Privacy Policy - Nottinghill Man And Van

This Privacy Policy explains how Nottinghill Man And Van collects, uses, stores, shares, and protects personal data when providing moving, transport, and related services. It applies to all Nottinghill Man And Van customers in the area, including prospective customers, current customers, and anyone who contacts us about a service.

We are committed to handling personal data lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We only process personal data where we have a valid lawful basis and only keep it for as long as necessary for the purposes described in this policy.

1. Who this policy applies to

This policy applies to:

Customers who book or enquire about removals, deliveries, storage-related support, or van services;
People whose goods are moved, even if they are not the person who made the booking;
Individuals who communicate with us by phone, email, messaging services, or online forms;
Anyone whose data is provided to us by a customer, such as a family member, landlord, tenant, business contact, or building manager.

By using our services, you acknowledge that we may process personal data as described below.

2. Personal data we collect

We collect only the information necessary to deliver our services, manage bookings, communicate with you, and meet legal obligations. The types of personal data we may collect include:

Identity details such as your name, and where relevant the names of other people involved in the move;
Contact details such as telephone number, email address, and service address;
Booking and service information including move dates, property access notes, inventory details, and service preferences;
Payment information such as billing details and transaction records;
Communication records including enquiry notes, emails, complaint details, and customer instructions;
Technical data such as basic website or device information if you use our digital services;
Special category data only where absolutely necessary and usually indirectly, for example if access arrangements or support needs reveal health-related information. We do not intentionally request special category data unless it is relevant and required for the service.

We do not seek to collect unnecessary personal information. If you provide data about another person, you are responsible for ensuring that you have the right to do so and that they are informed where appropriate.

3. How we use personal data

We use personal data for the following purposes:

To provide quotes, confirm bookings, and deliver moving services;
To communicate with customers about schedules, arrival times, service changes, and job completion;
To manage payments, invoices, and accounting records;
To respond to questions, feedback, and complaints;
To maintain service records and improve operational efficiency;
To protect against fraud, misuse, and security incidents;
To comply with legal, regulatory, tax, and insurance obligations.

We only use personal data in ways that are compatible with the purposes for which it was collected, unless we reasonably determine that another lawful basis applies.

4. Lawful basis for processing

Under data protection law, we must have a lawful basis for each type of processing. Nottinghill Man And Van may rely on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, completing the move, issuing invoices, and dealing with service-related communication.

Legal obligation

We may process and retain certain records where required by law, such as tax records, accounting documents, insurance records, or information needed to comply with regulatory or dispute-resolution obligations.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided that these interests are not overridden by your rights and freedoms. This may include maintaining service records, improving our operations, preventing fraud, securing our systems, and handling complaints or claims.

Consent

In limited cases, we may rely on your consent, for example if we wish to send non-essential marketing communications or process information that requires explicit permission. Where we rely on consent, you have the right to withdraw it at any time.

5. Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, insurance, and contractual requirements. Retention periods may vary depending on the type of record and the reason for processing.

Booking and service records are usually retained for a reasonable period after completion of the job to manage queries, claims, and customer support;
Financial and tax records are retained for the period required by law;
Communication records may be retained while relevant to ongoing service, complaints, or legal matters;
Marketing-related data is retained until you opt out or withdraw consent, where consent is used.

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

6. Processors and third parties

We may share personal data with trusted processors and third parties who assist us in operating our business. These may include:

Payment service providers that handle card or online payment processing;
Accounting and bookkeeping providers that support invoicing, tax, and financial administration;
IT and cloud service providers that host systems, store records, or support business communications;
Customer communication tools that help us manage messages and booking updates;
Insurance providers, legal advisers, and claims handlers where required for protection, compliance, or dispute resolution;
Subcontractors or operational partners involved in delivering a service, only where necessary.

Where a third party processes data on our behalf, they are required to handle it securely, use it only for the specified purpose, and comply with data protection requirements. We do not sell personal data.

7. Data security

We take 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 restricted use of personal information. While we do our best to protect your data, no system can be guaranteed to be completely secure.

8. International transfers

If any of our service providers process data outside the UK, we will ensure that appropriate safeguards are in place to protect your personal data in line with applicable law. This may include approved contractual protections or other lawful transfer mechanisms.

9. Your rights

As a data subject, you have important rights in relation to your personal data. Subject to legal conditions and exemptions, you may have the right to:

Access the personal data we hold about you;
Rectify inaccurate or incomplete information;
Erase your data in certain circumstances;
Restrict how we process your data in certain situations;
Object to processing based on legitimate interests or direct marketing;
Data portability for data you provided to us where processing is based on consent or contract and carried out by automated means;
Withdraw consent where we rely on consent;
Complain to the relevant supervisory authority if you believe your rights have been infringed.

To help us protect your data, we may need to verify your identity before responding to a rights request. We aim to respond within the time limits set by law.

10. Children’s data

Our services are intended for adults. We do not knowingly collect personal data from children unless it is provided by an adult customer as part of a legitimate service arrangement. If we become aware that we have collected a child’s data without an appropriate basis, we will take steps to delete it where required.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, business practices, or service arrangements. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically.

12. Summary of our approach

In summary, Nottinghill Man And Van processes personal data only when necessary, uses it for clear and legitimate business purposes, retains it for appropriate periods, and shares it only with trusted processors or where required by law. We respect your privacy rights and aim to handle all personal data responsibly, securely, and transparently.

This Privacy Policy applies to all Nottinghill Man And Van customers in the area.