Privacy Policy - Hampstead Man And Van

This Privacy Policy explains how Hampstead Man And Van collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Hampstead Man And Van customers in area, including individuals who enquire about, book, receive, or pay for our moving, transport, collection, delivery, packing, or related services.

We are committed to handling personal data in a lawful, fair, and transparent way in accordance 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 collect, why we collect it, how long we keep it, and what rights you have over it.

1. Who we are

Hampstead Man And Van is the data controller for the personal information processed in relation to our services. This means we determine why and how your personal data is used when you interact with us as a customer, prospective customer, supplier contact, or website/inquiry user where applicable.

For the purposes of this policy, “personal data” means any information that identifies, or could reasonably be used to identify, a living individual.

2. Data we collect

We may collect and process the following categories of personal data:

Identity details such as your name, title, and any business name you provide.
Contact details such as phone number, email address, and service address.
Booking and service information such as move dates, access details, item descriptions, property details, and service instructions.
Payment information such as billing details and payment status. We do not intentionally store full card details where payment is processed securely by a payment provider.
Correspondence including messages, emails, call notes, complaints, feedback, and records of any queries.
Identification and verification information where needed for fraud prevention, contract performance, or legal compliance.
Operational information such as job records, delivery notes, route information, and service outcomes.
Technical information if you interact with any digital services we use, such as IP address, device type, and basic usage data.

We normally collect data directly from you when you request a quote, make a booking, communicate with us, pay for services, or provide instructions. In some cases, we may receive personal data from third parties such as estate agents, landlords, building managers, payment processors, or business partners who help arrange a service on your behalf.

3. How we use your data

We use personal data only where we have a valid legal reason to do so. The main purposes for which we process data are:

to provide quotes and manage bookings;
to perform our moving and transport services;
to communicate with you before, during, and after a job;
to process payments and issue invoices or receipts;
to handle complaints, claims, and customer support requests;
to meet legal, tax, accounting, and insurance obligations;
to protect against fraud, misuse, and security incidents;
to keep service records for operational and evidential purposes;
to improve our services and maintain internal records.

We will not use your personal data for purposes that are incompatible with those described in this policy unless we are required or permitted to do so by law.

4. Lawful basis for processing

Under the UK GDPR, we must have a lawful basis for each use of your data. Depending on the type of processing, we rely on one or more of the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes at your request, confirming bookings, carrying out removals, and taking payment for services.

Legal obligation

We may process personal data where needed to comply with legal obligations, including accounting, tax, record-keeping, insurance, fraud prevention, and responding to lawful requests from public authorities.

Legitimate interests

We may process data where it is reasonably necessary for our legitimate business interests, provided your interests and fundamental rights do not override those interests. Examples include managing customer relationships, maintaining service records, improving operations, defending legal claims, and preventing misuse of our services.

Consent

In limited situations, we may ask for your consent, for example where it is required for certain optional communications or uses of information. Where we rely on consent, you may withdraw it at any time.

5. Sharing your data and processors

We may share personal data with trusted third parties who help us operate our business and deliver our services. These parties act either as processors or, in some cases, as independent controllers.

Our processors may include:

payment service providers;
accounting and bookkeeping providers;
IT, hosting, and software service providers;
customer management or scheduling systems;
communication and email service providers;
professional advisers such as insurers, lawyers, or accountants;
subcontractors or operational partners involved in fulfilling a service.

Where a third party processes data on our behalf, we require them to act only on our instructions, to use appropriate security measures, and to keep the information confidential. We do not sell personal data.

We may also disclose personal data if required by law, court order, regulatory request, or where disclosure is necessary to establish, exercise, or defend legal rights.

6. Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, insurance, and reporting requirements. Retention periods vary depending on the nature of the information and the reasons it is held.

In general, we may retain:

booking and service records for as long as needed to manage the customer relationship and handle any follow-up issues;
financial and tax records for the period required by law;
correspondence and complaints for a reasonable period to manage disputes and service quality;
legal or insurance-related records for as long as claims might reasonably be brought.

When personal data is no longer required, we will securely delete, anonymise, or archive it in accordance with our retention practices.

7. Data security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limiting the amount of information shared with third parties.

Although we take reasonable steps to protect your data, no system can be guaranteed to be completely secure. If we become aware of a data breach that is likely to result in a risk to your rights and freedoms, we will take appropriate action in line with applicable law.

8. Your rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to conditions or exemptions depending on the circumstances.

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 information.
Right to erasure – in some cases, you can ask us to delete your data.
Right to restrict processing – 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, including direct marketing where applicable.
Right to data portability – you can request certain information in a structured, commonly used format where legally applicable.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with applicable data protection law. We may need to verify your identity before acting on your request.

9. International transfers

Where any of our service providers process data outside the UK, we will take appropriate steps to ensure your personal data is protected to a standard that is consistent with UK GDPR requirements. This may include the use of approved contractual safeguards and other lawful transfer mechanisms.

10. Children

Our services are intended for adults and business customers arranging removals or transport services. We do not knowingly collect personal data from children unless it is incidental to providing a service and is necessary for legitimate business or legal reasons.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. The most current version will apply to the way we process personal data at the relevant time.

12. Summary of key points

Hampstead Man And Van processes personal data to deliver services, manage bookings, handle payments, meet legal obligations, and maintain accurate records. We only use personal data where there is a lawful basis, and we keep it only for as long as necessary. We also use processors under contract to support our operations and provide services safely and efficiently. You have rights over your personal data and can ask us to exercise those rights where permitted by law.

This policy applies to all Hampstead Man And Van customers in area and is designed to ensure your information is handled with care, transparency, and respect.