Man with Van Hendon Privacy Policy

This Privacy Policy explains how Man with Van Hendon collects, uses and protects your personal data when you use our services. It applies to all Man with Van Hendon customers and prospective customers in our service area who contact us, request a quotation, make a booking or otherwise interact with us.

We are committed to handling your personal data in accordance with the UK General Data Protection Regulation and the Data Protection Act, and to being transparent about what we do with your information.

Personal Data We Collect

We collect and process different types of personal data depending on how you interact with us and which services you use. This may include the following categories of information.

Identification and contact details such as name, postal address, collection and delivery addresses, and other contact details you provide to arrange a move or transport service.

Booking and service information such as preferred moving dates and times, details of the property, parking information, access instructions, inventory and description of items to be transported, and any special handling requirements.

Communication records such as information contained in enquiries, messages, feedback, complaints or other communications you send to us by any channel.

Payment-related information such as information about the payment method and transaction details. We do not store full card details when payments are processed through secure payment providers.

Technical and usage data where applicable, such as basic information about how you found our services and limited technical information provided by your device or browser when you visit our online pages, to the extent this is necessary for security or service improvement.

You are not required to provide every item of personal data we request, but if you choose not to provide information that is necessary for us to deliver the service, we may not be able to accept or complete your booking.

How We Use Your Personal Data

We use your personal data to operate, deliver and improve our services. The main purposes include the following.

To provide moving and transport services including responding to enquiries, preparing quotations, confirming and managing bookings, planning routes and logistics, carrying out the move and handling follow up queries.

To manage our relationship with you including handling enquiries, customer support, complaints, feedback and disputes, and sending service related messages such as booking confirmations or changes.

To process payments including issuing invoices, recording payments, and dealing with refunds or payment queries where required.

To meet legal and regulatory obligations such as record keeping for tax and accounting purposes, and cooperating with law enforcement where we have a legal duty to do so.

To improve and protect our services including monitoring the quality and efficiency of our operations, training staff, and maintaining the security of our systems.

Lawful Bases for Processing

We rely on the following lawful bases under data protection law to process your personal data.

Contract. We process personal data where it is necessary to take steps at your request before entering into a contract, such as providing a quotation, and to perform a contract with you when you book a service.

Legal obligation. We process certain information to comply with our legal and regulatory duties, for example for accounting and tax records or to respond to lawful requests from public authorities.

Legitimate interests. We may process personal data where it is necessary for our legitimate business interests and those interests are not overridden by your rights and freedoms. This includes activities such as managing day to day operations, maintaining security, defending legal claims and improving our services.

Consent. In some cases we may rely on your consent, for example for certain types of optional communications or where required by law. Where we rely on consent, you have the right to withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

Data Retention

We keep your personal data only for as long as necessary for the purposes for which it was collected, including satisfying any legal, accounting or reporting requirements.

In general, basic customer and booking records are retained for a period that allows us to respond to questions, handle potential disputes and meet tax and accounting regulations. After this period, data is securely deleted or anonymised so it can no longer be linked to you.

The exact retention period may vary depending on the type of information, the nature of your interactions with us and any specific legal obligations that apply. We regularly review the personal data we hold and securely dispose of information that is no longer needed.

Sharing Your Personal Data and Processors

We do not sell your personal data. We may share your information with trusted third parties where this is necessary to provide our services or to meet our legal obligations. These third parties act as data processors or independent controllers depending on the circumstances.

Service providers. We may use external companies to provide certain services on our behalf, such as secure payment processing, bookkeeping or accountancy services, information technology support, data storage and document management. These service providers are only allowed to process your personal data in line with our instructions and are required to protect it.

Operational partners. Where necessary for a particular job, we may share limited contact or booking details with drivers, porters or subcontractors who help us deliver the moving or transport service. They will only receive the information they need to perform their role.

Professional advisers. We may share information with professional advisers such as solicitors, insurers or auditors where this is necessary for advice, claims handling or compliance purposes.

Public authorities. We may disclose personal data to law enforcement agencies, courts, regulators or other public bodies when we are legally required to do so or when this is necessary to protect our rights, property or safety, or the rights, property or safety of others.

Where we use processors, we take reasonable steps to ensure they provide adequate safeguards and handle personal data in accordance with applicable data protection laws.

International Transfers

Our services are primarily provided within the local area and we generally aim to keep your personal data within the United Kingdom or the European Economic Area. If in limited circumstances your personal data is transferred to a country that does not provide the same level of data protection, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or other legally recognised mechanisms.

Your Data Protection Rights

Under data protection law, you have several important rights in relation to your personal data. These rights apply to all Man with Van Hendon customers in our service area, subject to any legal limitations or exemptions.

Right of access. You have the right to request confirmation of whether we process your personal data and to obtain a copy of that data, along with certain information about how it is used.

Right to rectification. You have the right to ask us to correct any inaccurate personal data we hold about you and to complete any incomplete information.

Right to erasure. In some circumstances, you have the right to request that we delete your personal data, for example where the data is no longer needed for the original purpose and we have no legal reason to keep it.

Right to restriction. You may ask us to restrict the processing of your personal data in certain situations, such as while we are considering a request to rectify or erase your data.

Right to object. You have the right to object to certain types of processing based on our legitimate interests. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, or the processing is required for legal claims.

Right to data portability. In specific circumstances, you have the right to receive personal data you provided to us in a structured, commonly used and machine readable format and to ask us to transfer it to another organisation where this is technically feasible.

Where we rely on consent, you have the right to withdraw that consent at any time. Withdrawing consent will not affect the lawfulness of processing that took place before the withdrawal.

Security of Your Data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration or disclosure. These measures include restricting access to personal data to staff and contractors who need it for their role, using reasonable security safeguards for physical and electronic records, and regularly reviewing our procedures.

However, no method of transmission or storage is completely secure. You should take care when sharing information with us and notify us promptly if you suspect any misuse of your personal data in connection with our services.

Updates 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. When we make changes, we will revise the date of the update and, where appropriate, notify you of significant changes through our usual communication channels.

Your continued use of our services after any update to this Privacy Policy will constitute your acknowledgment of the changes. We encourage you to review this Policy periodically to stay informed about how we protect your information.