Privacy Policy
Hampstead Man and Van Privacy Policy
This Privacy Policy explains how Hampstead Man and Van collects, uses, stores and shares personal data relating to customers and visitors. It is intended to comply with the UK General Data Protection Regulation and, where applicable, the EU General Data Protection Regulation. This Privacy Policy applies to all Hampstead Man and Van customers and prospective customers in our service area.
Who We Are
Hampstead Man and Van provides removal and transport services to residential and business customers. In providing these services, we act as a data controller for the personal data we collect and use about our customers and prospective customers.
Types of Personal Data We Collect
We may collect and process the following categories of personal data about you when you contact us, request a quote, make a booking, use our services or communicate with us:
Identification and contact details, including name, title, postal address, service addresses for collection and delivery, and any alternative contact person you nominate.
Contact preferences and communication data, including your preferred contact method and records of communications you have with us such as emails, messages and call notes.
Service and booking information, including details of the move or transport service you request, dates and times of bookings, inventory or item descriptions, access details for properties, and any instructions you provide relating to the service.
Payment and transaction data, including details of payments made to us and from you, payment method used, invoices and receipts. We do not store full payment card details when processed through a compliant payment service provider.
Technical and usage data, which may include information about how you access or interact with our online content, such as the type of device and browser used, approximate location, and pages viewed. This may be collected through cookies or similar technologies, where permitted by law and your browser settings.
Feedback and review data, including any feedback, testimonials or reviews you provide about our services.
How We Collect Personal Data
We collect personal data directly from you when you make an enquiry, request a quote, complete a booking, arrange a visit, communicate with us by phone or in writing, or provide feedback about our services.
We may also collect limited personal data from third parties where this is necessary for the provision of our services, for example where another person books a service on your behalf or provides your contact details as a point of contact at a property.
Lawful Bases for Processing
We process your personal data only where we have a valid lawful basis under data protection law. Depending on the context, we may rely on one or more of the following lawful bases:
Contract. We process personal data to take steps at your request before entering into a contract and to perform our contract with you. This includes providing quotes, managing bookings, carrying out removal and transport services and handling payments.
Legitimate interests. We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include managing our relationship with you, improving our services, preventing fraud, and protecting our business and customers.
Legal obligation. We may process your personal data where we are required to do so to comply with legal and regulatory obligations, for example in relation to tax, accounting, insurance or responding to law enforcement requests.
Consent. In some cases, we may rely on your consent, for example for certain types of marketing communications or optional cookies where required by law. Where we rely on consent, you have the right to withdraw it at any time.
How We Use Your Personal Data
We may use your personal data for the following purposes:
To respond to enquiries, provide quotes and discuss potential services with you.
To create and manage bookings, plan routes, schedule staff and vehicles, and deliver the services you have requested.
To communicate with you about your booking, including confirmations, updates, changes, reminders and follow-up messages.
To process payments, issue invoices, manage refunds where applicable and maintain financial records.
To manage our relationship with you, including handling complaints, resolving issues, and requesting feedback or reviews.
To improve our services, operations and customer experience, including through the analysis of service usage and feedback.
To maintain safety and security for our staff, customers and property, including verification of service details where appropriate.
To comply with legal obligations and cooperate with regulators or law enforcement where required.
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 personal data in accordance with our instructions and applicable data protection law, and we ensure that appropriate contracts and safeguards are in place.
Categories of processors and third parties may include:
IT and cloud service providers that host our systems or store data.
Payment service providers that process card or electronic payments.
Accountants and professional advisers who assist with our business operations.
Customer management and communication service providers that support our enquiries and booking processes.
We may also share personal data with other third parties where required by law, to protect our rights, or in connection with business changes such as restructuring or transfer of services, where permitted by law.
We do not sell your personal data.
International Transfers
Where any of our service providers or systems involve the transfer of personal data outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place in accordance with data protection law. This may include reliance on adequacy regulations or standard contractual clauses.
Data Retention
We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting or reporting requirements.
In general, we retain customer records and booking information for a period that allows us to respond to any queries, handle potential disputes, and comply with legal obligations such as tax and accounting rules. After the relevant retention period has expired, personal data will be securely deleted or anonymised.
Specific retention periods may vary depending on the nature of the data and the legal or operational requirements that apply.
Security of Your Personal Data
We take appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing, accidental loss, destruction or damage. These measures may include access controls, secure storage, and restrictions on who can access personal data within our organisation and among our service providers.
While we take reasonable steps to protect your personal data, no transmission of information or storage system can be guaranteed to be completely secure.
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.
Right of access. You have the right to request confirmation of whether we hold personal data about you and to request a copy of that data.
Right to rectification. You have the right to ask us to correct or complete personal data that you believe is inaccurate or incomplete.
Right to erasure. You may request that we delete your personal data in certain circumstances, for example where it is no longer necessary for the purposes for which it was collected and we have no legal obligation to retain it.
Right to restriction of processing. You may ask us to restrict the processing of your personal data in certain situations, such as where you contest the accuracy of the data or object to its processing.
Right to data portability. You may have the right to receive the personal data you have provided to us in a structured, commonly used and machine-readable format and to have it transmitted to another controller where technically feasible.
Right to object. You have the right to object to our processing of your personal data where we rely on legitimate interests as the lawful basis, including for direct marketing.
Rights in relation to consent. Where we rely on your consent, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal.
You also have the right to lodge a complaint with a supervisory authority if you are concerned about how we handle your personal data. In the United Kingdom, this is the Information Commissioner's Office.
Children
Our services are intended for adults and not directed to children. We do not knowingly collect personal data relating to children without appropriate consent or involvement of a responsible adult where required by law.
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. The updated version will apply from the date it is made available. You should review this page periodically to ensure you are aware of any changes.
