Man with Van Hatch End Privacy Policy
This Privacy Policy explains how Man with Van Hatch End collects, uses, stores and shares personal data relating to customers and prospective customers in the Hatch End area. It is intended to comply with the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Man with Van Hatch End customers and to anyone who makes an enquiry or otherwise interacts with our services in the Hatch End area.
Who we are and scope of this policy
Man with Van Hatch End is a local transport and removal service provider serving customers in the Hatch End area and surrounding locations. When this Privacy Policy refers to we, us or our, it refers to the business that is responsible for deciding how your personal data is processed for the services we provide in this area.
This Privacy Policy applies to all personal data we process in connection with bookings, quotes, enquiries, service delivery and related communications with customers and potential customers, including data collected by phone, in person, via online forms or other methods of communication.
Types of personal data we collect
We may collect and process the following categories of personal data:
Identification and contact details, such as your name, postal address, collection and delivery addresses, and any other location details necessary to provide the service. We also collect contact information such as your preferred method of contact so we can communicate about your booking or enquiry.
Booking and service information, such as dates and times of moves, details of items to be moved, access information for properties, special instructions, job references and records of work performed.
Payment and transaction information, including payment confirmations, partial card details where relevant to payment processing, amounts charged and records of invoices and receipts, but not full card details if these are processed securely by a third party payment processor.
Communication records, including notes of phone calls, messages, correspondence related to your enquiry or booking, feedback you provide and any complaints or claims.
Technical and usage information, where applicable, such as information generated through the use of any online booking or enquiry forms, including device and browser information, page interaction data and basic analytics data, where this is collected in a way that could identify you or be linked to your profile or booking.
How we collect your personal data
We collect personal data directly from you when you contact us to request a quote, make an enquiry, make a booking, or communicate with us by phone, online or in person. We may also receive personal data about you from third parties where necessary for providing our services, for example from comparison or referral sites, commercial partners or landlords who have your permission to share your details, or from payment service providers when confirming payments.
Purposes and lawful bases for processing
We process your personal data only where we have a lawful basis to do so under data protection law. The main purposes and lawful bases are as follows.
To provide quotes, manage enquiries and perform bookings. We use your contact details, addresses and booking information to respond to your enquiries, provide quotations, confirm availability, manage your bookings and carry out transport and removal services. The lawful basis for this is performance of a contract or taking steps at your request before entering into a contract.
To manage payments and accounting. We process transaction information to take payment, issue invoices and receipts, manage refunds and maintain our business accounts and records. The lawful basis for this is performance of a contract and compliance with legal obligations relating to tax and accounting.
To communicate with you. We use your contact information and communication records to send you booking confirmations, updates, reminders, service notifications and responses to your questions. The lawful basis for this is performance of a contract and our legitimate interests in keeping you informed about your booking.
To improve and protect our business. We may process limited personal data to monitor service quality, handle complaints or disputes, train staff, and maintain security and fraud prevention measures. The lawful basis is our legitimate interests in operating and protecting our business, provided that your interests and fundamental rights do not override those interests.
Marketing communications. If we send you occasional marketing or service updates that are not strictly necessary for your booking, we will do so on the basis of your consent or, where permitted, our legitimate interests in promoting our services to existing customers. You can object to or opt out of marketing communications at any time.
Data retention
We keep your personal data only for as long as it is reasonably necessary for the purposes for which it was collected and to meet legal, accounting or reporting requirements.
Booking and service records, including basic contact details, addresses, job details and invoices, are generally retained for up to seven years after the end of the relevant tax year, to comply with tax, accounting and business record keeping obligations.
Enquiry data that does not result in a booking may be retained for up to two years from the date of the last contact, to help us respond to repeat enquiries, manage our records and improve our services, unless you ask us to delete it sooner where we have no overriding legal or legitimate interest to retain it.
Communication records relating to complaints, disputes or claims may be retained for longer where necessary to establish, exercise or defend legal claims.
Sharing your personal data and processors
We do not sell your personal data. We only share it where necessary to provide our services, comply with the law or protect our legitimate interests. Categories of recipients include the following.
Service providers acting as processors. We may engage carefully selected third parties who process personal data on our instructions, such as providers of booking management tools, payment processors, secure data storage and backup services, communication platforms, and professional advisers such as accountants. These processors are bound by contracts that require them to protect your data and process it only in accordance with our instructions and applicable data protection law.
Other third parties. Where necessary, we may share limited information with insurers, legal advisers or regulators for the purpose of handling claims, disputes, audits or legal obligations. We may also share relevant collection or delivery information with drivers or subcontractors engaged to complete your job, limited to what is necessary for them to carry out the service.
International transfers of data will only take place where appropriate safeguards are in place, such as standard contractual clauses or where the recipient country has been recognised as providing an adequate level of protection for personal data.
Your data protection rights
Under data protection law you have certain rights in relation to the personal data we hold about you. These rights may be subject to specific conditions and exemptions.
Right of access. You have the right to request confirmation of whether we process your personal data and, if we do, to request a copy of that data together with certain information about how it is processed.
Right to rectification. You have the right to request correction of any inaccurate or incomplete personal data we hold about you.
Right to erasure. In certain circumstances you may request that we delete your personal data, for example where the data is no longer needed for the purposes for which it was collected, or where you withdraw consent and there is no other legal basis for processing.
Right to restriction of processing. You may request that we restrict the processing of your personal data in certain circumstances, for example while the accuracy of the data is being checked or if you have objected to processing based on our legitimate interests.
Right to object. You have the right to object to processing of your personal data where it is based on our legitimate interests, including profiling based on those interests. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms or where processing is required for legal claims. You also have an absolute right to object to direct marketing.
Right to data portability. Where processing is based on your consent or on a contract and is carried out by automated means, you may have the right to receive your personal data in a structured, commonly used and machine readable format and to transmit that data to another controller, where technically feasible.
Right to withdraw consent. Where we rely on your consent to process personal data, you can withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out prior to withdrawal.
How to exercise your rights and complaints
If you wish to exercise any of your data protection rights, or if you have questions about how we handle your personal data, you can contact us using the usual communication channels you use when making enquiries or bookings with Man with Van Hatch End. We may need to verify your identity before responding to your request. We aim to respond to all valid requests within one month, or within any longer period permitted by law where requests are complex or numerous.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your personal data has not been handled in accordance with data protection law. You are encouraged to contact us first so that we can try to resolve any concerns directly.
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 to all processing from the date it is published. We recommend that you review this Privacy Policy periodically so that you remain informed about how we protect your personal data as a Man with Van Hatch End customer in the Hatch End area.
