Privacy Policy - Man With Van South Hackney

This Privacy Policy explains how Man With Van South Hackney collects, uses, stores, shares, and protects personal data. It applies to all Man With Van South Hackney customers in the area, including individuals, households, and businesses that request or receive our removal, delivery, transport, packing, collection, or related services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Man With Van South Hackney provides man and van services, moving support, item transport, collection and delivery services, and related logistical assistance. In the context of this Privacy Policy, we are the data controller for the personal data we determine the purposes and means of processing. This means we decide why and how your personal data is used when you enquire about, book, or receive our services.

2. Personal Data We Collect

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

Identity data, such as your name or the name of your business or organisation.
Contact data, such as your telephone number, email address, and service address.
Booking and service data, including requested move dates, item details, access information, property type, and service instructions.
Payment and transaction data, such as payment status, invoices, and records of amounts paid or due.
Communication data, including messages, enquiries, complaints, and feedback.
Technical data, such as basic device or browser information if you interact with us electronically.
Special instructions you choose to provide, for example access notes, fragile-item details, or health and safety information relevant to the job.

We do not seek to collect unnecessary data. If you provide information about third parties, such as building managers, neighbours, or recipients, you should ensure that you have the right to share that information with us.

3. How We Use Your Data

We use personal data only where it is permitted by law and only for legitimate business and service purposes. The main ways we use your data are:

To respond to enquiries and provide quotations.
To manage bookings and deliver moving or transport services.
To communicate about service arrangements, timing, and any updates.
To issue invoices, process payments, and maintain financial records.
To handle complaints, disputes, or claims.
To comply with legal, tax, insurance, and regulatory obligations.
To improve service quality, planning, and internal record-keeping.
To prevent fraud, misuse, or unauthorised access to our systems or services.

We will not use your data for unrelated purposes without ensuring that we have a lawful basis for doing so.

4. Lawful Basis for Processing

Under GDPR, we must identify a lawful basis for each use of your personal data. Depending on the situation, we 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 taking booking details, arranging services, confirming instructions, and completing the move or delivery.

Legitimate Interests

We may process data where it is necessary for our legitimate interests and where those interests are not overridden by your rights. This can include service planning, business administration, customer support, quality control, and protecting our business from misuse or fraud. When we rely on legitimate interests, we assess the impact on your privacy and only use data in ways that are proportionate and reasonable.

Legal Obligation

We may process and retain certain records where required by law, including tax, accounting, insurance, and record-keeping obligations.

Consent

In limited circumstances, we may rely on your consent, for example where you voluntarily agree to receive certain types of communications not necessary for the service itself. Where we rely on consent, you may withdraw it at any time.

5. Data Sharing and Processors

We may share personal data with trusted third parties who help us operate our business. These parties act as processors when they process data on our instructions. Examples may include:

Payment service providers that handle card or electronic payments.
Accounting or bookkeeping processors that support financial administration.
IT and cloud storage providers that host our systems or data securely.
Communication tools used for sending messages, confirmations, or service updates.
Professional advisers, including insurers, lawyers, or tax advisers where necessary.

We require processors to handle personal data securely, to use it only for the agreed purpose, and to protect it with appropriate technical and organisational measures. We do not sell your personal data.

We may also disclose data where necessary to comply with legal obligations, to respond to lawful requests from authorities, or to protect the rights, property, or safety of our business, customers, or others.

6. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, or for as long as required by law. Retention periods can vary depending on the type of information and the reason it is held. In general:

Enquiry records are kept for a limited period to manage follow-up and customer service.
Booking, service, and invoice records may be kept for accounting, contractual, and dispute-handling purposes.
Complaint or claim-related records may be retained for longer where needed to resolve an issue or protect legal rights.
Where we no longer need data, we will securely delete, anonymise, or archive it in a controlled manner.

Retention is reviewed regularly so that personal data is not held longer than necessary.

7. Security of Your Data

We take the security of personal data seriously and use appropriate measures to reduce the risk of loss, misuse, unauthorised access, disclosure, or alteration. These measures may include access controls, secure storage, staff confidentiality obligations, and careful selection of service providers. While no system is completely secure, we strive to maintain a level of protection appropriate to the risks involved.

8. Your GDPR Rights

As a data subject, you have several rights under GDPR. Subject to certain conditions and exemptions, you may have the right to:

Access the personal data we hold about you.
Rectification of inaccurate or incomplete data.
Erasure of your data in certain circumstances.
Restriction of processing in certain situations.
Object to processing based on legitimate interests.
Data portability for data you provided to us, where applicable.
Withdraw consent at any time where processing is based on consent.

If you wish to exercise any of these rights, we will respond in line with applicable law. We may need to verify your identity before we can act on your request. You also have the right to raise concerns with the relevant supervisory authority if you believe your data has not been handled lawfully.

9. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children in the ordinary course of providing our services. If data relating to a child is provided to us as part of a booking or delivery arrangement, it should be shared only where necessary and appropriate.

10. Automated Decision-Making

We do not use fully automated decision-making or profiling that produces legal or similarly significant effects on customers. Any service decisions are made by people using relevant information and practical judgment.

11. International Transfers

If any of our processors store or access data outside the UK, we will ensure that appropriate safeguards are in place to protect your information in line with applicable data protection law.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data processing practices. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed.

13. Summary of Our Commitment

Man With Van South Hackney is committed to treating personal data with care, transparency, and respect. We collect only the information needed to provide our services, we use it only for clear and lawful purposes, we share it only with appropriate processors or where legally required, and we retain it only as long as necessary. This policy applies to all Man With Van South Hackney customers in the area, and it is designed to protect your privacy while allowing us to deliver reliable services efficiently and responsibly.