Privacy Policy – Man With Van Hendon

This Privacy Policy explains how Man With Van Hendon collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Hendon customers in the area, including individuals and businesses who enquire about, book, or use our services. We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, you acknowledge that your personal data may be processed as described in this Privacy Policy. We only collect and use data that is necessary for the purposes set out below.

1. Data We Collect

We may collect personal data directly from you, from your representatives, or from third parties where appropriate. The types of information we may collect include:

Identity details, such as your name and title
Contact details, such as phone number and email address
Address details, including collection, delivery, billing, and property access information
Booking information, such as requested service dates, moving requirements, item lists, and special instructions
Payment and transaction data, including records of amounts paid and payment status
Communication records, such as messages, calls, and correspondence related to your enquiry or booking
Service history, including previous bookings, complaints, and service preferences
Technical data where relevant, such as basic information gathered through our systems for security and service administration

We do not intentionally collect special category data unless it is strictly necessary and you choose to provide it, for example if it affects access arrangements or the safe delivery of a service. If such information is provided, we will handle it with extra care and only where lawful to do so.

2. How We Use Your Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations
To manage bookings and deliver moving services
To communicate with you about your service
To process payments and maintain financial records
To arrange staff, vehicles, equipment, and logistics
To manage complaints, disputes, and customer support
To improve our services, planning, and internal operations
To comply with legal, tax, accounting, and regulatory obligations
To protect our business, customers, and staff from fraud, misuse, or unlawful activity

We only process personal data for specified, legitimate purposes and do not use it in a way that is incompatible with those purposes.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each type of processing. Man With Van Hendon relies on the following lawful bases:

Contract

We process personal data where it is necessary to take steps at your request before entering into a contract, or to perform a contract with you. This includes arranging collections, deliveries, booking confirmation, and service delivery.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided these interests are not overridden by your rights and freedoms. This includes service administration, internal record keeping, customer support, quality control, security, and business improvement.

Legal Obligation

We process certain information to comply with legal obligations, such as tax laws, accounting requirements, insurance matters, and lawful requests from public authorities.

Consent

In limited cases, we may rely on your consent, for example if it is required for specific optional communications or certain types of data use. Where we rely on consent, you may withdraw it at any time without affecting the lawfulness of processing before withdrawal.

4. Sharing Your Data and Processors

We may share personal data with trusted third parties where necessary to operate our business and provide services. These third parties act as processors or independent data controllers depending on the nature of the service they provide.

Processors may include:

Payment providers used to process transactions securely
IT and software providers that support booking, storage, communication, or administrative systems
Accountants and professional advisers who assist with finance, tax, or compliance matters
Subcontractors or operational partners who help deliver services on our behalf
Insurance providers where claims or risk management require disclosure

Where we use processors, they are required to handle personal data only on our instructions, to keep it secure, and to comply with applicable data protection laws. We do not sell your personal data. We do not share it for marketing by third parties unless we have a lawful basis to do so and have informed you appropriately.

We may also disclose data if required by law, court order, or to protect the rights, property, or safety of our customers, staff, or business.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, and reporting requirements. Retention periods may vary depending on the type of data and the reason for processing.

In general:

Enquiry and booking records are retained for a period necessary to manage service administration and follow-up
Transaction and invoice records are retained for tax and accounting purposes in line with legal requirements
Complaint or dispute records may be retained longer where needed to resolve issues or defend legal claims
Technical or security records are retained only for as long as needed for protection, analysis, and operational integrity

When personal data is no longer required, it will be securely deleted, anonymised, or otherwise disposed of in a safe manner.

6. Your Rights

Under data protection law, you have a number of rights regarding your personal data. These rights may apply depending on the circumstances and the legal basis for processing.

Right of access

You may request confirmation that we hold personal data about you and ask for a copy of that data.

Right to rectification

You may ask us to correct inaccurate or incomplete personal data.

Right to erasure

You may ask us to delete your personal data in certain circumstances, such as where it is no longer needed or where processing is based on consent and consent has been withdrawn.

Right to restriction

You may ask us to restrict processing in certain situations, for example while accuracy or lawful processing is being reviewed.

Right to object

You may object to processing based on legitimate interests, and in some cases you may object to direct marketing.

Right to data portability

Where applicable, you may request that we provide your data in a structured, commonly used, machine-readable format and transmit it to another controller.

Rights related to automated decision-making

We do not generally use automated decision-making that produces legal or similarly significant effects. If this changes, we will provide relevant information and safeguards.

To exercise your rights, you may contact us using the appropriate channels provided at the point of service. We may need to verify your identity before responding. You also have the right to complain to the UK Information Commissioner’s Office if you believe your data protection rights have been breached.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures are designed to be proportionate to the nature of the data and the risks involved. While no system can be completely secure, we work to maintain strong protections and review our practices regularly.

8. International Transfers

If any service provider processes personal data outside the UK, we will take appropriate steps to ensure that the transfer is lawful and that adequate safeguards are in place. This may include the use of approved contractual protections or other lawful transfer mechanisms.

9. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children except where it is incidentally provided in connection with a service booking or property access arrangement. If we become aware that we have collected data unlawfully, we will take appropriate steps to delete it.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, business operations, or data handling practices. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

Privacy and trust are important to us. Man With Van Hendon is committed to ensuring that personal data is handled responsibly, securely, and in a manner consistent with your rights under data protection law.

This Privacy Policy applies to all Man With Van Hendon customers in area.