Privacy Policy - Hammersmith Man And Van

Last updated: 30 June 2026

This Privacy Policy explains how Hammersmith Man And Van collects, uses, shares, stores, and protects personal data when providing moving, delivery, packing, loading, unloading, and related services. This policy applies to all Hammersmith Man And Van customers in the area, including individuals, households, landlords, tenants, and business customers who use our services within Hammersmith and surrounding local service areas.

We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We aim to process personal information fairly, lawfully, transparently, and only where necessary for legitimate business and service purposes.

1. Who We Are

Hammersmith Man And Van provides removals and transport services. In the context of data protection law, we act as the data controller for personal data collected and used in connection with enquiries, bookings, quotations, service delivery, administration, and customer support.

Where we use third-party suppliers to support our services, those parties may act as data processors or, in some cases, as independent controllers depending on the nature of their role.

2. Personal Data We Collect

We collect only the information that is necessary to provide our services, manage our business, and meet legal obligations. The types of personal data we may collect include:

Identity details: name, title, and business name where applicable.
Contact details: address, email address, and telephone number.
Service information: moving date, pickup and delivery addresses, inventory details, access notes, property type, and any special handling requirements.
Payment information: payment status, transaction details, and billing records. We do not store more payment information than is required for processing and accounting purposes.
Communication records: messages, enquiry forms, call notes, complaints, feedback, and service-related correspondence.
Operational records: booking history, estimates, quotations, invoices, job notes, and service completion details.
Technical information: limited website or device data such as IP address, browser type, and cookies if our online tools collect them.

We do not intentionally collect special category data unless it is necessary and explicitly provided by you, for example where relevant to access needs or service requirements. Where such information is shared, we will only process it when lawful to do so and where appropriate safeguards are in place.

3. How We Use Personal Data

We use personal data for the following purposes:

to respond to enquiries and provide quotes;
to arrange bookings and deliver moving services;
to communicate about service changes, access issues, or scheduling;
to prepare invoices, manage payments, and maintain accounting records;
to handle complaints, disputes, and customer support requests;
to maintain business records and improve service quality;
to comply with legal, tax, insurance, and regulatory obligations;
to protect our business, staff, customers, and property from fraud, misuse, or security incidents.

We only process data where there is a proper reason to do so and we do not use personal data for purposes that are incompatible with the reason it was collected.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each type of processing. Depending on the situation, we rely on one or more of the following:

Contract: when processing is necessary to take steps at your request before entering into a contract, or to perform our contract with you, such as arranging and completing a move.
Legal obligation: when we must keep records or disclose information to comply with tax, accounting, insurance, or other legal requirements.
Legitimate interests: when processing is needed for our legitimate business interests, such as managing enquiries, improving services, preventing fraud, and maintaining operational security, provided these interests are not overridden by your rights and freedoms.
Consent: where we ask for your clear permission, for example in limited cases involving optional communications or certain cookie-related settings.

When we rely on legitimate interests, we consider whether the processing is necessary and whether it is proportionate. When we rely on consent, you may withdraw it at any time where that is the lawful basis used.

5. Sharing and Processors

We may share personal data with trusted third parties only when necessary for service delivery, administration, compliance, or protection of our legitimate business interests. These third parties may act as data processors and must only act on our instructions and under appropriate data protection terms.

Examples of processors and service providers may include:

IT and cloud storage providers: for email, file storage, scheduling, and secure record keeping.
Accounting and bookkeeping providers: for invoicing, payment records, and tax administration.
Payment service providers: for processing card or electronic payments.
Communication service providers: for phone, text, and email handling.
Insurance and professional advisers: where necessary for claims, legal advice, or business administration.

We may also disclose personal data where required by law, court order, regulatory request, or to prevent fraud, protect rights, or ensure safety.

We do not sell personal data. We do not share personal data with unauthorised third parties for their own marketing purposes.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, tax, insurance, and contractual obligations.

Retention periods may vary depending on the nature of the data and our obligations. In general:

enquiry records may be kept for a limited period to manage follow-up communications and service history;
booking, invoice, and payment records may be retained for the period required by financial and tax law;
complaints, claims, and dispute records may be retained for longer where necessary to defend legal rights or resolve issues;
unnecessary or outdated data is securely deleted or anonymised when it is no longer needed.

Where we no longer need personal data, we take reasonable steps to dispose of it securely.

7. International Transfers

Where a processor or service provider stores or accesses data outside the United Kingdom, we will ensure appropriate safeguards are in place to protect your information in accordance with applicable data protection laws. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent lawful transfer mechanisms.

8. Data Security

We use reasonable technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limiting data access to those who need it for legitimate business purposes.

Although we take security seriously, no system is completely risk-free. If a data incident occurs, we will respond in line with legal requirements and internal procedures.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to limitations depending on the circumstances and the lawful basis for processing. Your rights 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 restriction: to ask us to limit processing in certain cases.
Right to data portability: to receive certain data in a structured, commonly used format where applicable.
Right to object: to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent: where consent is the basis for processing, you may withdraw it at any time.

To exercise your rights, you may make a request using the communication channels provided to you at the time of service. We may need to verify your identity before responding. We will respond within the time limits set by law.

If you are unhappy with how we handle your data, you also have the right to complain to the UK Information Commissioner’s Office (ICO).

10. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is incidental to providing household moving services and is supplied by an adult customer or authorised representative.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or how we handle personal data. The latest version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

12. Summary of Key Principles

Transparency

We explain what data we collect, why we collect it, and how it is used.

Necessity

We collect only what we need to deliver services and manage our legal duties.

Security

We use appropriate safeguards to protect personal information.

Accountability

We keep records and put controls in place so that our data processing remains lawful and responsible.

By using Hammersmith Man And Van services, you acknowledge that your personal data may be processed in accordance with this Privacy Policy and applicable data protection laws.