Privacy Policy - Man With Van Holloway

This Privacy Policy explains how Man With Van Holloway collects, uses, stores, shares, and protects personal data when providing services to customers in the Holloway area and surrounding local service area. It applies to all Man With Van Holloway customers in area, including individuals, households, businesses, and other clients who request quotes, make bookings, communicate with us, or receive services from us.

We are committed to handling personal data fairly, lawfully, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We only process personal data where we have a valid lawful basis and only keep it for as long as necessary for the purposes described in this policy.

1. Information We Collect

We collect and process personal data that is necessary to provide moving and transport services, manage customer relationships, and meet legal and operational requirements. Depending on the nature of your interaction with us, we may collect the following categories of information:

Identity information: name, title, and any relevant business or household contact details.
Contact information: address, email address, telephone number, and moving addresses.
Service information: details about the move, booking preferences, property access, item descriptions, parking or loading restrictions, and special handling requirements.
Payment and transaction data: billing information, payment status, and records relating to quotes, invoices, and receipts.
Communication data: messages, enquiries, complaint details, and any feedback provided to us.
Technical data: limited information such as device or browser details if collected through digital systems used to manage enquiries or bookings.
Special category data: we do not intentionally collect special category data, but you may choose to disclose information that is relevant to access needs, health conditions, or vulnerability considerations. Where this occurs, we will handle it carefully and only where necessary.

We generally collect this information directly from you, but we may also receive it from third parties where you have instructed them to act on your behalf, such as family members, employers, landlords, letting agents, or business representatives.

2. How We Use Your Data

We use personal data for the following purposes:

to provide quotes and assess service requirements;
to arrange and carry out moving, lifting, transport, and related services;
to communicate with you before, during, and after the service;
to manage payments, invoicing, and accounting records;
to respond to enquiries, complaints, and requests;
to maintain business records and improve service quality;
to comply with legal, tax, insurance, and regulatory obligations;
to protect our business, staff, and customers from fraud, misuse, or security incidents.

We do not sell personal data. We do not use personal data for unrelated marketing unless you have specifically agreed to receive such communications where applicable.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. The lawful bases we rely on are:

Performance of a Contract

We process personal data where it is necessary to provide a quote, enter into an agreement, and deliver the services you request. This includes scheduling, communicating about the job, and processing payment-related information.

Legal Obligation

We may process and retain certain data to comply with tax, accounting, record-keeping, insurance, and other legal requirements. This may include invoices, transaction records, and other documentation required by law.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include managing operations, preventing fraud, improving services, maintaining internal records, and handling customer communications.

Consent

In limited circumstances, we may rely on your consent, for example if you choose to provide optional information or agree to receive certain communications. Where consent is used, you may withdraw it at any time.

Vital Interests and Public Interest

In exceptional cases, we may process information to protect a person’s vital interests or where required for reasons of public interest. This will only occur where legally justified and necessary.

4. Data Sharing and Processors

We may share personal data with trusted third parties who help us operate our business and deliver services. These organisations act as processors or independent controllers depending on the nature of their role. We only share what is necessary and require appropriate safeguards.

Payment processors to handle transactions securely.
Accounting and bookkeeping providers to support financial record management.
IT and cloud service providers that store or maintain data securely.
Communication service providers used for email, messaging, or booking coordination.
Insurance providers and advisers where needed for claims, risk management, or compliance.
Professional advisers such as accountants, legal advisers, or auditors.

We may also disclose personal data where required by law, court order, or a lawful request from a public authority. If our business structure changes, data may be transferred to another organisation under appropriate confidentiality and data protection protections.

5. International Transfers

If any of our processors or service providers store or access data outside the United Kingdom, we will ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms. We take reasonable steps to ensure that your personal data remains protected to a standard consistent with UK GDPR requirements.

6. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, or as required by law. The retention period depends on the type of data and the nature of the service provided. In general:

customer enquiry and quote records are kept for a reasonable period to manage follow-up and service history;
booking, invoice, and payment records are kept in line with accounting and tax requirements;
complaint and dispute-related data may be retained for the period needed to resolve the issue and support any legal claim;
data no longer required is securely deleted, anonymised, or archived in accordance with our retention practices.

We review retention periods periodically to ensure data is not kept longer than necessary. Where data is no longer needed, it is removed from active systems and disposed of securely.

7. Security of Personal Data

We use appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our data handling practices.

However, no system is completely secure. While we work to protect your information, we cannot guarantee absolute security. If a personal data incident occurs that poses a risk to your rights and freedoms, we will follow applicable legal requirements, which may include notifying the relevant supervisory authority and affected individuals where appropriate.

8. Your Rights Under GDPR

You have a number of rights in relation to your personal data. These rights may apply depending on the legal basis for processing and any applicable exemptions. They include:

Right of access: you may request a copy of the personal data we hold about you.
Right to rectification: you may ask us to correct inaccurate or incomplete data.
Right to erasure: you may request deletion of your data in certain circumstances.
Right to restriction: you may ask us to limit how we use your data in certain cases.
Right to data portability: you may request a copy of certain data in a structured, commonly used format.
Right to object: you may object to processing based on legitimate interests or direct marketing.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data protection rights have been breached. We encourage you to raise concerns with us first so we can try to resolve the matter promptly and fairly.

9. Children’s Data

Our services are generally intended for adult customers and business clients. We do not knowingly collect personal data from children unless it is necessary in connection with a booking or service arrangement made by an adult responsible for the household or property. If we become aware that we have collected data unlawfully, we will take steps to delete it where required.

10. 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. 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.

By using our services, requesting a quote, making a booking, or communicating with us, you acknowledge that your personal data may be processed in accordance with this Privacy Policy and the applicable data protection laws.