Privacy Policy - Man And Van Hampton

Man And Van Hampton is committed to protecting your privacy and handling your personal data in a lawful, fair, and transparent way. This Privacy Policy explains how we collect, use, store, share, and protect personal information when we provide removal, transportation, delivery, and related services. It applies to all Man And Van Hampton customers in the area, including anyone who enquires about our services, books with us, receives a quote, or otherwise interacts with us.

1. Who We Are

For the purposes of data protection law, Man And Van Hampton is the data controller for the personal data described in this policy. This means we decide how and why your personal data is used. We are committed to complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Personal Data We Collect

We may collect and process the following categories of information:

Identity details such as your name and title.
Contact details such as address, email address, and telephone number.
Service details such as moving date, property access information, inventory lists, collection and delivery locations, and special handling instructions.
Payment information such as billing details and transaction records.
Communication records including enquiries, quotes, complaints, feedback, and correspondence.
Technical information such as IP address, device type, and basic usage data if you interact with us online.
Operational information relating to service history, preferences, and job notes.

We generally do not intentionally collect special category data, such as health information, ethnic origin, or religious beliefs. If such information is ever provided to us because it is necessary for a service request, we will only process it where permitted by law and where appropriate safeguards are in place.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotes and assess service requirements.
To manage bookings and deliver our removal and transport services.
To communicate with you about your booking, timing, access, and service updates.
To issue invoices, process payments, and maintain financial records.
To handle enquiries, complaints, and customer support requests.
To improve our services, operational planning, and customer experience.
To comply with legal obligations, including tax, accounting, and record-keeping requirements.
To establish, exercise, or defend legal claims where necessary.

4. Lawful Basis for Processing

We only process personal data when we have a lawful basis to do so under UK GDPR. The lawful bases we rely on may include:

Performance of a contract

We process your personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, arranging services, carrying out moves, and handling payment-related activities.

Legitimate interests

We may process 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 services, responding to enquiries, maintaining customer records, preventing fraud, and improving operations.

Legal obligation

We may process your information where necessary to comply with legal obligations, such as accounting, tax, regulatory, or record-keeping duties.

Consent

In limited circumstances, we may rely on your consent, for example where specific optional communications or uses of data require it. Where consent is used, you can withdraw it at any time.

5. Sharing Your Information

We may share personal data with trusted third parties where necessary to deliver our services or comply with the law. These third parties may act as processors or independent controllers depending on the context.

Examples of processors and service providers may include:

Payment processors who handle card or bank transactions.
Accounting and bookkeeping providers who support financial administration.
IT and cloud service providers who store or manage business systems.
Communication providers who help us send service-related messages.
Subcontractors or partner operators who assist with service delivery where required.

We require processors to handle data securely, use it only for specified purposes, and comply with data protection law. We may also share information with:

Professional advisers such as legal or insurance advisers.
Public authorities, regulators, or law enforcement where legally required.
Courts or other parties where necessary to protect our rights or respond to claims.

We do not sell your personal data.

6. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, or for as long as required by law. Retention periods depend on the type of data and the reason for processing.

Quotation and enquiry records may be kept for a limited period to manage follow-up questions, service comparisons, and business administration.
Customer and job records are typically retained for the duration of our relationship and for a reasonable period afterwards.
Financial and accounting records are retained in line with legal and tax obligations.
Complaint and dispute records may be kept longer where needed to resolve issues or defend legal claims.

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

7. Data Security

We take appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, destruction, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful management of third-party service providers. No system is completely secure, but we work to maintain a high standard of protection.

8. International Transfers

If personal data is transferred outside the UK, we will take steps to ensure an adequate level of protection in line with applicable data protection law. This may include using approved contractual safeguards or relying on an adequacy decision where available.

9. Your Rights

Under data protection law, you have several rights regarding your personal data. These rights may apply depending on the circumstances and legal basis for processing:

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 data.
Right to erasure – you can ask us to delete your data in certain situations.
Right to restriction – you can ask us to limit how we use your data in certain cases.
Right to data portability – you can ask for certain data in a machine-readable format where applicable.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where we rely on consent, you can withdraw it at any time.

If you wish to exercise any of these rights, we may need to verify your identity before responding. We aim to respond within the time limits required 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 service arrangement and only where necessary for the service to be delivered lawfully and safely.

11. Cookies and Similar Technologies

If we use online tools that place cookies or similar technologies on your device, they may be used for basic functionality, security, and understanding how visitors interact with our services. Where required, we will obtain consent for non-essential cookies and provide appropriate controls.

12. 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 handling practices. Any updated version will apply from the date it is published. We encourage you to review it periodically so you remain informed about how we handle your data.

13. Complaints

If you have concerns about how we handle your personal data, we encourage you to raise them with us first so we can address the issue promptly. You also have the right to lodge a complaint with the UK supervisory authority responsible for data protection if you believe your rights have been infringed.

14. Summary of Our Commitment

Man And Van Hampton will only collect and use personal information where it is necessary, lawful, and proportionate. We process data to deliver our services, manage our business, and comply with legal duties. We use processors carefully, retain data only for as long as needed, and respect your data protection rights. Privacy, transparency, and security are central to how we operate.