Man with Van Aldborough Hatch Privacy Policy

This Privacy Policy explains how Man with Van Aldborough Hatch collects, uses, stores, and protects personal data relating to our customers and prospective customers. It applies to all individuals using our services in Aldborough Hatch and the surrounding area, including when you contact us to request a quotation, make a booking, or communicate with us about any of our services.

We are committed to complying with the United Kingdom General Data Protection Regulation and the Data Protection Act 2018. We only process personal data in a lawful, fair, and transparent manner and take appropriate measures to keep your information secure.

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 your name, postal address, collection and delivery addresses, and your preferred contact details. Booking and service details such as dates and times of your move or collection, the type and size of the job, access requirements, and special instructions you provide in relation to the service. Communication records such as information included in emails, messages, letters, and any notes we make of telephone conversations that are relevant to managing your enquiry or booking. Payment and transaction details such as information needed to process payments for our services, including the amount paid, date, time, and method of payment. We do not store full card details when a third party payment processor is used. Technical information where applicable such as basic device or browser details and general usage data relating to visits to our website to help us understand service performance and security.

We do not intentionally collect special category data such as health information, nor do we collect data relating to children in the course of providing our standard services. If you voluntarily provide such information, for example to explain access or safety considerations, we will only use it where it is strictly necessary to perform the service.

How and why we use your personal data

We use your personal data only for specified and legitimate purposes and do not process it in a way that is incompatible with those purposes. Our main purposes are to provide and manage our man with van services in the Aldborough Hatch area and to respond to your enquiries.

Typical uses of your data include responding to quotation requests and enquiries, creating and managing bookings, planning routes and logistics for your move or delivery, communicating with you before, during, and after the service, processing payments and issuing invoices or receipts, managing any queries, complaints, or claims, maintaining business records for accounting, audit, and tax purposes, improving our services and internal processes, and complying with legal or regulatory requirements.

Lawful basis for processing

We rely on several lawful bases under data protection law when processing your personal data. The specific basis depends on the context in which the data is collected.

Contractual necessity applies when we process personal data in order to provide you with our services or to take steps at your request before entering into a contract, for example providing a quote, confirming a booking, planning and carrying out the job, and managing payment. Legal obligation applies where we are required to process and retain certain information to comply with legal, tax, or regulatory requirements, for example record keeping for accounting or responding to lawful requests from authorities. Legitimate interests applies where the processing is necessary for our legitimate business interests and those interests are not overridden by your rights and freedoms. This may include using your data to manage and improve our services, handle routine business administration, prevent fraud, or protect our legal rights. Where we rely on legitimate interests, we consider the impact on your privacy and only use data in a way you would reasonably expect.

If we ever rely on consent for a specific type of processing, we will make this clear at the point of collection and explain how you can withdraw your consent at any time.

Data sharing and processors

We do not sell your personal data. We may share limited personal data with selected third parties where necessary to provide our services, operate our business, or meet legal obligations.

Categories of recipients may include payment processors that handle payments on our behalf, subject to appropriate security and data protection measures. Professional advisers such as accountants or legal advisers where such information is needed for accounting, auditing, legal, or insurance related purposes. Service providers acting as data processors who provide technology, administrative, or support services, such as systems used for bookings, secure data storage, or communication tools. These providers are only allowed to process personal data in accordance with our instructions and must protect your data in line with data protection laws.

We may also share personal data with law enforcement bodies, regulators, or other authorities where this is required by law or necessary to protect our rights, property, or safety or the rights, property, or safety of others.

Data retention

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

In general, information relating to bookings, payments, and invoices is retained for a period consistent with statutory limitation periods and tax laws. This allows us to respond to any queries, disputes, or legal claims and to comply with our obligations to keep accurate financial records. Information collected solely for enquiries or quotations that do not result in a booking may be retained for a shorter period, sufficient to manage follow up communication and routine business analysis.

When personal data is no longer required, we will securely delete it or anonymise it so that it can no longer be associated with an identifiable individual.

International transfers

Where we use third party service providers whose systems are located outside the United Kingdom, your personal data may be transferred to and processed in those countries. In such cases, we ensure that appropriate safeguards are in place, such as relying on adequacy regulations or using standard contractual clauses approved under data protection law, to protect your information to a standard equivalent to that in the United Kingdom.

How we protect your information

We take reasonable technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. Measures may include access controls, secure storage, data minimisation, and staff awareness of privacy responsibilities. While no system can guarantee absolute security, we aim to ensure that any personal data we process is handled with care and kept appropriately protected.

Your data protection rights

Under data protection law, you have certain rights in relation to the personal data we hold about you. These rights apply to all customers and users of Man with Van Aldborough Hatch services in the area, subject to applicable legal conditions and exemptions.

You have the right to request access to the personal data we hold about you and to receive a copy of that data. You have the right to request correction of any inaccurate or incomplete personal data we hold about you. You have the right to request erasure of your personal data in certain circumstances, for example where it is no longer needed for the purposes for which it was collected and we have no legal obligation to retain it. You have the right to request restriction of processing in certain situations, such as while we verify the accuracy of data you believe is incorrect. You have the right to object to processing based on our legitimate interests where you believe your rights and interests outweigh our reasons for processing. You have the right to data portability in certain cases, allowing you to receive the personal data you provided to us in a structured, commonly used, and machine readable format and to request that we transfer it to another controller where technically feasible.

You also have the right to lodge a complaint with the relevant supervisory authority if you are concerned about how we handle your personal data. We encourage you to contact us first so that we can try to resolve any concerns.

Use of services in the Aldborough Hatch area

This Privacy Policy applies to all Man with Van Aldborough Hatch customers and prospective customers in Aldborough Hatch and the surrounding area, regardless of how you contact us or arrange your service. By requesting a quotation, making a booking, or otherwise using our services, you acknowledge that you have been informed of how we use and protect your personal data as described in this policy.

Changes 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. Any changes will take effect when the revised policy is made available. We recommend that you review this Privacy Policy periodically to stay informed about how we protect your information.