Privacy Policy - Man With Van Ham

Man With Van Ham is committed to protecting your privacy and handling your personal data in a lawful, fair, and transparent manner. This Privacy Policy explains how we collect, use, store, share, and protect personal information when you use our moving and transport services. It applies to all Man With Van Ham customers in the area, including individuals, households, landlords, tenants, and business clients who request or receive our services.

1. Who We Are

For the purposes of the UK GDPR and the Data Protection Act 2018, Man With Van Ham acts as the data controller for the personal data we collect in connection with our services. This means we determine the purposes and means of processing your personal data. We take data protection seriously and aim to ensure that your information is used only when necessary and only for legitimate business purposes.

2. Information We Collect

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

Identity information such as your name and title.
Contact details such as your address, email address, and telephone number.
Service information such as move dates, collection and delivery addresses, property access notes, inventory details, and special handling requirements.
Payment information such as billing details and transaction records. We do not store more payment information than is necessary to complete and record payments.
Communication records including messages, call notes, complaints, feedback, and service-related correspondence.
Technical data if you interact with us electronically, such as device details, basic usage information, and system logs used for security and operational purposes.

We generally do not intentionally collect special category data unless you provide it to us for a specific reason, for example where health-related access needs affect a move. If you choose to share such information, we will process it only where appropriate and necessary, and with suitable safeguards.

3. How We Use Your Data

We use personal data to provide our services efficiently and to manage our business responsibly. In particular, we may use your information to:

respond to enquiries and provide quotations;
arrange, deliver, and manage removal and transport services;
confirm bookings, schedules, and service details;
process payments, invoices, and refunds where applicable;
communicate with you about service updates or operational issues;
maintain records for accounting, tax, and legal compliance;
handle complaints, claims, and dispute resolution;
improve our service quality, training, and internal processes;
protect against fraud, misuse, and security threats.

We only use your data for the purposes stated above or for purposes that are reasonably compatible with them. We will not use your personal data in a way that is incompatible with the reason it was collected unless we have a lawful basis to do so.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the circumstances, we rely on the following bases:

Contract

Most of our processing is necessary for the performance of a contract with you or to take steps at your request before entering into a contract. For example, we need your contact details, service address, and move information to provide and complete the service you have requested.

Legal Obligation

We may process personal data where necessary to comply with legal obligations, such as maintaining business records for tax and accounting purposes, responding to lawful requests, or meeting insurance and regulatory requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate interests and where those interests are not overridden by your rights and freedoms. This may include managing bookings, improving operations, preventing fraud, securing our systems, and resolving disputes. When we rely on legitimate interests, we make sure to consider your privacy carefully.

Consent

In limited cases, we may rely on your consent, for example where you choose to provide optional information or agree to receive certain communications. If we rely on consent, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. Sharing and Processors

We may share personal data with trusted third parties who help us provide and support our services. These parties act as processors when they process data on our behalf and according to our instructions. Examples may include:

payment service providers and card processing services;
accounting and bookkeeping providers;
IT and cloud hosting providers;
customer communication and scheduling tools;
insurance providers and claims handlers;
professional advisers such as accountants or legal advisers;
subcontracted drivers or logistics partners, where necessary to complete a move.

We require all processors to process personal data securely, confidentially, and only for the purposes we specify. We do not sell your personal data. We may also disclose information where required by law, where necessary to protect our rights, or in connection with legal proceedings.

6. International Transfers

In some cases, our processors may store or process data outside the UK. Where this happens, we ensure that appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms required by data protection law. We take steps to ensure your information remains protected wherever it is processed.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy legal, accounting, insurance, and reporting requirements. Retention periods vary depending on the type of information and the reason we hold it. For example:

booking and service records may be retained for a reasonable period after completion of the service;
financial and tax records may be kept for the period required by law;
complaints, claims, and dispute records may be kept until the matter is resolved and for a further period where needed for legal protection;
unnecessary or outdated data is deleted or anonymised securely.

When personal data is no longer required, we take reasonable steps to ensure it is securely deleted, destroyed, or anonymised.

8. Security of Your Data

We use appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures are designed to reflect the nature of the data we process and the risks involved. While no method of transmission or storage is completely secure, we work to maintain a high standard of protection and review our practices regularly.

9. Your Rights

As a data subject, you have a number of rights under data protection law. Subject to legal limits and exemptions, these may include:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to ask us to correct inaccurate or incomplete data.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restrict processing – to ask us to limit how we use your data in certain situations.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to request transfer of certain data in a structured, commonly used format.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with applicable data protection law. We may need to verify your identity before responding to a request to protect your privacy and security.

10. Cookies and Similar Technologies

If we use website or digital tools that employ cookies or similar technologies, these may be used for essential functionality, security, and basic analytics. Where required by law, we will ask for consent before using non-essential cookies. Any such use will be kept to what is necessary and appropriate for the service.

11. Children’s Data

Our services are intended for adults arranging moving and transport services. We do not knowingly collect personal data directly from children. If data relating to a child is provided as part of a household move, we will only process it where necessary for service delivery and with appropriate care.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data processing practices. Any updates will take effect when published in the relevant version of the policy. We encourage customers to review this policy periodically to remain informed about how we protect personal data.

13. Summary of Our Commitment

Man With Van Ham respects your privacy and handles personal data in a way that is lawful, limited, and proportionate. We collect only what we need, use it for clear and legitimate purposes, keep it only for as long as necessary, and share it only with trusted processors or where required by law. We aim to be transparent and to uphold your rights at every stage of our relationship with you.