Privacy Policy - Man With Van Hackneywick

This Privacy Policy explains how Man With Van Hackneywick collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Hackneywick customers in the area, including anyone who requests a quote, books a service, receives a moving or transport service, or otherwise interacts with us in connection with our services. We are committed to handling personal data in accordance with the UK GDPR, the Data Protection Act 2018, and other applicable privacy laws.

By using our services, you acknowledge that we may process personal data as described in this policy. We do not sell personal data. We only use it where we have a lawful reason to do so and only for legitimate business purposes related to delivering our services safely and efficiently.

1. Information We Collect

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

Identity details such as your name and, where relevant, the name of a business or household contact.
Contact details including telephone number, email address, and service address.
Booking information such as moving date, collection and delivery locations, service preferences, and access details.
Transaction details including payment status, invoice details, and records of services purchased.
Communication records such as emails, messages, call notes, complaint records, and any information you provide when requesting support.
Service-related information such as property access notes, parking restrictions, item descriptions, and special handling instructions.
Technical information where applicable, such as basic device or browser data if you contact us through digital channels.

We may also receive personal data from third parties where necessary for the provision of our services, for example from an authorised representative, a payment provider, or a business client arranging a booking on your behalf.

2. How We Use Your Data

We use personal data for the following purposes:

To provide quotes, confirm bookings, and deliver moving or transport services.
To communicate with you about your booking, service changes, or service-related issues.
To process payments, issue invoices, and maintain accurate financial records.
To plan routes, allocate staff, and manage service logistics.
To handle complaints, disputes, and customer support enquiries.
To maintain business records and demonstrate compliance with legal and contractual obligations.
To improve our services, assess performance, and support operational planning.
To prevent fraud, misuse, or unlawful activity and to protect our business, staff, and customers.

We only process the minimum amount of data necessary for each purpose and ensure that access is restricted to authorised personnel only.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing personal data. Depending on the context, we may rely on one or more of the following bases:

Contract

We process your personal data where it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes providing quotations, arranging removals, and carrying out booked services.

Legal Obligation

We process certain information to comply with legal and regulatory requirements, including tax, accounting, and record-keeping obligations.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. Examples include managing bookings, improving service quality, preventing fraud, and maintaining internal records.

Consent

In limited cases, we may rely on your consent, for example where you have agreed to receive certain types of communication not required for the service itself. Where consent is used, you may withdraw it at any time.

4. Sharing Your Data and Processors

We may share personal data with trusted third parties who act as data processors or independent controllers, but only where necessary and appropriate. These may include:

Payment service providers who process card or electronic payments.
Accounting and bookkeeping providers who support financial administration and compliance.
IT and hosting providers who store or secure business records and systems.
Communication service providers who help us send and receive messages relating to bookings.
Professional advisers such as insurers, lawyers, or auditors where necessary for compliance or dispute resolution.
Operational partners or subcontractors involved in delivering your move or related service, where disclosure is required to complete the job.

Where we use processors, we require them to protect personal data, act only on our instructions, and implement appropriate security measures. We do not permit processors to use your data for their own purposes unless they are separately acting as independent controllers under their own legal obligations.

We may also disclose personal data if required by law, court order, or a lawful request from a public authority. Any such disclosure is limited to what is necessary.

5. Retention of Personal Data

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

Booking and service records are generally kept for a reasonable period to manage customer history, handle follow-up queries, and resolve disputes.
Financial and invoice records are retained for the period required by tax and accounting law.
Communications and complaint records are retained for as long as needed to respond to the matter and demonstrate how it was handled.
Data collected for legal claims may be retained until the limitation period for claims has expired.

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

6. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, password protection, staff confidentiality obligations, and careful selection of processors.

However, no system can be guaranteed to be completely secure. We therefore cannot promise absolute security, but we do take reasonable and proportionate steps to safeguard the information we hold.

7. International Transfers

If any personal data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect it. This may include standard contractual protections or other lawful transfer mechanisms recognised under data protection law.

8. Your Rights

You have several rights in relation to your personal data under the UK GDPR. These rights may apply depending on the circumstances and the legal basis for processing:

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

To exercise any of these rights, you may make a request using our usual business communication channels. We may need to verify your identity before responding. Some rights may be limited where the law requires or permits us to keep certain information.

9. Children’s Data

Our services are intended for adults and business or household customers arranging removals or related transport services. We do not knowingly collect personal data from children except where it is incidentally provided in connection with a household booking and only to the extent necessary for the service.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how personal data is handled.

11. Summary of Our Commitments

Man With Van Hackneywick is committed to processing personal data fairly, lawfully, and transparently. We collect only what we need, use it for clear service-related purposes, retain it for no longer than necessary, and share it only with appropriate processors or where required by law. We also respect your rights and aim to respond to privacy requests promptly and appropriately.

This policy applies to all Man With Van Hackneywick customers in area.