Privacy Policy - Man With Van Holborn

This Privacy Policy explains how Man With Van Holborn collects, uses, stores, shares, and protects personal data when providing services to customers in Holborn and the surrounding area. It applies to all Man With Van Holborn customers in the area, including individuals who request quotes, book services, communicate with us, or otherwise interact with our business.

We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is intended to help you understand what information we may collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have over your data.

1. Data We Collect

We collect only the personal data necessary to provide moving and related services efficiently and safely. The information we collect may include:

Identity details such as your name and title.
Contact details such as your phone number, email address, and service address.
Booking information including requested dates, collection and delivery locations, property access details, and service preferences.
Payment information necessary to process invoices or payments. We do not store full payment card details unless required by a secure payment processor.
Service records such as notes about items to be moved, inventory details, packing requirements, and any instructions you provide.
Communication records including emails, text messages, call notes, and any complaints or feedback you submit.
Technical data if you contact us through digital systems, which may include device information, browser type, and basic usage logs.

We generally do not collect sensitive personal data unless it is necessary for a specific service, such as access requirements or information you voluntarily provide that is relevant to a move. Where special category data is involved, we only process it where a lawful condition applies and additional safeguards are in place.

2. How We Use Your Data

We use personal data for legitimate business purposes connected to delivering our services. These purposes include:

providing quotes and managing bookings;
planning and carrying out moving services;
contacting you about schedules, changes, and service updates;
handling payment, invoicing, and accounting matters;
responding to questions, requests, or complaints;
maintaining internal records and service quality;
preventing fraud, misuse, or unlawful activity;
meeting legal, regulatory, and tax obligations.

We will only use your personal data for the purpose for which it was collected unless we reasonably consider that we need to use it for another compatible purpose. If we need to use your data for an unrelated purpose, we will explain the legal basis for doing so where required.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing your personal data. Man With Van Holborn may rely on one or more of the following lawful bases:

Contract

We process personal data where it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes preparing quotes, confirming bookings, and delivering the moving service you requested.

Legitimate Interests

We may process your data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This can include business administration, record keeping, service improvement, fraud prevention, and responding to customer enquiries.

Legal Obligation

We may process and retain certain personal data to comply with legal obligations, such as tax, accounting, insurance, or regulatory requirements.

Consent

In limited cases, we may rely on consent, for example if you choose to receive certain optional communications or provide additional information that is not required for the service. Where consent is used, you may withdraw it at any time.

Vital Interests

In rare circumstances, we may process personal data to protect someone's vital interests, for example in an emergency involving health or safety.

4. Data Retention

We keep personal data only for as long as it is needed for the purposes described in this policy. The retention period depends on the type of data, the reason for processing, and any legal requirements that apply.

Quote and enquiry data may be retained for a reasonable period to manage follow-up and business records.
Booking and service records are typically kept for operational, legal, and accounting purposes.
Invoice and payment records are retained in accordance with tax and financial obligations.
Complaint and communication records may be kept for quality assurance and dispute resolution.

When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you. In some cases, we may retain data for longer if needed to establish, exercise, or defend legal claims.

5. Processors and Data Sharing

We may share personal data with trusted third parties who act as processors on our behalf. These processors only handle data according to our instructions and under appropriate contractual safeguards. Examples may include:

payment service providers;
accounting and bookkeeping systems;
email and communication service providers;
customer record or scheduling software;
IT support and data storage providers;
professional advisers such as accountants or legal advisers, where necessary.

We may also disclose personal data where required by law, by court order, or to protect the rights, property, or safety of Man With Van Holborn, our customers, or others. If data is transferred outside the UK, we will ensure appropriate safeguards are in place in line with applicable data protection requirements.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against accidental loss, unlawful access, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limiting access to only those who need the data to perform their duties.

Although we work to protect your information, no method of transmission or storage is completely secure. If a data breach occurs and we are required to do so, we will notify the relevant authorities and affected individuals in accordance with applicable law.

7. Your Rights

As a data subject, you have certain rights under data protection law. These rights may include:

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

If you wish to exercise any of these rights, we may need to verify your identity before responding. We aim to respond within the time limits required by law. 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 infringed.

8. Marketing Communications

We do not send unsolicited marketing communications unless we are permitted to do so under applicable law or you have opted in. If we do contact you with promotional information, you may opt out at any time. Operational messages relating to your booking or service are not marketing and may still be sent where necessary.

9. Children’s Data

Our services are intended for adults arranging moving services. We do not knowingly collect data from children except where it is incidental to the service and provided by a parent, guardian, or authorised adult. If you believe we have collected data about a child incorrectly, please request correction or deletion where appropriate.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, operations, or data handling practices. Any revised version will apply from the date it is published or otherwise communicated. We encourage you to review this policy periodically so you remain informed about how we use your personal data.

11. Summary of Our Commitment

Man With Van Holborn respects your privacy and processes personal data only when necessary and with a valid lawful basis. We limit collection to relevant information, use trusted processors under contract, retain data only as long as needed, and safeguard your rights under data protection law. All customers in the Holborn area are covered by this policy, and we remain committed to responsible and transparent handling of your information.