Holland Park Man and Van Privacy Policy

This Privacy Policy explains how Holland Park Man and Van collects, uses, stores, and protects personal data relating to our customers and prospective customers. It also explains your rights under applicable data protection law, including the UK General Data Protection Regulation and the EU General Data Protection Regulation where relevant.

This Privacy Policy applies to all Holland Park Man and Van customers and prospective customers in our service area, including anyone who contacts us to request information, obtain a quotation, make a booking, or otherwise use our services.

1. Data Controller

Holland Park Man and Van is the data controller for the personal data described in this Privacy Policy. This means that we determine the purposes and means of processing your personal data when you engage with our services.

2. Personal Data We Collect

We collect and process different types of personal data depending on how you interact with us and which services you use. The categories of personal data we may collect include:

Identification and contact details, such as your name and contact information. Service-related information, such as collection and delivery addresses, access information for the properties involved, details about the items to be moved, preferred service dates and times, booking references, and notes relevant to completing your move or transport job safely and efficiently. Communication information, such as the content of messages you send to us, including enquiries, feedback, or complaints, and our responses to you. Payment and transaction data, such as records of payments made for services and related billing history. We do not store full payment card details if you pay by card, but payment processors may handle such data on our behalf. Usage and technical information, such as basic information about how you reached us and how you use our services, including date and time of enquiries, and internal logs necessary for security and service improvement.

3. How We Collect Your Data

We collect personal data directly from you when you contact us to request a quote or information, book a service, communicate with us before, during, or after a job, or provide feedback or a testimonial. We may also receive personal data indirectly when third parties, such as partners or referrers, pass your details to us with your knowledge so that we can provide services to you.

4. Purposes and Lawful Bases for Processing

We process your personal data only where we have a lawful basis under data protection law. The main purposes for which we process personal data and the corresponding lawful bases are:

To provide quotations and respond to enquiries. We use your contact and service-related information to give you accurate quotations and respond to your questions. The lawful basis is taking steps at your request prior to entering into a contract and, in some circumstances, our legitimate interests in operating and growing our business.

To perform a contract with you. When you book a service, we process your personal data to manage your booking, plan routes, carry out the move or transport service, handle payments, and communicate with you. The lawful basis is the performance of a contract to which you are a party.

To manage customer relationships and support. We process your data to handle changes to bookings, manage complaints, and provide after-service support. The lawful basis is performance of a contract and our legitimate interests in providing high-quality services and resolving issues.

To comply with legal obligations. We may process and retain certain data to comply with tax laws, accounting rules, and other legal requirements. The lawful basis is compliance with a legal obligation to which we are subject.

To improve our services and business operations. We may use aggregated or minimised personal data to analyse service performance, improve logistics, and enhance customer experience. The lawful basis is our legitimate interests in improving and developing our services in a way that respects your privacy.

To send relevant service-related information and updates. We may contact you with important information about your booking, changes to terms or policies, or similar operational messages. The lawful basis is performance of a contract and our legitimate interests in keeping you informed about your service.

Where required by law, we will seek your consent before processing your personal data for a particular purpose. If consent is the lawful basis, you have the right to withdraw it at any time, although this will not affect the lawfulness of processing based on consent before its withdrawal.

5. Data Retention

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

In practice, this generally means we retain booking and transaction records for a period required by applicable tax and accounting laws. Enquiry records and routine correspondence may be kept for a shorter period, based on our legitimate business needs for reference, quality control, and dispute resolution. When data is no longer required, we will securely delete it or anonymise it so that it can no longer be associated with you.

6. Data Processors and Third Parties

We may share your personal data with carefully selected third parties who act as data processors on our behalf. These processors are engaged under written contracts that require them to process your personal data only on our instructions, to keep it secure, and to comply with data protection law.

Such processors may include service providers that host or support our business systems and tools, payment processing providers involved in handling card payments or other transactions, and professional advisers such as accountants or legal advisers where necessary for the operation of our business.

If we are required to do so by law, we may also share personal data with law enforcement authorities, regulators, or other public bodies where we have a legal obligation or a legitimate interest that is consistent with your rights and freedoms.

We do not sell your personal data to third parties.

7. International Data Transfers

If any of our service providers are located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place before any personal data is transferred. These safeguards may include standard contractual clauses approved by relevant authorities or other legally recognised mechanisms designed to ensure an adequate level of protection for your data.

8. Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures may include access controls, secure storage, staff training, and review of our security procedures.

While we work to protect your personal data, no system can be guaranteed to be completely secure. We will, however, act promptly to investigate and address any suspected personal data breach and, where required by law, we will notify you and the relevant supervisory authority.

9. 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 conditions and legal limitations, but we will respect and facilitate them in accordance with the law.

Right of access. You have the right to request confirmation of whether we process your personal data and to receive a copy of that data, together with certain information about how we use it.

Right to rectification. You have the right to request correction of any inaccurate or incomplete personal data we hold about you.

Right to erasure. In certain circumstances, you may have the right to ask us to delete your personal data, for example where the data is no longer necessary for the purposes for which it was collected or you withdraw consent where consent was the lawful basis.

Right to restriction of processing. You may have the right to request that we restrict the processing of your personal data in certain situations, such as while we verify the accuracy of the data or consider an objection you have raised.

Right to object. You may have the right to object to certain types of processing based on our legitimate interests. We will consider your objection and stop processing unless we can demonstrate compelling legitimate grounds or the processing is required for legal reasons.

Right to data portability. In some cases, you may have the right to receive personal data you have provided to us in a structured, commonly used, and machine-readable format, and to request that we transfer it to another controller where technically feasible.

Right to withdraw consent. Where we rely on your consent to process your personal data, you have the right to withdraw that consent at any time. This does not affect the lawfulness of processing before consent was withdrawn.

10. Complaints and Supervisory Authority

If you have concerns about how we handle your personal data, we encourage you to contact us so that we can address your concerns. You also have the right to lodge a complaint with a data protection supervisory authority. The authority you can contact will depend on your country of residence or place of work, or where an alleged infringement of data protection laws has occurred.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or the way we process personal data. Any changes will be effective from the date of publication. We recommend that you review this Privacy Policy periodically so that you remain informed about how we protect your personal data.