Privacy Policy

Man with Van Hackney Wick Privacy Policy

This Privacy Policy explains how Man with Van Hackney Wick collects, uses, stores, and protects personal information relating to customers and prospective customers located in the Hackney Wick area. It also sets out your rights under the UK General Data Protection Regulation and related data protection laws. This Privacy Policy applies to all services provided by Man with Van Hackney Wick to individuals and businesses in the Hackney Wick area.

1. Data Controller

For the purposes of data protection law, Man with Van Hackney Wick acts as the data controller in relation to the personal data we collect and process about you. This means that we decide how and why your personal data is used and we are responsible for ensuring that it is handled in accordance with applicable laws.

2. Personal Data We Collect

We only collect personal data that is necessary to provide our services, operate our business, and comply with legal obligations. The categories of personal data we may collect include:

Identification and contact details such as your name, address, and location details related to collection and delivery points. Booking and service details such as requested dates and times, type of move or transport service, access information for properties, and any instructions you provide in relation to your booking. Communication records such as information included in messages or calls you send to us when enquiring about or arranging services, providing feedback, or raising questions or concerns. Payment and transaction information such as payment confirmations and basic transaction records. We do not store full payment card details. Technical and usage information if you interact with us online, which may include your approximate location, device or browser data, and information on how you use our online contact channels, to the extent this is necessary for security, analytics, or service improvement.

3. How We Collect Your Data

We collect personal data directly from you when you contact us to request a quote, make a booking, or ask a question about our services. We may also collect information from you when you communicate with us during or after the provision of services, for example to confirm details, rearrange a job, or provide feedback. In some cases, data may be provided by a third party who is arranging services on your behalf, such as a family member, friend, or business partner. Where this happens, we expect that they have your permission to share that information with us.

4. Purposes and Lawful Bases for Processing

We only process your personal data where we have a valid legal basis to do so. The main purposes for which we use your data and the applicable lawful bases include:

To provide our services, including giving quotes, arranging and completing moves, and managing bookings. Our lawful basis for this is performance of a contract or taking steps at your request prior to entering into a contract. To manage our relationship with you, including communications about your booking, handling any complaints, and responding to queries. This is based on performance of a contract and our legitimate interests in operating our business and maintaining good customer service. To process payments and maintain financial records. Our lawful basis is performance of a contract and our legal obligations relating to accounting and tax. To improve our services, for example by reviewing feedback, understanding common customer requirements, and improving how we organise transport routes. This is based on our legitimate interests in developing and improving our business operations. To comply with legal and regulatory obligations, such as record keeping duties and responding to lawful requests from public authorities. Our lawful basis is compliance with legal obligations.

5. Data Retention

We will retain your personal data only for as long as necessary to fulfil the purposes set out in this Privacy Policy, including for the purposes of satisfying any legal, accounting, or reporting requirements.

In general, we keep booking and transaction records for a minimum period required under applicable tax and accounting laws. Communications and service notes may be retained for a reasonable period after completion of the services to help resolve disputes, handle queries about past jobs, and for internal record-keeping. Once personal data is no longer needed for these purposes, we will securely delete it or anonymise it so that it can no longer be used to identify you.

6. Data Sharing and Processors

We do not sell your personal data. We may share your personal data with third parties where this is necessary for the purposes described in this Privacy Policy and where appropriate safeguards are in place.

We may share data with service providers acting as data processors who perform functions on our behalf, such as providers of booking management tools, cloud storage services, payment processing services, or communication and messaging platforms. These processors are only permitted to process your personal data on our instructions, must keep it confidential, and must implement appropriate security measures. We may also share data with professional advisers such as accountants or legal advisers, where necessary for our legitimate interests and to comply with legal obligations. In exceptional cases, we may be required to share data with law enforcement or government authorities where we are legally obliged to do so.

If we use processors located outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or other recognised transfer mechanisms, to protect your personal data.

7. Data Security

We take the security of your personal data seriously. We implement technical and organisational measures designed to protect personal data against unauthorised access, accidental loss, destruction, or damage. These measures include restricting access to personal data to personnel who need it for their role, using secure storage solutions, and only working with processors who demonstrate an adequate level of security. While we take reasonable steps to protect your personal data, no system can be completely secure, and we cannot guarantee absolute security of data transmitted or stored electronically.

8. Your Data Protection Rights

Under data protection law, you have a number of rights in relation to the personal data we hold about you. These rights apply to all Man with Van Hackney Wick customers in the Hackney Wick area, subject to certain legal limitations and exemptions.

Right of access You can request confirmation of whether we process your personal data and obtain a copy of the data we hold about you. Right to rectification You can ask us to correct or update inaccurate or incomplete personal data. Right to erasure You can request that we delete your personal data in certain circumstances, for example where it is no longer necessary for the purposes for which it was collected, or where you withdraw consent where consent was the lawful basis. Right to restriction of processing You can ask us to restrict the processing of your data in specific situations, such as while we are handling a request to correct inaccurate data. Right to data portability Where processing is based on your consent or a contract and carried out by automated means, you may request that we provide your data in a structured, commonly used format or transfer it to another controller where technically feasible. Right to object You may object to processing based on our legitimate interests, including certain types of profiling, on grounds relating to your particular situation. We will stop processing unless we have compelling legitimate grounds that override your interests or where processing is required for legal claims. Right to withdraw consent Where we rely on consent as the lawful basis for processing, you have the right to withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before consent was withdrawn.

9. How to Exercise Your Rights

If you wish to exercise any of your data protection rights or have questions about this Privacy Policy, you can contact us using your usual communication channels with Man with Van Hackney Wick. To help us respond efficiently, please clearly describe your request and provide sufficient information for us to verify your identity. We will respond to your request in accordance with applicable data protection laws and normally within one month.

10. Complaints

If you have concerns about how we handle your personal data, we encourage you to contact us so we can try to resolve the issue. You also have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom if you believe your rights have been infringed.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, business practices, or legal requirements. Any changes will be effective when the updated version is made available. We recommend that you review this Privacy Policy from time to time to stay informed about how we handle your personal data.