some of our service providers or their systems may be located outside the United Kingdom or the European Economic Area. Where your personal data is transferred to a country that does not provide an equivalent level of data protection, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or other legally recognised mechanisms, to protect your data and ensure that your rights are upheld.

Data Retention

We keep your personal data only for as long as is necessary for the purposes for which it was collected, and to meet our legal, accounting, or reporting obligations.

In general, we may retain core customer records, including contact details, service details, and basic transaction data, for up to seven years from the date of your last service or interaction, to comply with tax and accounting requirements and to manage any potential legal claims.

Where data is no longer required for the purposes for which it was collected, and we are not required by law to retain it, we will securely delete or anonymise it.

Your Data Protection Rights

Under data protection laws, you have a number of rights in relation to your personal data. These rights are subject to certain conditions and exemptions. They include:

Right of access: you have the right to request confirmation that we process your personal data and to obtain a copy of that data, along with information about how we use it.

Right to rectification: you have the right to request correction of inaccurate personal data and to have incomplete data completed.

Right to erasure: in certain circumstances, you may request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected or where you withdraw consent and there is no other lawful basis for processing.

Right to restriction of processing: you may ask us to restrict the processing of your personal data in certain situations, for example while we verify its accuracy or assess an objection you have raised.

Right to object: you may object to processing of your personal data where it is based on our legitimate interests. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms, or where processing is required for legal claims.

Right to data portability: where processing is based on your consent or on a contract and carried out by automated means, you may request that we provide you with your personal data in a structured, commonly used, and machine-readable format or transmit it to another controller where technically feasible.

Right to withdraw consent: where we rely on your consent, you can withdraw it at any time. This will not affect the lawfulness of processing that took place before withdrawal.

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

Security of Your Personal Data

We take appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing, accidental loss, destruction, or damage. These measures may include access controls, secure storage, and procedures to respond to and investigate potential data breaches.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal obligations. Any changes will apply from the date the updated policy is made available. We recommend that you review this Privacy Policy periodically to stay informed about how we handle your personal data.