Man with Van Harold Hill Privacy Policy
This Privacy Policy explains how Man with Van Harold Hill collects, uses, stores, and protects personal data relating to its customers and prospective customers located in the Harold Hill area. It is intended to comply with the UK General Data Protection Regulation UK GDPR and the Data Protection Act 2018. By using our services, you acknowledge that you have read and understood this Privacy Policy.
Scope of this Policy
This Privacy Policy applies to all Man with Van Harold Hill customers and prospective customers in the Harold Hill area who contact us, request a quote, make a booking, or otherwise interact with us in connection with our man and van and related services. It covers personal data collected through telephone, messaging services, written communication, in person, and any other method by which you provide information to us.
Data Controller
Man with Van Harold Hill is the data controller for the personal data described in this Privacy Policy. As data controller, we decide how and why personal data is processed and are responsible for ensuring that such processing complies with applicable data protection law.
Personal Data We Collect
We may collect and process the following categories of personal data about you when you inquire about or use our services:
Identification and contact details such as your name, postal address, collection and delivery addresses, and general location details relevant to your move or transport job.
Booking and service details such as dates and times of your booking, inventory or description of items to be transported, property access information, special instructions, and any photographs you choose to provide to help us plan the service.
Communication information including the content of your messages and any notes we make about your enquiry or booking to help us deliver the service.
Payment related information such as payment method details and transaction records. We do not store full card details where these are processed by a secure third party payment processor.
Technical and usage information where relevant, such as basic device or browser details and how you interact with our online information, to the extent that this is necessary for security, analytics, or to improve our services.
How We Collect Your Data
We typically collect personal data directly from you when you contact us to request information, a quote, or to make a booking. Data may be collected over the phone, via messaging or online forms, or in person when a job is carried out. In some cases, we may receive limited information from third parties, for example if another person books a service on your behalf or refers you to us. When this happens, we treat that data in accordance with this Privacy Policy.
Lawful Bases for Processing
We only process your personal data where we have a lawful basis under UK GDPR. Depending on the context, we rely on the following bases:
Contractual necessity where processing is required to take steps at your request before entering into a contract or to perform a contract with you, for example providing quotes, confirming bookings, arranging collections and deliveries, and issuing invoices and receipts.
Legitimate interests where processing is necessary for our legitimate business interests, and those interests are not overridden by your rights and freedoms. These interests include managing and improving our services, handling customer enquiries and complaints, maintaining records of work carried out, and protecting our business from fraud or misuse.
Legal obligation where we must process certain data to comply with legal, tax, or regulatory requirements, such as maintaining appropriate financial records.
Consent where you have given us clear and informed consent for a specific purpose, for example to receive certain kinds of marketing or follow up messages that are not strictly necessary for the performance of our services. You may withdraw consent at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide quotations, plan and deliver our man and van and related services, including arranging suitable vehicles, staff, and timings.
To manage our relationship with you, including confirming bookings, rescheduling, dealing with queries, and providing customer support.
To process payments, issue invoices and receipts, and maintain appropriate financial and administrative records.
To improve and develop our services, including quality control and internal training, where this relies on minimal and proportionate use of personal data.
To communicate with you about service updates, terms, and important information that may affect your booking or our services.
To comply with legal and regulatory obligations and to establish, exercise or defend legal claims where necessary.
Data Sharing and Processors
We do not sell your personal data. We may share your data with trusted third parties who act as data processors on our behalf. These may include:
Payment processing providers who handle card or electronic payments securely and in accordance with data protection law.
IT and communications service providers who support our systems, secure data storage, and communication tools.
Professional advisers, such as accountants or legal professionals, where necessary for our legitimate business and legal purposes.
Where we use processors, they are only allowed to process your personal data in accordance with our instructions, for specified purposes, and are required to implement appropriate security measures. If we are required by law to share data with public authorities or law enforcement agencies, we will only do so to the extent necessary and in line with data protection requirements.
Data Retention
We keep personal data for no longer than is necessary for the purposes for which it was collected. The exact retention period depends on the nature of the data and our legal and operational requirements.
As a general guide, booking and service records, including associated contact and payment information, are usually retained for a period that allows us to respond to queries, deal with any disputes, and comply with tax and accounting obligations. After the relevant retention period has ended, personal data is securely deleted or anonymised so that it no longer identifies you.
Data Security
We take appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include restricted access to systems and records, secure storage methods, and staff awareness of data protection responsibilities. While no system can be completely secure, we regularly review our security measures and aim to ensure that your data is handled with care and confidentiality.
Your Data Protection Rights
Under UK GDPR, you have a number of rights in relation to your personal data. Subject to certain conditions and exemptions, these include:
The right of access to obtain confirmation of whether we hold personal data about you and to receive a copy of that data.
The right to rectification to have inaccurate or incomplete personal data corrected.
The right to erasure to request that we delete your personal data where there is no longer a lawful reason for us to keep it.
The right to restrict processing to ask us to limit how we use your data in certain circumstances.
The right to data portability to receive certain personal data in a structured, commonly used, and machine readable format and to transmit it to another controller where technically feasible.
The right to object to processing based on our legitimate interests and to object at any time to the use of your data for direct marketing.
Where processing is based on consent, the right to withdraw consent at any time without affecting the lawfulness of processing carried out before withdrawal.
If you wish to exercise any of these rights, we may need to verify your identity before responding to your request. We aim to respond within the time limits set by data protection law.
Complaints
If you have concerns about how we handle your personal data, we encourage you to contact us in the first instance so that we can try to resolve the issue. You also have the right to lodge a complaint with the UK data protection supervisory authority. Details of how to do this are available from the Information Commissioner's Office.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal obligations. When we make significant changes, we will take appropriate steps to bring them to your attention. The version in force at the time you use our services will apply to your personal data.
