Privacy Policy - Man With Van Colney Hatch

This Privacy Policy explains how Man With Van Colney Hatch collects, uses, stores, and protects personal data when providing removal, transport, loading, unloading, and related services. It applies to all Man With Van Colney Hatch customers in the area, including individuals, households, landlords, tenants, and business clients who use our services. We are committed to handling personal data lawfully, fairly, and transparently in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Man With Van Colney Hatch provides moving and transport services for local and regional customers. For the purpose of data protection law, we act as a data controller when we determine the purposes and means of processing personal data collected from customers, prospects, and other service users. This policy explains what data we collect and why we collect it.

2. Personal Data We Collect

We collect only the information needed to provide and manage our services effectively. The categories of personal data we may process include:

Identity data: name, title, and any details needed to identify the customer or authorised contact.
Contact data: address, telephone number, email address, and service location details.
Booking and service data: move date, inventory information, property access details, special handling requests, and service preferences.
Payment data: payment status, invoice records, transaction references, and limited billing details required for accounting.
Communication data: messages, call notes, complaints, feedback, and service-related correspondence.
Technical data: basic information such as device or browser details if you contact us through digital channels, where relevant to security or troubleshooting.

We do not deliberately collect special category data unless it is strictly necessary and you have provided it voluntarily, for example where such information is relevant to a service request and required for safe delivery.

3. How We Use Your Data

We use personal data to operate our business and deliver services in a professional way. Typical uses include:

processing enquiries and providing quotations;
booking and managing removals or transport services;
coordinating staff, vehicles, and equipment;
contacting customers about scheduling, access, or service updates;
issuing invoices, managing payments, and maintaining records;
handling complaints, claims, or service issues;
meeting legal, tax, insurance, and regulatory obligations;
protecting our business, staff, and customers from fraud, misuse, or security risks.

We only use personal data for the purposes for which it was collected unless we reasonably believe that we need to use it for another compatible purpose.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing personal data. Depending on the context, Man With Van Colney Hatch relies on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes managing bookings, delivering services, and handling payments.

Legal Obligation

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

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. This may include responding to enquiries, improving service quality, preventing fraud, maintaining security, and keeping internal records.

Consent

In limited situations, we may rely on your consent, for example if we ask to use information for a purpose not covered by contract, legal obligation, or legitimate interests. Where consent is used, you may withdraw it at any time.

5. Data Sharing and Processors

We may share personal data with trusted third parties who act as processors or independent controllers, but only where necessary and subject to appropriate safeguards. Processors may include:

Accountants and bookkeeping providers for financial administration and tax compliance;
IT and cloud service providers for secure data storage, email, and system support;
Payment processors for handling card or bank payments;
Insurance providers and claims handlers where service incidents, liability matters, or damage claims must be reviewed;
Professional advisers such as legal or compliance advisers where needed;
Subcontracted service partners who assist with delivery of a specific move or transport task.

We require processors to handle personal data securely, use it only for authorised purposes, and protect it in line with data protection law. We do not sell personal data.

6. International Transfers

If any service provider stores or accesses data outside the United Kingdom, we will ensure that suitable safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent protective measures. We take reasonable steps to ensure your data remains protected.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, insurance, and dispute-resolution requirements. Retention periods may vary depending on the type of information and the nature of the service provided.

Booking and service records are generally retained for a period needed to manage the customer relationship and resolve any post-service issues.
Financial and invoice records are retained for the period required by tax and accounting laws.
Complaint, claim, or dispute records may be retained longer where necessary to establish, exercise, or defend legal claims.

When personal data is no longer needed, we will securely delete, anonymise, or archive it in accordance with our retention practices.

8. Data Security

We use appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, restricted permissions, staff confidentiality obligations, and regular review of data handling practices. While no method of transmission or storage is completely risk-free, we work to maintain a high standard of security.

9. Your Rights

As a data subject, you have rights regarding your personal data. Subject to legal conditions and exemptions, 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 information;
Right to erasure: to request deletion of your data in certain circumstances;
Right to restriction: to ask us to limit processing in certain situations;
Right to object: to object to processing based on legitimate interests;
Right to data portability: to request certain information in a structured, commonly used format;
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

To protect your privacy, we may need to verify your identity before responding to a rights request. We aim to respond within the time limits set by law.

10. Automated Decision-Making

We do not use personal data for fully automated decision-making that produces legal or similarly significant effects. If this changes in the future, we will update this policy and provide the required information.

11. Children’s Data

Our services are not directed to children, and we do not knowingly collect personal data from children unless it is necessary in connection with a household move or related service and provided by a responsible adult. Where such data is processed, it will be handled carefully and only for the relevant service purpose.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, business operations, or data handling practices. Any updated version will apply from the date of publication or as otherwise stated. We encourage customers to review this policy periodically so they remain informed about how personal data is used.

13. Summary of Our Commitment

Man With Van Colney Hatch is committed to protecting the privacy of all customers in the area. We collect only the personal data needed to provide our services, rely on lawful bases such as contract, legal obligation, legitimate interests, and consent where appropriate, retain data only for necessary periods, and use trusted processors under appropriate safeguards. We also respect your rights and aim to process personal data in a transparent, secure, and responsible manner.