Privacy Policy
Man with Van Hayes Privacy Policy
This Privacy Policy explains how Man with Van Hayes collects, uses, stores, and protects personal data relating to our customers and prospective customers in our service area. It also describes your rights under the UK General Data Protection Regulation and other applicable data protection laws, and how you can exercise those rights.
Scope of this Privacy Policy
This Privacy Policy applies to all customers and prospective customers of Man with Van Hayes in our operating area, including individuals making enquiries, booking services, or otherwise interacting with us in relation to our man and van and removal services. By engaging with us, you acknowledge that you have read and understood this Privacy Policy.
Data Controller
Man with Van Hayes is the data controller for the personal data described in this Privacy Policy. This means we determine the purposes and means of processing your personal data when you use our services or contact us regarding our services.
Personal Data We Collect
We may collect and process the following categories of personal data about you:
Identity and contact information: name, address, pick-up and delivery addresses, contact details such as telephone number and other communication details you provide.
Service and booking information: details of the requested service, inventory or description of items to be moved, dates and times of bookings, access information for properties, and any special instructions you provide.
Payment-related information: information relating to payments such as amounts charged, payment method type, and payment status. We do not store full payment card details; these are processed by our payment processors where applicable.
Communication records: details of communications with you, including enquiries, quotes, emails, messages, and any feedback or complaints.
Technical and usage information: to the extent you use our website or online tools, we may collect technical data such as IP address, browser type, visit times, and pages viewed, through logs or similar technologies.
How We Collect Your Data
We collect personal data directly from you when you contact us by phone, website forms, or other communication methods, when you request a quote, when you confirm a booking, when services are provided, and when you give feedback. We may also receive information about you indirectly from third parties who you have authorised to share information with us, such as online directories, comparison platforms, or referral partners.
Purposes and Lawful Bases for Processing
We only process your personal data when we have a lawful basis to do so. The purposes for which we process your data and the corresponding lawful bases include:
Providing quotes and responding to enquiries: To respond to your requests for information or quotations and to communicate with you about potential services. The lawful basis is taking steps at your request prior to entering into a contract and our legitimate interests in responding to enquiries.
Providing our services and managing bookings: To perform our man and van, collection, delivery, and related services, manage your booking, coordinate logistics, and communicate any updates. The lawful basis is performance of a contract with you.
Billing and payment administration: To issue invoices, process payments, handle refunds, and maintain financial records. The lawful basis is performance of a contract and compliance with legal obligations relating to accounting and taxation.
Customer support and complaints handling: To resolve issues, respond to complaints, and provide aftercare. The lawful basis is our legitimate interests in maintaining customer relationships and improving our services, and in some cases performance of a contract.
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. The lawful basis is your consent where required, or our legitimate interests in promoting our services, subject to your right to opt out at any time.
Security, fraud prevention, and legal compliance: To protect our business, customers, and staff, to prevent misuse of our services, and to comply with legal obligations or respond to lawful requests from authorities. The lawful bases are compliance with legal obligations and our legitimate interests in protecting our business and customers.
Data Retention
We retain personal data only for as long as necessary for the purposes for which it was collected, including to satisfy any legal, accounting, or reporting requirements. The precise retention periods may vary depending on the nature of the data and our legal obligations.
In general, booking and service records, along with associated contact details and invoices, are typically retained for a number of years in line with statutory limitation periods and tax and accounting rules. Communication records may be retained for a shorter period, unless they form part of a contractual or legal record which must be retained longer.
When personal data is no longer required, we will securely delete or anonymise it so that it can no longer be associated with you.
Data Processors and Third Party Recipients
We may engage third party service providers to act as data processors and process personal data on our behalf. These may include:
Payment processors: to securely process payments for our services.
IT and hosting providers: to host our website, email services, and other business systems.
Customer relationship and booking tools: to help us manage bookings, quotes, and communication.
Professional advisers: such as accountants or legal advisers where necessary for business administration or legal advice.
We require all such processors to respect the security of your personal data and to process it only in accordance with our instructions and applicable data protection laws. We do not sell your personal data to third parties.
International Transfers
Where personal data is transferred outside the United Kingdom or the European Economic Area by our service providers, we take steps to ensure that appropriate safeguards are in place. These may include the use of standard contractual clauses or reliance on other recognised transfer mechanisms to ensure that your data is protected to a level essentially equivalent to that in the United Kingdom.
Data Security
We take appropriate technical and organisational measures to protect your personal data from unauthorised access, accidental loss, destruction, or damage. Measures may include restricted access to systems, secure storage of records, encryption or pseudonymisation where appropriate, and staff awareness of data protection responsibilities.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions. These rights include:
Right of access: You have the right to obtain confirmation as to whether we process personal data about you and, if so, to request a copy of that data and certain related information.
Right to rectification: You have the right to request correction of inaccurate personal data and to have incomplete data completed.
Right to erasure: You have the right to request that we delete your personal data in certain circumstances, for example where it is no longer needed for the purposes for which it was collected, or where you have withdrawn consent and there is no other legal basis for processing.
Right to restriction of processing: You have the right to request that we restrict processing of your personal data in certain situations, such as while we verify the accuracy of the data or consider an objection you have raised.
Right to data portability: Where our processing is based on consent or the performance of a contract and carried out by automated means, you have the right to request that we provide your personal data in a structured, commonly used, machine-readable format, or that we transmit it to another controller where technically feasible.
Right to object: You have the right to object to processing of your personal data that is based on our legitimate interests, including profiling based on those interests. You also have the right to object at any time to the processing of your personal data for direct marketing purposes.
Rights in relation to consent: Where we rely on your consent to process your data, you have the right to withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before the withdrawal.
Exercising Your Rights
If you wish to exercise any of your data protection rights, or if you have questions about how we handle your personal data, you can contact us using the details provided on our website or through the usual communication methods you use to reach us. We may need to verify your identity before responding to your request, particularly where sensitive or large volumes of data are involved. We aim to respond to all legitimate requests within the timeframes set out in applicable data protection law.
Complaints
If you have concerns about how we handle your personal data, we encourage you to contact us first so that we can try to resolve the issue. You also have the right to lodge a complaint with the relevant data protection supervisory authority in the United Kingdom if you believe that your data protection rights have been infringed.
Updates to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or for other operational reasons. Any changes will be posted in the latest version of this Privacy Policy. You should review this policy periodically to stay informed about how we protect your personal data.
