Privacy Policy
Man with Van Hackney Marshes Privacy Policy
This Privacy Policy explains how Man with Van Hackney Marshes collects, uses, stores, and protects personal data relating to customers and potential customers. It applies to all Man with Van Hackney Marshes customers in the Hackney Marshes area and surrounding locations where the service is offered.
Man with Van Hackney Marshes is committed to complying with the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy is designed to give you clear information about your rights and our responsibilities.
Data Controller
For the purposes of data protection laws, Man with Van Hackney Marshes is the data controller for the personal information that we collect and process about you in connection with our moving and transport services.
Personal Data We Collect
We collect and process different types of personal data depending on how you interact with us. This may include:
Identification and contact details: name, address, service address and destination address, and other basic contact details you choose to provide when you enquire or book.
Service and booking details: dates and times of your booking, details about the items to be moved, access details for properties, instructions or notes you provide, and records of quotes or invoices issued.
Communication records: information contained in messages you send to us by phone, text, messaging services, forms, or other communication methods, as well as our responses.
Payment-related information: details about the amount you pay, the payment method used, and confirmation of payment. We do not store full card details when payment is made through third-party payment providers.
Technical and usage data: limited technical information may be collected when you visit our online pages, such as the date and time of access and basic device or browser details, where this is necessary to operate or secure our services.
How We Collect Your Data
We collect personal data directly from you when you contact us to request a quote, make a booking, ask a question, or provide feedback. This can be by telephone, messaging apps, online forms, or other communication channels we use.
We may also receive personal data about you from third parties where you have asked them to arrange services on your behalf, for example, an estate agent, landlord, or another person involved in your move. In such cases, we treat this information in the same way as if you had given it to us directly.
Lawful Basis for Processing
We only process personal data where we have a lawful basis under data protection laws. The main lawful bases we rely on are:
Contract: processing that is necessary to provide you with quotes, confirm and manage your booking, carry out the move, issue invoices, and manage payments. Without this information, we would not be able to fulfil your booking.
Legitimate interests: processing that is necessary for our legitimate business interests, provided that these are not overridden by your rights. This includes responding to enquiries, managing and improving our services, keeping records for business administration, and protecting our business from fraud, misuse, or misuse of services.
Legal obligation: processing that is necessary to comply with legal or regulatory requirements, such as tax and accounting rules, or to respond to lawful requests from authorities.
Consent: in limited situations where we rely on your explicit consent, such as when you agree to receive certain types of marketing communications. Where we rely on consent, you can withdraw it at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide and manage our services: including responding to enquiries, preparing and sending quotes, arranging bookings, planning routes, and completing moves.
To communicate with you: including sending confirmations, updates, reminders, and responding to questions or complaints.
To manage payments and accounts: including issuing invoices, processing payments, and keeping appropriate financial records.
To improve our services: including monitoring service quality, training staff, and reviewing feedback.
To protect our business: including preventing misuse of services, managing disputes, and defending against legal claims.
To meet legal obligations: including record-keeping and responding to requests from regulatory or law enforcement authorities where required.
Data Sharing and Processors
We do not sell your personal data. We may share your data with trusted third parties where this is necessary to deliver our services or operate our business, including:
Service providers and subcontractors: such as drivers and helpers involved in carrying out your move, where they need relevant booking details and contact information to perform the service.
IT and business support providers: companies that provide systems for scheduling, communications, data storage, or payment processing. These providers act as data processors and must follow our instructions and apply appropriate security measures.
Professional advisers: such as accountants or legal advisers where necessary for business or legal reasons.
Authorities and regulators: where we are required to share information to comply with legal obligations or lawful requests, or to protect our rights or the safety of others.
Whenever we use data processors, we ensure that appropriate contracts and safeguards are in place to protect your personal data.
Data Retention
We keep your personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy, including for satisfying any legal, accounting, or reporting requirements.
In general, we retain booking and invoice records for a period required by tax and accounting laws. Enquiry information may be kept for a shorter period where no booking is made, to manage follow-up and prevent duplicate records.
When personal data is no longer needed, we will securely delete it or anonymise it so that it can no longer be linked to you.
Data Security
We take appropriate technical and organisational measures to protect your personal data from accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures may include restricted access to systems, secure storage methods, and staff awareness of data protection responsibilities.
While we work to protect your information, no method of transmission or storage can be guaranteed as completely secure. We therefore cannot promise absolute security, but we continuously review and improve our safeguards.
International Transfers
Where our service providers or systems involve the transfer of personal data outside the United Kingdom, we ensure that appropriate safeguards are in place, such as standard contractual clauses or other lawful mechanisms, to ensure that your data continues to be protected to a standard equivalent to UK data protection laws.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These include:
Right of access: you can request confirmation of whether we hold personal data about you and obtain a copy of that data, along with information about how it is used.
Right to rectification: you can ask us to correct or complete any inaccurate or incomplete personal data we hold about you.
Right to erasure: in certain circumstances, you can ask us to delete your personal data, for example, where it is no longer needed for the purposes for which it was collected and there is no legal requirement to retain it.
Right to restriction: you can request that we restrict the processing of your personal data in certain situations, such as while we verify its accuracy or consider an objection you have raised.
Right to object: you can object to our processing of your personal data where we rely on legitimate interests as our lawful basis, including any direct marketing activities.
Right to data portability: where processing is based on consent or contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used, machine-readable format and to have it transmitted to another controller where technically feasible.
Where we rely on consent, you also have the right to withdraw that consent at any time. This will not affect the lawfulness of processing carried out before withdrawal.
Exercising Your Rights
If you would like to exercise any of your rights, or if you have questions about how we handle your personal data, you can contact us using the contact methods made available on our service information. To help us deal with your request, we may need to confirm your identity before taking action.
If you are not satisfied with our response or believe that your data protection rights have been infringed, you have the right to lodge a complaint with the relevant 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 services, legal requirements, or how we process personal data. Any updated version will apply from the date it is made available. You should review this Policy periodically to stay informed about how we protect your information.
