Privacy Policy - Man With Van Hackney

This Privacy Policy explains how Man With Van Hackney collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Hackney customers in the area, including individuals who request quotes, make bookings, receive moving services, or communicate with us in connection with our services. We are committed to handling personal data fairly, transparently, and in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Hackney provides moving, transport, and related services to customers in Hackney and surrounding local areas. For the purposes of data protection law, we act as a data controller when we determine the purposes and means of processing personal data. This means we decide why and how personal data is used in the ordinary course of running our services.

2. Personal Data We Collect

We only collect personal data that is necessary for providing our services, managing our business, and meeting legal obligations. The types of data we may collect include:

Identity details such as your name and, where needed, company name.
Contact details such as telephone number, email address, and service address.
Booking information including requested dates, moving requirements, access details, inventory, and special instructions.
Payment information such as transaction details and billing records. We do not keep unnecessary payment data beyond what is required for accounting and compliance purposes.
Communication records including emails, messages, call notes, and service-related correspondence.
Usage and technical data if you interact with digital services, such as IP address, browser type, and device information, where relevant for security and service improvement.
Access and delivery information needed to complete a move safely and efficiently.

We do not seek to collect sensitive personal data unless it is strictly necessary and lawful to do so. If such data is ever needed, we will process it only with an appropriate lawful basis and suitable safeguards.

3. How We Use Personal Data

We use personal data for specific and limited purposes, including:

Providing quotes and arranging bookings.
Delivering moving and transport services.
Managing customer accounts and service records.
Processing payments and maintaining financial records.
Communicating about changes, updates, or service issues.
Handling complaints, claims, and customer support requests.
Meeting legal, tax, insurance, and regulatory obligations.
Protecting against fraud, misuse, and security risks.
Improving our services, operations, and customer experience.

We will not use personal data for purposes that are incompatible with the reasons it was collected unless we have a lawful basis to do so and, where required, we notify you appropriately.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. Depending on the circumstances, Man With Van Hackney may rely on one or more of the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, completing moves, and providing customer support related to the service you requested.

Legal Obligation

We may process and retain certain data to comply with legal requirements, such as tax rules, accounting obligations, record-keeping duties, and lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests do not override your rights and freedoms. This may include managing our operations, preventing fraud, improving service quality, and keeping our systems secure.

Consent

Where required by law, we will rely on your consent. If we ask for consent, you may withdraw it at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.

5. Sharing and Processors

We may share personal data with carefully selected third parties who help us run our business. These parties act as processors or independent controllers depending on the service they provide. We only share the data necessary for the task and require appropriate confidentiality and security measures.

Payment processors for handling transactions securely.
IT and system providers for hosting, software support, data storage, and security.
Accounting and bookkeeping services for financial administration and compliance.
Communication service providers for email, messaging, and operational correspondence.
Professional advisers such as legal or insurance advisers where necessary.
Public authorities where disclosure is required by law or necessary to protect rights, property, or safety.

We do not sell your personal data. If a processor handles data on our behalf, we require them to process it only according to our instructions and in compliance with data protection law.

6. Data Retention

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

Booking and service records are kept for a period necessary to manage our services and respond to follow-up queries or claims.
Financial and tax records are kept for the period required by law.
Communication records may be retained to deal with complaints, support requests, or service verification.
Technical and security-related logs are kept only for a limited period unless a longer retention is necessary for investigation or legal reasons.

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

7. International Transfers

If any processor or service provider stores or accesses personal data outside the UK, we will ensure that appropriate safeguards are in place, such as adequacy regulations or approved contractual protections. We will only transfer personal data where lawful and where adequate protection can be maintained.

8. Data Security

We use reasonable technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures include access controls, secure storage, staff awareness, and limiting data access to those who need it for legitimate business purposes. While no system can be guaranteed as completely secure, we work to maintain a high standard of protection.

9. Your Rights

As a data subject under UK GDPR, you have several rights regarding your personal data. These rights may apply subject to legal exceptions and conditions:

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 situations.
Right to restrict processing – to ask us to limit how we use your data in certain circumstances.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent – where processing relies on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with applicable law and within the required time limits. We may need to verify your identity before responding to protect your data.

10. Children’s Data

Our services are intended for adult customers and business users. We do not knowingly collect personal data from children unless it is necessary in connection with a lawful service arrangement and handled appropriately. If we become aware that data has been collected improperly, we will take reasonable steps to delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data handling practices. Any updates will apply from the date they take effect. We encourage customers to review this policy periodically so they remain informed about how their data is handled. The current version governs the processing of personal data by Man With Van Hackney.

12. Summary of Our Commitment

Man With Van Hackney is committed to processing personal data lawfully, fairly, and transparently. We collect only the information needed to provide moving services, we use it for clear and legitimate purposes, and we retain it only for as long as necessary. We work with trusted processors under appropriate safeguards and respect the rights of every customer in the area. Our approach is designed to ensure that your personal information is treated with care, integrity, and accountability.