Privacy Policy
Man and a Van Hackney Privacy Policy
This Privacy Policy explains how Man and a Van Hackney collects, uses, stores and protects personal data about customers and prospective customers in the Hackney area. It also explains your rights under the UK General Data Protection Regulation UK GDPR and the Data Protection Act 2018. This Privacy Policy applies to all Man and a Van Hackney customers and enquiries within our service area, regardless of how you contact us.
Who We Are
Man and a Van Hackney is a local removals and transport service operating in the Hackney area. For the purposes of UK data protection laws, Man and a Van Hackney is the data controller. This means we decide how and why your personal data is used when you engage with our services.
Personal Data We Collect
We only collect personal data that is relevant for providing our services, managing our business, and complying with legal obligations. The types of data we may collect include the following categories.
Identification and contact details such as name, postal address, collection and delivery addresses, and any additional access details you choose to provide. Service information such as details of the items to be moved, property access notes, preferred dates and times for bookings, and any special instructions. Communication records such as information you provide when you contact us to request a quote, make a booking, ask a question, provide feedback or make a complaint. Payment and transaction information such as details about the service purchased, the amount charged, payment method type and payment status. We do not store full payment card details. Usage and technical information such as how you interact with any online forms, enquiry tools or booking systems we may use, to the extent this is necessary for security, analytics and service improvement.
How We Collect Your Data
We collect personal data in a number of ways, including directly from you when you contact us by phone, through online forms or messaging, or in person. We also collect data automatically when you use any digital tools we operate, such as enquiry or quote forms. In some cases, we may receive personal data about you from third parties who contact us on your behalf, such as a landlord, letting agent, friend or family member providing contact or address details for a booking or quote.
Lawful Bases for Processing
Under UK GDPR, we must have a lawful basis to process your personal data. Man and a Van Hackney relies on the following lawful bases.
Contract. We process your data when it is necessary to provide you with a quote, respond to your enquiry, manage a booking, deliver our services, and handle payments and receipts. Legal obligation. We process certain data to comply with legal and regulatory requirements, such as record keeping, tax and accounting rules, and responding to lawful requests from authorities. Legitimate interests. We process data when it is necessary for our legitimate business interests and when your interests and fundamental rights do not override those interests. This includes managing and improving our services, preventing fraud, securing our systems and property, and handling routine business administration. Consent. In limited cases we may rely on your consent, for example if you specifically agree to receive particular forms of marketing or to provide optional information that is not required to deliver the service. Where we rely on consent, you can withdraw it at any time.
How We Use Personal Data
We use the personal data we collect for the following purposes.
To provide quotations and estimates for removals and transport services. To confirm, schedule and manage bookings, including communicating with you about timings, addresses and access information. To deliver the service on the agreed date, including collection and delivery of your items. To manage payments, issue invoices or receipts, and handle refunds or adjustments where necessary. To respond to enquiries, complaints or service issues, and to keep a record of our communications. To improve the efficiency and safety of our operations, including route planning, staff allocation and vehicle management. To maintain accurate business records and comply with legal, tax and accounting requirements. To protect our business, our customers and our staff, by helping to prevent fraud, misuse of services and other unlawful activities.
Data Sharing and Processors
We do not sell your personal data. We may share your data with trusted third parties where this is necessary for the purposes described above.
Service partners and subcontractors. In some cases, we may work with other vetted removals partners or subcontractors to help fulfil a booking, particularly during busy periods or for larger moves. They will only receive the information needed to perform the agreed services, such as addresses, contact details and job instructions. IT and business service providers. We may use third party providers to supply functions such as website hosting, booking systems, secure payment processing, data storage, email or communication tools and business management software. These providers act as data processors and must follow our instructions and protect your data in accordance with data protection law. Professional and legal advisers. We may share relevant data with accountants, insurers, legal advisers or similar professional advisers where this is necessary for advice, auditing, insurance or legal claims. Public authorities. Where required by law, we may need to share data with law enforcement, regulatory bodies or other public authorities.
Whenever we use data processors, we put in place appropriate contractual and technical safeguards to ensure your data is processed securely and only for permitted purposes.
International Transfers
Where any of our service providers or business tools store or process data outside the United Kingdom, we take steps to ensure that your personal data receives an equivalent level of protection. This may include using providers in countries that have been recognised as providing adequate protection, or putting in place appropriate safeguards such as standard contractual clauses.
Data Retention
We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting or reporting requirements.
In general, enquiry and booking records, invoices and basic contact details are kept for a period aligned with legal and tax requirements. This is typically up to six years after the end of the financial year in which the transaction took place. Operational records relating to a specific move, such as job sheets and access notes, are retained for a shorter period where possible, unless needed for legal, insurance or dispute resolution purposes. Communications relating to complaints or disputes may be retained for as long as necessary to resolve the issue and to demonstrate how it was handled.
When data is no longer needed, we will securely delete it or anonymise it so that it can no longer be linked to you.
How We Protect Your Data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, misuse or disclosure. These measures may include access controls, secure storage, password protection, staff awareness and only sharing data on a need to know basis. While no method of transmission or storage is completely secure, we aim to keep your data as safe as reasonably possible.
Your Data Protection Rights
As a customer or prospective customer of Man and a Van Hackney in our service area, you have a number of rights in relation to your personal data under UK GDPR, subject to certain conditions and exemptions.
Right of access. You can request a copy of the personal data we hold about you, together with information about how we use it. Right to rectification. You can ask us to correct or complete inaccurate or incomplete personal data. Right to erasure. In some 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 we have no legal obligation to retain it. Right to restriction. You can request that we restrict the way we use your personal data in certain situations, such as while we are considering a request to correct or delete it. Right to object. You can object to our processing of your personal data when we rely on legitimate interests, including any direct marketing, and we will stop unless we have compelling legitimate grounds or a legal requirement to continue. Right to data portability. Where we process data by automated means on the basis of your consent or a contract, you may request that we provide the data in a structured, commonly used and machine readable format, or that we transmit it to another controller where technically feasible.
If you wish to exercise any of these rights, we may need to verify your identity before acting on your request. We aim to respond within the time limits set by law.
Children
Our services are aimed at adults. We do not knowingly collect personal data relating to children. If you believe we have unintentionally collected personal data about a child, please contact us so that we can delete it where appropriate.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, our business or applicable law. Any updated version will apply to all new interactions with Man and a Van Hackney from the date it is published. We encourage you to review this page periodically to stay informed about how we handle personal data.
