Privacy Policy
Man with Van Holloway Privacy Policy
This Privacy Policy explains how Man with Van Holloway collects, uses, stores and shares personal data when providing moving, transport and related services. It applies to all Man with Van Holloway customers and prospective customers in our service area, including anyone who contacts us to request a quote, makes a booking or interacts with us in connection with our services.
Man with Van Holloway acts as a data controller for the personal data described in this Privacy Policy. We are committed to complying with the UK General Data Protection Regulation and the Data Protection Act 2018, and to handling your personal data lawfully, fairly and transparently.
Personal data we collect
We may collect and process the following categories of personal data when you interact with Man with Van Holloway:
Identification and contact details, such as your full name, postal address, collection and delivery addresses, and any other location details required to provide our services.
Communication details, such as your preferred contact method and the content of any messages or communications you send to us, including quotes, booking requests, feedback and complaints.
Service and booking details, such as information about your move, items to be transported, access details at collection and delivery locations, dates and times of jobs, special instructions, payment status and related records.
Payment-related information, such as limited payment details necessary to process your payment, for example partial card details or transaction references. We do not store full card details if payments are processed by a third-party payment processor.
Technical and usage data, such as logs of your interactions with our website or online booking forms, including the date, time and pages visited. This may include cookies or similar technologies where permitted by law and, where required, with your consent.
How we collect your personal data
We collect personal data directly from you when you contact Man with Van Holloway by phone, online form, or through other communication channels to request information, ask for a quote, make or manage a booking, or provide feedback.
We may also collect information when you browse or use our website, for example through basic usage logs or cookies, subject to applicable law and your browser settings.
In certain cases, we may receive data from third parties, such as business partners or comparison and booking platforms, where you have provided your details to them in order to obtain removal or transport services and they pass the booking to us.
Lawful bases for processing
We rely on the following lawful bases under GDPR when processing your personal data:
Contract. We process personal data where it is necessary to enter into or perform a contract with you, such as providing quotes, confirming bookings, planning and carrying out moves, issuing invoices and handling payments.
Legal obligation. We process certain data to meet legal and regulatory obligations, such as maintaining accounting and tax records, or responding to lawful requests from public authorities.
Legitimate interests. We may process personal data when it is necessary for our legitimate business interests and these are not overridden by your rights and interests. This includes managing our business operations, improving our services, ensuring the security of our systems, and handling queries, complaints and disputes.
Consent. In specific situations, we may rely on your consent, for example for certain types of marketing or the use of non-essential cookies. Where we rely on consent, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.
How we use your personal data
We use your personal data for the following purposes:
To provide and manage our services, including giving quotes, planning and performing moves, coordinating with you on dates and access, and delivering your possessions to the agreed locations.
To manage bookings and customer relationships, including confirming reservations, rescheduling, managing payments, issuing receipts or invoices, and handling any changes or cancellations.
To communicate with you, including responding to your enquiries, providing customer support, sending important information about your booking and requesting feedback about our services.
To manage our business operations and security, including internal record keeping, auditing, quality control, training, resolving disputes, enforcing our terms and protecting our rights and property.
To comply with legal and regulatory requirements, including tax and accounting obligations and responding to lawful information requests.
Data sharing and processors
We may share your personal data with trusted third parties who act as data processors on our behalf. These processors are only permitted to use your data in accordance with our instructions and for the purposes we specify. They are required to implement appropriate security measures and to protect your data in line with applicable data protection laws.
Categories of processors may include payment processors who handle card and electronic payments, information technology and system hosting providers who support our websites and digital systems, and administrative support or customer service tools that assist with communication and booking management.
In some situations, we may share limited data with third parties acting as independent controllers, for example professional advisers such as accountants or legal advisers, and public authorities or regulators where we are legally required to do so.
Where we use third parties located outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place, such as adequacy regulations or standard contractual clauses, to protect your personal data.
Data retention
We retain personal data only for as long as is reasonably necessary for the purposes described in this Privacy Policy, including for the purposes of satisfying any legal, accounting or reporting requirements.
In general, core booking and invoice records are kept for a period that allows us to comply with tax and accounting obligations. Communication records, such as queries and complaints, may be kept for a reasonable period to allow us to manage our relationship with you and handle any follow-up.
Where data is held based on consent, and you withdraw that consent, we will stop using the data for the relevant purpose. We may still retain a limited record where necessary to demonstrate compliance with our obligations or where required by law.
When personal data is no longer required and there is no legal obligation to retain it, we will delete it or anonymise it so that it can no longer be linked to an identifiable person.
Security of your personal data
We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration or destruction. These measures include limiting access to personal data to personnel and service providers who need it for legitimate business purposes, using secure storage and transmission methods where appropriate, and regularly reviewing our practices and procedures.
While we strive to protect your personal data, no system can be completely secure. You should take care to keep your own information secure, for example by not sharing booking references or other sensitive details unnecessarily.
Your data protection rights
As a customer or prospective customer of Man with Van Holloway, you have a number of rights under data protection law, subject to certain conditions and exemptions:
Right of access. You can request confirmation of whether we process your personal data and obtain a copy of the data we hold about you.
Right to rectification. You can ask us to correct or update inaccurate or incomplete personal data.
Right to erasure. In certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purpose for which it was collected and we are not required to retain it.
Right to restriction. You can ask us to restrict the processing of your personal data in certain situations, for example while we verify its accuracy or consider an objection.
Right to object. You can object to our processing of your personal data where it is based on legitimate interests, including any direct marketing. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or the processing is required for legal claims.
Right to data portability. In certain circumstances, you can request that we provide you or a third party you choose with a copy of your personal data in a structured, commonly used and machine-readable format.
Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time.
You also have the right to lodge a complaint with a data protection supervisory authority if you believe your rights have been infringed. In the United Kingdom, this is the Information Commissioner's Office.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or data protection practices. Any updated version will apply from the date it is made available. You should review this page periodically to stay informed about how Man with Van Holloway handles personal data.
Your continued use of our services after any changes to this Privacy Policy will signify your understanding and acceptance of the updated terms.
