Privacy Policy - Man With Van Hainault

Man With Van Hainault is committed to protecting the privacy and personal data of all customers in the area. This Privacy Policy explains how we collect, use, store, share, and protect personal information when you use our services. It applies to all Man With Van Hainault customers in the area, including individuals and businesses that request removals, deliveries, collections, loading assistance, or related transport services.

1. Who We Are

For the purposes of data protection law, Man With Van Hainault acts as the data controller for the personal data we collect and process in connection with our services. This means we determine the purposes and methods of processing personal data in order to provide our services, manage bookings, communicate with customers, and meet our legal obligations.

2. Personal Data We Collect

We collect only the personal data that is necessary for providing our services, administering bookings, handling enquiries, and complying with legal obligations. The information we may collect includes:

Identity information such as your name, and where relevant, your business name.
Contact details such as telephone number, email address, and service address.
Booking and service details including requested dates, move size, item descriptions, access instructions, and delivery or collection requirements.
Payment-related information such as billing details and transaction records. We do not keep more financial information than is necessary for accounting and record-keeping purposes.
Communication records including emails, messages, calls, and notes relating to your enquiry or booking.
Operational information such as parking instructions, building access details, or special handling requirements that help us complete the job safely and efficiently.
Technical data if you interact with our digital systems, such as IP address, device type, browser information, and basic usage logs where applicable.

We do not intentionally collect special category data unless it is voluntarily provided by you and is necessary for a specific service request. If such data is received, we handle it with appropriate care and only where a lawful basis exists.

3. How We Use Your Personal Data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to confirm and manage bookings;
to perform removal, transport, loading, unloading, and related services;
to communicate updates, service changes, and scheduling information;
to process payments and maintain business records;
to handle complaints, disputes, and service issues;
to comply with tax, accounting, insurance, and other legal duties;
to improve service quality, efficiency, and customer experience;
to protect our business, staff, customers, and property from fraud, misuse, or unlawful activity.

We will only use your data in ways that are compatible with the purposes explained in this policy.

4. Lawful Basis for Processing

We process personal data under one or more lawful bases permitted by the UK GDPR and Data Protection Act 2018. These include:

Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes providing quotations, confirming bookings, delivering moving services, and managing payment and service fulfilment.

Legal Obligation

We may process personal data where required to meet legal obligations, including accounting, tax reporting, business record-keeping, and compliance with other applicable laws.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include improving our services, maintaining business security, handling customer enquiries, and defending legal claims.

Consent

In limited cases, we may rely on your consent, for example where specific optional communications or data uses are involved. Where we rely on consent, you have the right to withdraw it at any time.

5. Data Sharing and Processors

We may share personal data with trusted third parties who assist us in operating our business and delivering services. These parties act as processors when they process data on our behalf and under our instructions, or as independent controllers where they determine their own purposes. Examples may include:

Payment providers who handle transactions securely.
IT and cloud service providers who support data storage, communication, and business administration.
Accounting and bookkeeping providers who assist with financial records and tax compliance.
Insurance providers where claims or incident handling requires relevant information.
Professional advisers such as legal or regulatory advisers when necessary.
Subcontractors or operational partners who help deliver parts of the service, subject to appropriate confidentiality and data protection obligations.

We only share data that is necessary for the relevant purpose. We do not sell personal data. Where processors are used, we require them to protect data appropriately and to process it only in accordance with our instructions and applicable law.

6. International Transfers

Where personal data is transferred outside the UK or the EEA, we ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent legal protections designed to keep your information secure and to maintain a level of protection consistent with UK GDPR requirements.

7. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including any legal, accounting, tax, or insurance requirements. Retention periods may vary depending on the type of data and the context in which it is processed. In general:

booking and service records are kept for a period necessary to manage administration, disputes, and business continuity;
financial and accounting records are retained for the period required by law;
communications and customer service records are kept for as long as needed to handle queries or resolve issues;
technical or security logs are retained only for a limited period unless longer retention is needed for investigation or legal purposes.

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

8. Data Security

We take reasonable technical and organisational measures to protect personal data from unauthorised access, loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and careful management of third-party access. While no system can be guaranteed completely secure, we work to reduce risks and respond appropriately to any suspected data incident.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply subject to certain conditions and exemptions:

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 information.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restriction – to ask us to limit how we use your data in certain cases.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain information in a structured, commonly used format where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to raise concerns with the UK data protection authority if you believe your data has been handled unlawfully. We encourage you to contact us first so we can try to resolve your concern directly.

10. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is necessary in connection with a service arrangement made by an adult customer. If we become aware that we have collected data from a child without an appropriate lawful basis, we will take steps to delete or safeguard it as required.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. Any updates will take effect when published in the revised version. We encourage customers to review this policy periodically so they remain informed about how personal data is used.

12. Summary of Our Commitment

Man With Van Hainault respects your privacy and processes personal data fairly, lawfully, and transparently. We collect only the information needed to deliver our services, rely on appropriate lawful bases, retain data only as long as necessary, and use processors responsibly. We also recognise and support your rights under data protection law. This policy applies to all Man With Van Hainault customers in the area and is intended to explain clearly how we protect personal information in the course of providing our services.