Privacy Policy
Man with Van Holborn Privacy Policy
This Privacy Policy explains how Man with Van Holborn collects, uses, stores and protects personal data relating to our services. It applies to all Man with Van Holborn customers and service users in the Holborn area, including individuals, households and businesses that contact us, request a quote or book our services.
Who we are and scope of this policy
Man with Van Holborn is a removals and transport service operating in and around the Holborn area. In relation to the personal data we process about customers, prospective customers and website visitors, we act as the data controller. This means we are responsible for deciding how and why your personal data is used and for ensuring that it is handled in line with applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018.
This Privacy Policy covers personal data processed in connection with enquiries, quotes, bookings, service delivery, payment and follow-up communications for customers within the Holborn area.
Personal data we collect
We may collect and process the following categories of personal data about you:
Identification and contact details: name, address, service address, billing address, contact preferences and general correspondence with you.
Booking and service information: details of the services you request, collection and delivery addresses, access details, dates and times of moves, inventory notes or descriptions you provide and any special instructions relevant to completing the service.
Payment and transaction details: information about payments you make to us and from us, including transaction dates, amounts and related records. Card or bank details are handled only in accordance with the payment method you select and may be processed by our payment service processor.
Communication and feedback: records of your communications with us by phone, messaging or online forms, including enquiries, complaints, compliments and feedback about our services.
Technical and usage data: if you interact with our online presence, we may collect information such as your device type, browser type and general analytics data about how our site or digital channels are used. This is typically aggregated and does not identify you directly, but may be associated with your contact details when you submit an enquiry or booking.
How we collect your personal data
We collect personal data directly from you when you contact us with an enquiry, request a quote, make a booking, use our services, or communicate with us in any other way. This may occur by telephone, through online enquiry or booking forms, or via written correspondence.
We may also receive personal data indirectly, for example where another person arranges a service on your behalf and provides us with your contact or address details so that we can perform the service. Where appropriate, we will inform you that we have received your details and explain how they will be used.
Lawful bases for processing
We process your personal data only when we have a lawful basis to do so. The main lawful bases we rely on are:
Contract: we process personal data that is necessary for us to enter into and perform a contract with you, including providing quotes, taking bookings, carrying out removals or transport services and administering your account.
Legal obligation: we process certain personal data to comply with legal and regulatory obligations, for example in relation to tax, accounting, insurance and record keeping requirements.
Legitimate interests: we may process personal data when it is necessary for our legitimate business interests, provided that these interests are not overridden by your rights. Examples include managing our customer relationships, improving our services, handling queries and complaints, and maintaining security and fraud prevention.
Consent: in limited situations, we may rely on your consent to process certain data, such as where you choose to receive optional marketing communications. Where processing is based on consent, you can withdraw that consent at any time.
How we use your personal data
We use the personal data we collect for the following purposes:
To provide quotes, respond to enquiries and manage bookings for our services.
To plan and deliver removal and transport services, including arranging vehicles, staff and timing based on the information you provide.
To manage payments, invoicing, receipts, refunds and accounting records.
To communicate with you before, during and after a service, including confirming bookings, sending updates and handling any issues that arise.
To improve our services and internal processes, including reviewing feedback and analysing service performance.
To meet legal, regulatory and insurance obligations, and to establish, exercise or defend legal claims where necessary.
Data sharing and processors
We do not sell your personal data. We may share your personal data with carefully selected third parties where necessary for the purposes described in this Privacy Policy and where permitted by law.
Service providers and data processors: we may share personal data with third party companies that provide services to us, such as payment processing, secure data storage, customer relationship management, accountancy and administrative support. These third parties act as data processors and are only allowed to use your personal data in accordance with our instructions and for the purposes we specify. They are required to take appropriate security measures to protect your information.
Professional advisers and authorities: we may share personal data with professional advisers including accountants, insurers and legal advisers, and with government or regulatory authorities where required by law or in connection with legal claims, compliance, or regulatory matters.
Other third parties: in the event of a business reorganisation or similar transaction affecting Man with Van Holborn, limited personal data may be shared as part of due diligence or transfer processes, always in accordance with data protection laws.
Data retention
We retain your personal data only for as long as reasonably necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying legal, accounting or reporting requirements.
In general, we keep core customer and booking records for a period that allows us to respond to questions, handle any potential disputes and meet our tax and accounting obligations. After the relevant retention period expires, personal data will be securely deleted or anonymised so that it can no longer be linked to you.
International transfers
Where possible, we aim to keep your personal data within the United Kingdom or the European Economic Area. If we use a service provider located outside these regions and your personal data is transferred internationally, we will ensure that an adequate level of protection is in place, for example by relying on adequacy regulations or by using appropriate contractual safeguards.
How we protect your data
We take appropriate technical and organisational measures to safeguard personal data against unauthorised access, accidental loss, alteration or disclosure. These measures may include access controls, secure storage, encryption and staff training. While we take reasonable steps to protect your information, no system is completely secure, and we cannot guarantee absolute security.
Your data protection rights
Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and exemptions. They include:
Right of access: you can request confirmation that we process your personal data and obtain a copy of that data.
Right to rectification: you can ask us to correct or complete any inaccurate or incomplete personal data we hold about you.
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.
Right to restriction: you can ask us to restrict the processing of your personal data in certain situations, for example while we are investigating a concern you raise about its accuracy.
Right to object: you may object to processing based on our legitimate interests, in which case 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: in some cases, you can ask us to provide your personal data in a structured, commonly used and machine-readable format or to transmit it to another controller, where technically feasible.
Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time. Withdrawing consent will not affect the lawfulness of processing that took place before the withdrawal.
Complaints and further information
If you have questions about this Privacy Policy or how we handle your personal data, you can contact us using the usual contact details you use for Man with Van Holborn. If you are not satisfied with our response or believe that your data protection rights have been infringed, you have the right to lodge a complaint with the relevant data protection authority in the United Kingdom.
We may update this Privacy Policy from time to time to reflect changes in our services, the way we process personal data or applicable law. Any updated version will apply from the date it is made available.
