Man with Van Hoxton Privacy Policy
This Privacy Policy explains how Man with Van Hoxton collects, uses, stores, and protects personal data. It also describes the rights of individuals whose data we process. This policy applies to all Man with Van Hoxton customers and prospective customers within our service area, as well as visitors who contact us to enquire about our services.
1. Data Controller
Man with Van Hoxton is the data controller in respect of the personal data we collect and process in connection with our removal and transport services. As data controller, we determine the purposes and means of processing your personal data and are responsible for complying with applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act.
2. Personal Data We Collect
We only collect personal data that is necessary for the provision of our services, the administration of our business, and compliance with legal obligations. The categories of personal data we may collect include:
Identification and contact details: name, address, collection and delivery addresses, contact details such as mobile number and other phone numbers, and any other basic contact information you provide.
Booking and service information: details about your requested service, property access details, dates and times of collection and delivery, inventory or description of items to be moved where provided, and any special instructions you choose to share.
Payment and transaction data: limited payment information such as payment confirmations and billing details necessary to process and record payments. We do not store full card details where payments are processed through secure third-party payment providers.
Communication data: records of communications with you, including enquiries, quotes, confirmations, complaints, and feedback, whether received via phone, messaging services, or other communication channels.
Technical and usage information: limited technical information such as device and browser details, and basic usage data if you access our online content, used only for basic security, functionality, and service improvement purposes.
3. How We Collect Your Data
We collect personal data directly from you when you contact us, request a quote, make a booking, or communicate with us in relation to our services. This may be by phone, messaging apps, online forms, or in person.
We may also collect personal data from third parties where necessary for the provision of services, for example when a landlord, letting agent, or business partner provides your contact details in order for us to arrange a collection or delivery. In such cases, we only process data that is relevant and necessary for the agreed service.
4. Purposes and Lawful Bases for Processing
We process your personal data only when we have a lawful basis to do so. The main purposes and relevant lawful bases are:
To provide our services: We use your personal data to provide man and van, removal, and related services, including arranging bookings, communicating with you, and completing collections and deliveries. The lawful basis is the performance of a contract or taking steps at your request before entering into a contract.
Customer support and communication: We process your data to respond to enquiries, provide quotes, manage changes or cancellations, and handle complaints or queries. The lawful basis is performance of a contract and our legitimate interests in managing customer relationships.
Payment and invoicing: We use your data to process payments, issue invoices and receipts, and maintain financial records. The lawful bases are performance of a contract and compliance with legal obligations, such as tax and accounting rules.
Improving our services and business operations: We may process limited data to monitor service quality, train staff, and improve our processes. The lawful basis is our legitimate interests in operating and improving our business in a way that does not override your rights and freedoms.
Legal and regulatory requirements: We may process personal data to comply with laws, respond to legal requests, enforce our terms, or protect our rights, property, or safety. The lawful basis is compliance with legal obligations and our legitimate interests.
Marketing communications: Where permitted by law, we may use your contact details to send you information about our services that may be of interest to you. Where required, we will obtain your consent in advance and you can withdraw consent or opt out at any time.
5. Data Retention
We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected and to meet legal, accounting, or reporting requirements.
Customer and booking records are typically retained for a period that allows us to manage repeat bookings, handle any follow-up queries or claims, and satisfy our tax and accounting obligations. After this period, personal data is securely deleted, anonymised, or otherwise removed from our systems.
In determining appropriate retention periods, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure, the purposes for which we process your data, and any applicable legal requirements.
6. Data Sharing and Processors
We do not sell your personal data. We may share your data with trusted third parties only where necessary for providing our services, conducting our business, or meeting legal obligations. These third parties may act as data processors on our behalf.
Categories of recipients may include:
Service partners and subcontractors who help us provide removal and transport services, where sharing of contact details and address information is necessary to complete your booking.
Payment service providers who process card or electronic payments on our behalf under secure conditions.
Professional advisers such as accountants or legal advisers where reasonably necessary for our business operations.
IT and system support providers who maintain our systems and may access data only to the extent necessary to provide their services.
Public authorities, regulators, or law enforcement where we are required to do so by law or where necessary to protect our rights or the rights of others.
Where we use data processors, they are required to process your personal data only on our instructions, to keep it secure, and to comply with applicable data protection laws.
7. International Data Transfers
Our services are primarily provided within our local area, and we aim to store and process personal data within the United Kingdom or other jurisdictions with adequate data protection standards. If we transfer personal data outside the United Kingdom or European Economic Area, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or other approved mechanisms, to protect your rights.
8. Data Security
We take appropriate technical and organisational measures to protect personal data from accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include limiting access to personal data to staff and service providers who need it for the performance of their duties, using secure storage methods, and applying appropriate physical, administrative, and technological safeguards.
While we strive to protect your personal data, no system can be guaranteed to be completely secure. We continuously review and improve our security practices to help keep your data safe.
9. Your Data Protection Rights
Under data protection laws, you have certain rights in relation to the personal data we hold about you. These may include:
Right of access: You can request confirmation of whether we process your personal data and obtain a copy of the data, together with certain information about how it is used.
Right to rectification: You can request that we correct or complete any inaccurate or incomplete personal data we hold about you.
Right to erasure: In certain circumstances, you can request that we delete your personal data, for example where the data is no longer needed for the purposes for which it was collected and we are not required to retain it.
Right to restriction of processing: You can ask us to restrict the processing of your personal data in certain situations, such as while we verify its accuracy or consider an objection.
Right to object: You may object to our processing of your personal data where we rely on legitimate interests as our lawful basis, including for direct marketing. We will stop processing unless we have compelling legitimate grounds or are required to continue for legal reasons.
Right to data portability: Where processing is based on your consent or on a contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used, machine-readable format and to transmit it to another controller.
Right to withdraw consent: Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing based on consent before it was withdrawn.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your data protection rights have been breached.
10. Updates to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or other factors. Any changes will take effect when the updated policy is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we process your personal data.
If you have any questions about this Privacy Policy or how we handle your personal data, you can contact us using our usual contact channels.
