Privacy Policy - Man With Van Hayes

This Privacy Policy explains how Man With Van Hayes collects, uses, stores, shares, and protects personal data when providing moving, transport, and related services. It applies to all Man With Van Hayes customers in the area, including individuals, households, and businesses that use or enquire about our services. We are committed to handling personal information lawfully, fairly, and transparently in line with the General Data Protection Regulation (GDPR) and applicable UK data protection laws.

1. Who We Are

Man With Van Hayes is a removals and transport service provider. In the course of operating our business, we may process personal data belonging to customers, prospective customers, suppliers, and other individuals involved in a booking or service arrangement. This policy explains our approach to privacy and data protection in clear and practical terms.

2. Personal Data We Collect

We only collect information that is relevant and necessary for operating our services, managing bookings, and meeting legal obligations. The categories of personal data we may collect include:

Identity information such as your name and, where relevant, the name of a business or organisation.
Contact details such as phone number, email address, and service address.
Booking information including move dates, locations, property access details, inventory notes, and service preferences.
Payment and billing data such as payment status, invoices, and transaction records.
Communication records including enquiries, messages, complaints, and service-related correspondence.
Service information relating to items to be moved, special handling requirements, and instructions provided by you.
Technical data if you contact us through digital systems, such as basic device or usage information captured by service tools.

We do not intentionally collect special category data unless it is necessary and you have chosen to provide it, or unless a legal basis exists for processing it. Special category data includes information about health, religion, political opinions, or other sensitive matters. If such information is provided to help us deliver a service safely or properly, we will only process it where permitted by law and with suitable safeguards.

3. How We Use Your Data

We use personal data to operate our services effectively and responsibly. Common purposes include:

handling enquiries and providing quotations;
confirming and managing bookings;
planning routes, schedules, and delivery arrangements;
communicating with customers about service updates;
issuing invoices and managing payments;
responding to complaints or service issues;
maintaining business records and internal administration;
meeting legal, regulatory, tax, and accounting requirements;
protecting our business, staff, customers, and property from fraud or misuse.

We will always make sure our use of your data is limited to what is necessary for these purposes. Privacy and data minimisation are central to how we work.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis for every activity involving personal data. Depending on the situation, we rely on one or more of the following legal grounds:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes arranging a quote, confirming a booking, completing a move, and processing payments.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include managing operations, improving services, preventing fraud, and keeping accurate records.

Legal Obligation

We may process and retain data where required to comply with legal obligations, including tax law, accounting rules, and record-keeping duties.

Consent

In limited cases, we may rely on your consent, for example where you choose to provide information that is not required for the service. If consent is used, you may withdraw it at any time, without affecting the lawfulness of processing already carried out.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties where necessary to deliver our services or manage our business. These third parties may act as processors or independent controllers depending on the service they provide. We require all processors to handle personal data securely and only according to our instructions.

Examples of processors and service providers may include:

IT and cloud service providers that host records, communications, or scheduling systems;
accounting and bookkeeping providers that support invoicing, tax, and financial administration;
payment service providers that help process transactions;
customer communication tools used to manage calls, emails, and service updates;
professional advisers such as accountants or legal advisers where necessary;
public authorities or regulators where disclosure is required by law.

We do not sell personal data. If data must be transferred outside the UK or EEA, we will ensure appropriate safeguards are in place, such as approved contractual protections or other legally valid transfer mechanisms.

6. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected, or for as long as required by law. Retention periods vary depending on the type of record and the reason for keeping it. In general:

booking and service records are kept for a reasonable period after completion to handle disputes, follow-up, or business administration;
invoicing and accounting data are retained for the period required by tax and accounting laws;
customer correspondence may be stored for a limited period to support service quality and record-keeping;
where data is no longer needed, it will be securely deleted, anonymised, or otherwise disposed of.

We review retained data periodically to ensure it is still necessary. When information is no longer needed, we aim to remove it promptly and safely.

7. Data Security

We use appropriate technical and organisational measures to help protect personal data against unauthorised access, loss, alteration, or disclosure. These measures may include access controls, password protection, secure storage, and limiting access to data to those who need it for business purposes.

Although we take security seriously, no system can be guaranteed to be completely secure. If a personal data breach occurs that may affect your rights or freedoms, we will respond in accordance with applicable law and take reasonable steps to reduce any risk.

8. Your Rights Under GDPR

Depending on the legal basis and the circumstances of processing, you have a number of rights regarding your personal data. These may include:

Right of access – to request a copy of the personal data we hold about you;
Right to rectification – to ask us to correct inaccurate or incomplete data;
Right to erasure – to ask us to delete personal data in certain circumstances;
Right to restriction – to request limited use of your data in certain situations;
Right to object – to object to processing based on legitimate interests;
Right to data portability – to receive certain data in a structured, commonly used format where applicable;
Right to withdraw consent – where processing is based on consent;
Right to complain – to raise concerns with the relevant data protection authority if you believe your rights have been infringed.

We may need to verify your identity before fulfilling a request to protect your privacy and prevent unauthorised access. Some rights may not apply in every case, especially where we must retain information for legal reasons.

9. Data Accuracy and Your Responsibilities

We rely on the information you provide to deliver services correctly. Please make sure your personal data is accurate and up to date, especially booking details, addresses, and contact information. If any details change, you should let us know so our records remain accurate and useful.

10. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is necessary in connection with a household move or similar service arrangement. In such cases, we will only process the data needed to provide the service and will apply appropriate safeguards.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. Any changes will take effect when the revised policy is made available. We encourage you to review this policy periodically so you remain informed about how we use your personal data.

12. Summary of Our Commitment

Man With Van Hayes is committed to respecting your privacy and handling your information responsibly. We collect only the data we need, use it for clear and lawful purposes, keep it only as long as necessary, and share it only with trusted processors or where required by law. We also support your rights to access, correct, delete, restrict, object to, and manage your personal data.

By using our services, you acknowledge that your personal data may be processed in accordance with this Privacy Policy and applicable data protection laws. Our aim is to operate with transparency, fairness, and security at every stage of the customer relationship.