Notting Hill Man and Van Privacy Policy
This Privacy Policy explains how Notting Hill Man and Van collects, uses, stores, and protects personal data relating to our services. It applies to all existing and prospective customers, as well as anyone who contacts or interacts with Notting Hill Man and Van within our service area. We are committed to handling your information in a fair, transparent, and secure way, in accordance with the United Kingdom General Data Protection Regulation and the Data Protection Act 2018.
Who This Privacy Policy Applies To
This Privacy Policy applies to all individuals who use, request, or enquire about the services of Notting Hill Man and Van within our operating area, including residential and business customers, website visitors, and any other individuals who communicate with us in relation to our services.
Types of Personal Data We Collect
We may collect and process the following categories of personal data when you contact us, request a quote, make a booking, or use our services:
Identification and contact details such as name, address, service address, billing address, and general location information within the service area.
Communication details and preferences such as your preferred contact method and your communication preferences regarding quotes, confirmations, and updates about your booking.
Service and booking information including dates and times of moves, collection and delivery addresses, inventory of items to be moved where provided by you, access details for properties, and any special instructions or notes you choose to share.
Payment and transaction data including information necessary to process payments, such as payment method details and transaction history. Card details are processed securely via our payment service providers and are not stored in full by us.
Technical and usage data where applicable, such as basic information about how you use our website or digital platforms, including pages visited and general device information. This may be collected through cookies or similar technologies where used and where you have given consent where required.
Correspondence and records including emails, messages, notes from phone calls, or other communications with you regarding quotes, bookings, complaints, or feedback.
Lawful Basis for Processing Your Personal Data
Notting Hill Man and Van will only process your personal data where we have a valid legal basis under data protection law. Depending on the context, we rely on the following lawful bases:
Contractual necessity: We process your data to take steps at your request before entering into a contract, and to perform our contract with you. This includes providing quotes, making and managing bookings, delivering our man and van services, and handling billing and payments.
Legal obligation: We may process certain data to comply with legal and regulatory obligations, such as record keeping, accounting, tax requirements, and responding to lawful requests from authorities.
Legitimate interests: We may process data where it is necessary for our legitimate business interests, and where your interests and fundamental rights do not override those interests. This includes managing our business operations, improving our services, handling customer feedback, managing disputes, and ensuring the security of our systems and vehicles.
Consent: In some cases, we may rely on your consent, for example in relation to certain marketing communications or where we place optional cookies. Where we rely on consent, you are free to withdraw it at any time, and this will not affect the lawfulness of processing based on consent before it was withdrawn.
How We Use Your Personal Data
We use your personal data to provide and improve our services, manage our relationship with you, and comply with our legal obligations. In particular, we use your data to:
Provide quotes, schedule services, and manage your bookings.
Deliver our man and van services, including planning routes, coordinating staff, and ensuring access at collection and delivery locations.
Communicate with you about your enquiry, quote, or booking, including confirmations, reminders, updates, and follow-up communications relating to the service.
Process payments and manage invoices, refunds, and transaction records.
Respond to your questions, feedback, and complaints, and resolve any disputes.
Maintain internal records and carry out administrative and accounting functions.
Improve our services, monitor performance, and ensure the security and efficiency of our operations and website.
Data Sharing and Use of Processors
We may share your personal data with selected third parties where necessary for the purposes described in this Privacy Policy, and always in accordance with data protection law.
Service providers and processors: We may share data with trusted third-party companies who provide services to us, such as payment processors, accounting and bookkeeping providers, customer management systems, information technology providers, hosting providers, and communication platforms. These third parties act as data processors and only process personal data on our instructions, under a written contract, and with appropriate security measures.
Professional advisers: We may share information with our professional advisors, such as accountants, auditors, legal advisers, or insurers, where reasonably necessary to obtain professional services or manage legal or insurance matters.
Authorities and legal obligations: We may disclose your personal data if required to do so by law or where we believe such action is necessary to comply with a legal obligation, respond to lawful requests, protect our rights, or protect the safety of our staff, customers, or others.
We do not sell your personal data to any third party.
Data Retention and Storage
We keep your personal data only for as long as is necessary for the purposes for which it was collected, and to meet legal, accounting, or reporting requirements.
Booking and service records are generally retained for a period determined by applicable legal limitation and tax requirements. This allows us to manage our relationship with you, respond to enquiries or complaints, and maintain accurate business records.
Financial records, such as invoices and payment records, are kept for the period required by tax and accounting laws.
Communications relating to quotes, enquiries, and customer service may be retained for a reasonable period to respond to further queries and to improve our services.
Where data is no longer needed, it will be securely deleted, anonymised, or otherwise removed from our systems in line with our data retention procedures.
Security of Your Personal Data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include restricting access to personal data to staff and contractors who need to know it for operational reasons, using secure systems and tools, and ensuring our processors maintain suitable security standards.
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. You have the right to:
Access your personal data and receive a copy of the information we hold about you.
Request correction of inaccurate or incomplete personal data we hold about you.
Request erasure of your personal data in certain circumstances, for example where it is no longer necessary for the purposes for which it was collected, or where you have withdrawn consent and there is no other legal basis for processing.
Object to processing of your personal data where we rely on legitimate interests, and you feel that your particular situation gives rise to an objection.
Request restriction of processing in certain circumstances, such as where you contest the accuracy of the data or have objected to our use of it.
Request portability of your personal data where processing is based on consent or contract and carried out by automated means, by receiving your data in a structured, commonly used, and machine-readable format where technically feasible.
Withdraw consent at any time where we rely on your consent for processing, for example for certain marketing communications.
If you wish to exercise any of these rights, you can contact us using the contact methods you normally use when dealing with Notting Hill Man and Van.
International Transfers
Where we use processors or service providers located outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data, such as approved contractual clauses or other measures permitted under data protection law.
Updates to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any updated version will be made available through our usual communication channels, and the changes will take effect from the date of publication.
By continuing to use the services of Notting Hill Man and Van after any changes to this Privacy Policy, you acknowledge that you have read and understood the updated terms.
