Privacy Policy

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 customers and prospective customers in our service area. It also sets out your rights under the UK General Data Protection Regulation and related data protection laws.

By booking our services or contacting us about our services, you acknowledge that you have read and understood this Privacy Policy.

Who This Privacy Policy Applies To

This Privacy Policy applies to all Notting Hill Man and Van customers and prospective customers in our operating area, including individuals, household clients, and business clients who request or use our man and van, removals, delivery, or related services.

It covers personal data we collect through our website, by phone, in writing, and during the provision of our services.

What Personal Data We Collect

We may collect and process the following categories of personal data about you:

Identification and contact details: name, title, postal address, service address, billing address, and other contact details such as general contact information you choose to provide.

Booking and service information: details of the services you request or receive, collection and delivery addresses, property access details, inventory descriptions, preferred dates and times, and any special instructions you provide.

Transaction and payment information: records of payments you make to us and payment status. Payment card information is handled by our payment service providers and is not stored by us beyond what is necessary to confirm that a payment has been completed.

Communication records: records of communications with you, including enquiries, quotes, bookings, complaints, and feedback, whether by phone, text-based communication or other channels.

Technical data: when you use our website, we may collect technical information such as your IP address, browser type and version, device information, and basic usage data necessary for site operation and security.

How We Collect Your Data

We collect personal data directly from you when you:

Request a quote or make a booking.

Communicate with us by phone, text-based communication or other methods.

Provide details in connection with the performance of our services at your property or business premises.

We may also receive personal data about you from third parties, for example from business partners who refer you to us or from other parties authorised by you to act on your behalf.

Lawful Basis for Processing Your Data

We process your personal data only where we have a lawful basis to do so under data protection law. Depending on the context, we may rely on the following lawful bases:

Contract: where processing is necessary to enter into or perform a contract with you, such as providing a quote, confirming a booking, carrying out a removal or delivery, or managing payments and invoices.

Legal obligation: where we are required to process your data to comply with legal obligations, for example keeping certain financial records for tax or accounting purposes.

Legitimate interests: where processing is necessary for our legitimate business interests, and these are not overridden by your rights and interests. This may include managing our relationship with you, improving our services, protecting our business from fraud, and ensuring the security of our operations.

Consent: where you have given clear consent for specific processing, such as receiving certain types of marketing communication. You can withdraw your consent at any time using the contact methods made available to you.

How We Use Your Personal Data

We may use your personal data for the following purposes:

To provide quotations, confirm bookings, schedule jobs, and deliver our man and van and removal services.

To communicate with you regarding enquiries, bookings, changes to services, and customer support.

To manage payments, issue invoices and receipts, and maintain appropriate financial records.

To improve our services, including reviewing feedback and monitoring service quality.

To handle complaints, disputes or legal claims.

To comply with legal, regulatory, tax and accounting obligations.

To protect our business, prevent fraud and secure our systems and vehicles.

Data Sharing and Processors

We may share your personal data with third parties where this is necessary for the purposes described in this Privacy Policy and where we have a lawful basis to do so.

External service providers acting as data processors: we may use carefully selected third-party providers to help operate our business and deliver our services, for example providers of booking or scheduling software, payment processing services, IT support and data storage, and providers who assist us with administrative and operational tasks. These providers process your personal data only on our instructions and are required to keep it secure and confidential.

Professional advisers: such as accountants or legal advisers, where necessary for the services they provide to us.

Authorities and regulators: where we are required to share data in order to comply with legal obligations, respond to lawful requests, or protect our rights and the rights of others.

We do not sell your personal data to third parties.

International Transfers

Where any of our service providers or their servers are located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data, such as relying on adequacy regulations or standard contractual clauses, in accordance with applicable data protection laws.

Data Retention

We keep your personal data only for as long as necessary for the purposes for which it was collected, and to meet any legal, regulatory, tax, accounting or reporting requirements.

In general, we will retain:

Booking and service records for a period that allows us to manage our relationship with you, handle any complaints or claims, and comply with accounting and tax obligations.

Financial records, including invoices and payment details, for the period required by law for tax and accounting purposes.

Correspondence and communication records for as long as reasonably necessary to resolve issues, improve services and maintain a record of our interactions with you.

When we no longer need your personal data, we will delete or anonymise it in a secure manner.

How We Protect Your Data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure or loss. These measures include limiting access to personal data to those who need it for legitimate business purposes, using secure systems for storing records where appropriate, and ensuring that our staff and contractors are aware of their data protection responsibilities.

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: request a copy of the personal data we hold about you, together with information about how we use it.

Rectification: request that we correct or complete any inaccurate or incomplete personal data about you.

Erasure: request that we delete your personal data where there is no good reason for us to continue processing it, subject to our legal and contractual obligations.

Restriction: request that we restrict the processing of your personal data in certain circumstances, for example if you contest its accuracy or object to our use of it.

Objection: object to our processing of your personal data where we rely on legitimate interests, including for certain types of direct marketing.

Data portability: request that we provide you or a third party you choose with a copy of certain personal data in a structured, commonly used and machine-readable format, where our processing is based on consent or contract and carried out by automated means.

Withdraw consent: where we rely on consent, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

Exercising Your Rights and Complaints

If you wish to exercise any of your data protection rights, or if you have any questions about this Privacy Policy or how we handle your personal data, you can contact Notting Hill Man and Van using the usual contact methods available for customers.

If you are not satisfied with our response, you have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or how we process personal data. Any updates will apply from the date they are published. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.