Privacy Policy
Man with Van Mill Hill Privacy Policy
This Privacy Policy explains how Man with Van Mill Hill collects, uses, stores and protects personal data relating to customers and prospective customers. It applies to all Man with Van Mill Hill customers and service users within our operating area, including individuals and businesses who contact us, request a quotation, make a booking, or otherwise interact with our services.
Man with Van Mill Hill acts as a data controller when we determine the purposes and means of processing your personal data in connection with our man and van, removals and related services. We are committed to handling your personal information in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.
Personal Data We Collect
We collect and process different categories of personal data depending on how you interact with us. This may include:
Identification and contact details such as name, postal address, service address, billing address and other contact information you provide when you request a quote or book a service.
Service and booking information such as dates and times of your move or transport, collection and delivery addresses, property access details, parking information, inventory or description of items to be moved, and any special instructions you choose to share.
Communication records including the content of enquiries, messages and feedback you send us via forms, messaging services or other communication channels, along with the date and time of those communications.
Payment-related information such as amount charged, payment method used and transaction details. We do not store full card details when using external payment processors.
Technical and usage information where relevant and available, such as basic device and browser details or approximate location derived from your interaction with our online presence, to help us understand and improve our services.
How We Collect Your Data
We collect personal data directly from you when you contact us, request a quotation, make a booking, confirm service details, pay for services or provide feedback. This may be done by phone, messaging services, online forms or in writing during service visits.
We may also receive personal data about you from third parties who are authorised to act on your behalf, such as family members, business colleagues, landlords or estate agents arranging services for you.
Lawful Basis for Processing
We process your personal data only where we have a lawful basis under data protection law. The main lawful bases we rely on are:
Contractual necessity: We process personal data where it is necessary to provide quotations, accept bookings, deliver our man and van and removals services, manage your account, issue invoices and take payment.
Legitimate interests: We process data where it is necessary for our legitimate business interests, provided these are not overridden by your rights and freedoms. This includes managing our operations, scheduling staff, improving our services, handling customer enquiries, preventing fraud or misuse and keeping appropriate business records.
Legal obligation: We may process personal data where required to comply with legal and regulatory obligations, such as tax, accounting and record-keeping requirements, and to respond to lawful requests from authorities.
Consent: In limited cases, we may rely on your consent, for example for certain types of optional marketing or for using certain optional cookies where applicable. You can withdraw your consent at any time, although this will not affect the lawfulness of processing before consent was withdrawn.
How We Use Your Personal Data
We use the personal data we collect for the following purposes:
To provide quotations, confirm availability and agree the scope of services with you.
To manage bookings, plan routes, allocate staff and vehicles, and deliver moving and transport services safely and efficiently.
To communicate with you about your enquiry or booking, including confirmations, reminders, changes to appointments, and service updates.
To process payments, issue invoices and receipts, and maintain appropriate financial and accounting records.
To respond to complaints, queries and feedback, and to resolve disputes or claims.
To monitor and improve the quality, safety and reliability of our services, including training and internal administration.
To comply with legal requirements and cooperate with competent authorities where necessary.
Data Sharing and Processors
We may share your personal data with trusted third parties where this is necessary for the purposes described in this Privacy Policy, always subject to appropriate safeguards.
Service providers and data processors: We may use third party companies to help us deliver our services and support our business operations, such as payment processors, cloud or IT service providers, scheduling or booking tools, accounting or invoicing software providers and communication platforms. These providers act as data processors and only process your personal data on our instructions, under written contracts that require them to protect your data.
Professional advisers and insurers: We may share data with accountants, legal advisers, insurance providers and similar professionals where necessary to manage our business, protect our legal rights or handle insurance claims.
Public authorities: We may disclose data where required by law, regulation or court order, or where necessary to cooperate with law enforcement or regulatory bodies.
We do not sell your personal data to third parties.
International Transfers
If any of our service providers or systems are located outside the United Kingdom or the European Economic Area, and your personal data is transferred internationally, we will ensure that appropriate safeguards are in place. This may include using standard contractual clauses or other mechanisms approved by data protection authorities to ensure that your data receives an equivalent level of protection.
Data Retention
We keep your personal data only for as long as is reasonably necessary for the purposes for which it was collected and to meet our legal, accounting and reporting obligations.
For most customer records related to bookings and services, we typically retain data for a period that aligns with limitation periods for legal claims and applicable tax and accounting requirements. Communication records and enquiry details may be kept for a shorter period where they do not result in a booking, unless a longer retention period is required or permitted by law.
When data is no longer needed, we will securely delete or anonymise it so that it can no longer be associated with you.
Data Security
We take appropriate technical and organisational measures to protect your personal data from unauthorised access, disclosure, loss, alteration or destruction. These measures include limiting access to personal data to those people and third parties who have a business need to know it, using secure systems where possible, and providing guidance to staff and contractors on data protection responsibilities.
While we take reasonable steps to safeguard your information, no method of transmission or storage can be guaranteed to be completely secure. You should take care when sharing personal data and ensure that any devices or accounts you use to communicate with us are kept secure.
Your Data Protection Rights
Under data protection law, and subject to certain conditions and exemptions, you have the following rights in relation to your personal data:
Right of access: You can ask for confirmation of whether we process your personal data and request a copy of the personal data we hold about you.
Right to rectification: You can ask us to correct or complete personal data that is inaccurate or incomplete.
Right to erasure: In some circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected, or where you have withdrawn consent and there is no other lawful basis for processing.
Right to restriction of processing: You may request that we restrict the processing of your personal data in certain situations, such as while we are verifying accuracy or dealing with an objection.
Right to object: You can object to processing based on our legitimate interests where you believe your rights and interests outweigh our own. We will stop processing unless we have compelling legitimate grounds or need to continue for legal reasons.
Right to data portability: Where processing is based on consent or on a contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used and machine readable format and to have it transmitted to another controller where technically feasible.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are concerned about how we handle your personal data. We encourage you to contact us first so we can address your concerns.
Children
Our services are aimed at adults. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data without appropriate consent, please let us know so we can delete it where appropriate.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations or how we process personal data. Any updates will take effect when the revised version is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.
