Privacy Policy
Man with Van Hackney Privacy Policy
This Privacy Policy explains how Man with Van Hackney collects, uses, stores, and protects personal data relating to customers and prospective customers in the Hackney area. It also explains your rights under the UK General Data Protection Regulation and related data protection laws.
This Privacy Policy applies to all Man with Van Hackney customers and prospective customers in the Hackney area who contact us, request a quote, or use our services, whether directly or through third parties acting on our behalf.
Who we are and scope of this policy
Man with Van Hackney provides transport, moving and related services to customers in the Hackney area. For the purposes of data protection law, Man with Van Hackney is the data controller in respect of personal data we collect about you in connection with the provision of our services, unless otherwise stated in this Privacy Policy.
This Privacy Policy covers personal data collected through our booking processes, quote requests, customer communications and service delivery, including any data collected over the phone or through online forms operated for us by third parties.
Personal data we collect
We may collect and process the following categories of personal data about you, depending on how you interact with us and which services you use:
Identification and contact details, such as your name, address, service addresses, and other contact details you choose to provide when you request a quote or book a service.
Booking and service information, such as details of the services you request, pick-up and drop-off locations, access information, dates and times of moves, and any additional instructions you provide.
Communication records, such as notes and records of conversations, messages and other communications with you about quotes, bookings, payments, feedback, queries or complaints.
Payment-related information. If you make a payment, we may receive limited payment-related information such as payment status or method via our payment processors. We do not store full card details ourselves and rely on third-party payment processors for secure card processing where applicable.
Technical and usage information, where relevant, such as basic information generated when you use online forms or tools operated on our behalf, including date and time of submission and technical logs needed to maintain security and service integrity.
Any other information you choose to provide to us that is relevant to the provision of our services or the handling of your enquiry.
How we collect your data
We collect personal data in a number of ways:
Directly from you when you contact us by phone, through online forms operated for us, or in any other direct communication, including when you request a quote, make a booking, or provide feedback.
From third-party service providers that host, operate or manage online forms, booking tools, or payment processing on our behalf, where they pass through relevant data to us so that we can provide our services.
From publicly available or third-party sources where this is necessary to verify address or contact information that you have provided to us, or to comply with legal obligations.
Lawful bases for processing
We only process your personal data where we have a lawful basis to do so under data protection law. Depending on the context, we rely on one or more of the following lawful bases:
Contract. We process your personal data where this is necessary to enter into a contract with you or to perform a contract with you, for example to provide quotes, confirm bookings, deliver moving services and communicate with you about your booking.
Legitimate interests. We may process your personal data where it is necessary for our legitimate business interests or those of a third party, and where your interests and fundamental rights do not override those interests. This includes managing our relationship with you, improving our services, responding to queries, and ensuring the security of our operations.
Legal obligation. We may process your personal data where this is necessary to comply with legal requirements, such as tax, accounting and record-keeping obligations, and to respond to lawful requests from public authorities.
Consent. In limited circumstances, we may rely on your consent, for example if we wish to send you certain types of marketing information by electronic means or to use optional cookies or analytics through online tools. Where we rely on consent, you can withdraw your consent at any time, without affecting the lawfulness of processing before withdrawal.
How we use your personal data
We use your personal data for the following purposes:
To provide quotes for our services based on the details you submit.
To confirm and manage bookings, including scheduling, planning routes, and coordinating service delivery.
To communicate with you about your enquiry, quote or booking, including confirmations, updates, and any changes or issues that may arise.
To handle payments and administer invoices, receipts and related record keeping through our payment processors and accounting tools.
To respond to your questions, feedback or complaints and to resolve any disputes.
To manage our business operations, including quality control, service improvement, staff training and the maintenance of internal records.
To comply with legal and regulatory obligations and to cooperate with regulatory, law enforcement and other public authorities where required by law.
Data retention
We keep your personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy, including for the purposes of satisfying any legal, accounting or reporting requirements.
In general, we retain booking and service records, including associated personal data, for the duration of our relationship with you and for a period after the last interaction, to deal with any queries or claims and to comply with record-keeping obligations. The specific retention period may vary depending on the type of record and applicable legal requirements.
When data is no longer required for the purposes for which it was collected, we will take reasonable steps to delete, anonymise or securely destroy it.
Data processors and service providers
We may use carefully selected third-party service providers to process personal data on our behalf as data processors. These processors may include:
IT and hosting providers that store or host our data, including communication records and booking information.
Online form or booking tool providers that collect and transmit your details to us securely when you request a quote or book a service.
Payment processors that handle card or electronic payments in a secure manner.
Professional advisers such as accountants or consultants where necessary for our legitimate business needs and legal compliance.
We ensure that data processors are bound by appropriate contractual obligations to protect your personal data and to process it only on our instructions and for the purposes we specify.
International transfers
Where we use service providers located outside the United Kingdom or the European Economic Area, or where data is stored or accessed from such locations, we will take steps to ensure that any international transfer of personal data is carried out in compliance with applicable data protection laws. This may include relying on adequacy regulations, standard contractual clauses or other appropriate safeguards.
How we protect your data
We take appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing and against accidental loss, destruction or damage. These measures include access controls, secure storage, and limiting access to personal data to those who have a business need to know it.
While we take reasonable steps to protect your personal data, no system can be completely secure. You are responsible for taking reasonable steps to protect your own information when communicating with us.
Your data protection rights
As an individual whose personal data we process, you have certain rights under data protection law, subject to specific conditions and exemptions. These include:
Right of access. You have the right to request confirmation of whether we process your personal data and to request a copy of your personal data, together with information about how we use it.
Right to rectification. You have the right to request that we correct any personal data that is inaccurate or complete any personal data that is incomplete.
Right to erasure. In certain circumstances, you have the right to request that we delete your personal data.
Right to restriction of processing. You may have the right to request that we restrict the processing of your personal data in certain situations, for example while we verify the accuracy of data you contest.
Right to data portability. In certain circumstances, you have the right to receive personal data you provided to us in a structured, commonly used and machine-readable format and to request that we transmit that data to another organisation where technically feasible.
Right to object. You have the right to object to processing that is based on our legitimate interests, including profiling based on legitimate interests, in certain circumstances. You also have the right to object at any time to the use of your personal data for direct marketing.
Rights relating to automated decision-making. Man with Van Hackney does not carry out solely automated decision-making that produces legal or similarly significant effects on you.
To exercise any of these rights, you can contact us using the details provided in your booking confirmation or any other communication you have received from us. We may need to verify your identity before responding to your request, and we will respond within the timeframes set by law.
Complaints
If you have concerns about how we handle your personal data, you are encouraged to contact us first so that 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.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or other factors. When we make changes, we will revise the date of the update and, where appropriate, inform you through an appropriate channel. Your continued use of our services after any updates will be taken as acceptance of the updated Privacy Policy, to the extent permitted by law.
