Privacy Policy - Man With Van Hampton

This Privacy Policy explains how Man With Van Hampton collects, uses, stores, shares, and protects personal data relating to customers, potential customers, and website or service users in the Hampton area. It applies to all Man With Van Hampton customers in area, including individuals and businesses that enquire about, book, pay for, or receive moving, delivery, loading, unloading, packing, or related transport services.

We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We aim to be transparent about what data we collect, why we use it, how long we keep it, who may process it on our behalf, and what rights you have over your information.

1. Personal Data We Collect

We may collect and process different types of personal data depending on your relationship with us and the services requested. This may include:

Identity data, such as your name and title.
Contact data, such as address details, email address, and telephone number.
Service data, such as moving dates, pickup and drop-off locations, property access details, inventory information, and service preferences.
Payment data, such as billing information and transaction records.
Communication data, such as correspondence, enquiries, complaint details, and feedback.
Technical data, where applicable, such as device identifiers, IP address, browser type, and basic usage information if you interact with digital systems.
Special category data only where absolutely necessary and lawfully permitted, for example if you voluntarily share information about accessibility needs so that services can be arranged safely and appropriately.

We do not deliberately collect more information than is needed for the provision and administration of our services.

2. How We Collect Your Data

We may collect personal data directly from you when you:

make an enquiry or request a quote;
book or amend a service;
communicate with us by phone, email, message, or in writing;
provide delivery, access, or property details;
make a payment or request an invoice;
raise a complaint, claim, or request support.

We may also receive data from third parties where necessary, such as payment processors, subcontracted service providers, referral partners, or public sources used to verify addresses or service arrangements. Where data is received from another source, we will only use it in a way that is compatible with this policy and applicable law.

3. Lawful Basis for Processing

We only process personal data when we have a lawful basis under data protection law. Depending on the purpose, we may rely on one or more of the following:

Contract – processing is necessary to provide a quote, arrange a booking, deliver services, take payment, or manage the contractual relationship with you.
Legal obligation – processing is necessary to comply with tax, accounting, record-keeping, fraud prevention, or other legal requirements.
Legitimate interests – processing is necessary for our legitimate business interests, such as improving services, managing enquiries, protecting our operations, preventing misuse, or resolving disputes, provided your interests and rights do not override those interests.
Consent – where required, we may ask for your consent, for example for certain optional communications or specific processing activities. You can withdraw consent at any time where processing relies on it.
Vital interests – in rare cases, we may process information to protect someone’s life or physical safety.

Where special category data is involved, we will only process it when permitted by law and with an appropriate condition under UK GDPR, such as explicit consent or where it is necessary for health or safety reasons connected to the service.

4. How We Use Your Data

We may use personal data for the following purposes:

to respond to enquiries and provide quotes;
to plan and deliver moving or van services;
to manage schedules, access arrangements, and service logistics;
to process invoices, payments, refunds, or adjustments;
to maintain records of services provided;
to handle complaints, insurance matters, and disputes;
to comply with legal and regulatory requirements;
to improve our services, internal processes, and customer experience;
to protect against fraud, misuse, or security threats.

We will never use your personal data for purposes that are incompatible with the original reason for collection without first ensuring that we have a lawful basis to do so.

5. Data Sharing and Processors

We may share personal data with carefully selected third parties where necessary for the operation of our business and the delivery of services. These third parties act as processors or independent controllers depending on the service they provide.

Examples of processors may include:

payment service providers that handle card or transfer transactions;
accountants or bookkeeping providers assisting with finance and tax records;
IT and cloud storage providers that support our systems and secure data storage;
communication service providers that help manage emails, messages, or phone systems;
subcontracted drivers or operational partners where required to complete a booking;
professional advisers, insurers, or claims handlers when needed for legal or operational reasons.

Any processor we use is expected to handle personal data securely, only on our instructions, and only for lawful purposes. We take reasonable steps to ensure appropriate contractual protections are in place.

We may also disclose information where required by law, by a court, or to protect the rights, property, or safety of Man With Van Hampton, our customers, or others.

6. International Transfers

In some cases, your personal data may be processed outside the United Kingdom if a supplier or system provider stores data in another country. When this happens, we will ensure that appropriate safeguards are used, such as adequacy regulations, standard contractual clauses, or equivalent protections recognised under data protection law.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including any legal, accounting, insurance, or reporting requirements.

Enquiry records may be kept for a limited period after the enquiry ends, to manage follow-up or service review.
Booking and service records are generally retained for the duration of the service relationship and for a further period where needed for contractual, tax, or legal purposes.
Payment and invoicing records are retained in line with statutory accounting obligations.
Complaint or dispute records may be retained longer where necessary to resolve issues or defend legal claims.

When personal data is no longer required, it will be securely deleted, anonymised, or otherwise disposed of in a safe and appropriate manner.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply depending on the circumstances and the legal basis for processing.

You may have the right to:

Access – obtain confirmation and a copy of the personal data we hold about you;
Rectification – request correction of inaccurate or incomplete information;
Erasure – ask for your data to be deleted in certain circumstances;
Restriction – request that processing is limited in certain situations;
Object – object to processing based on legitimate interests or direct marketing;
Data portability – receive certain data in a structured, commonly used format where applicable;
Withdraw consent – withdraw consent where processing is based on consent;
Complain – raise a concern with the relevant data protection authority if you believe your rights have been infringed.

We may need to verify your identity before responding to a request. Some rights may not apply in full where legal exceptions exist or where retention is necessary for compliance or legitimate business purposes.

9. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff awareness, and limited access to information on a need-to-know basis.

Although we take reasonable steps to secure data, no system can be guaranteed to be completely secure. Where a personal data breach occurs and we are legally required to do so, we will take appropriate action, which may include notification to the relevant authority and affected individuals.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their information is used.

11. Scope of This Policy

This Privacy Policy applies to all personal data processed by Man With Van Hampton in connection with services provided to customers in the Hampton area. By using our services, making an enquiry, or providing personal data to us, you acknowledge that you have read and understood this policy.

We are committed to handling your personal information fairly, lawfully, and transparently.