Man with Van Hadley Wood Privacy Policy
This Privacy Policy explains how Man with Van Hadley Wood collects, uses, stores and protects personal data of all customers and prospective customers in the Hadley Wood area. It also sets out your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. By contacting us, requesting a quotation, booking a service, or otherwise using our services, you acknowledge that you have read and understood this Privacy Policy.
Scope of this Privacy Policy
This Privacy Policy applies to all services provided by Man with Van Hadley Wood to individuals and businesses located in the Hadley Wood area. It covers personal data processed in connection with enquiries, quotations, bookings, payments and the delivery of man and van, moving and related services.
Data Controller
For the purposes of data protection law, Man with Van Hadley Wood is the data controller in relation to the personal data described in this Privacy Policy. This means we determine the purposes and means of processing your personal data.
Personal Data We Collect
We may collect and process the following categories of personal data about you:
Identification and contact details: name, address, pick-up and delivery addresses, billing address, and general contact details such as your preferred method of contact.
Booking and service information: details of your move or transport request, property access information where relevant, inventory or item descriptions, preferred dates and times, and any special instructions you provide to enable us to perform the service.
Payment and transaction data: records of payments you make for our services, the amount paid, the date of payment and related financial records. We do not store full payment card details when third-party payment processors are used, but we may receive limited information confirming the status of your payment.
Communication records: records of communications with you, such as enquiries, quotation requests, complaints, feedback, and any follow-up correspondence by phone, SMS, online forms or other communication channels you choose to use.
Website and usage data: basic technical and usage data related to visits to our online information pages, such as the pages visited and the date and time of access, where this is necessary for the operation and security of our services.
How We Collect Your Data
We collect personal data directly from you when you contact us to request information or a quotation, when you provide details required to carry out a move or delivery, when you confirm or amend a booking, when you make a payment, and when you provide feedback or make a complaint.
We may also receive personal data indirectly if a third party arranges a move or delivery on your behalf and provides us with your contact details and relevant service information. In such cases, the third party is responsible for ensuring that you are informed about the sharing of your data with us.
Lawful Basis for Processing
We only process your personal data where we have a lawful basis under data protection law. The main lawful bases we rely on are:
Contract: we process personal data where it is necessary to enter into or perform a contract with you, for example to provide quotations, confirm bookings, carry out moves, issue invoices and manage payments.
Legal obligation: we process data where necessary to comply with our legal obligations, such as keeping appropriate accounting and tax records.
Legitimate interests: we may process data on the basis of our legitimate interests where these are not overridden by your rights and freedoms. This includes managing our business operations, improving our services, maintaining service safety and security, handling customer enquiries, and keeping basic records of past customers for reference, repeat business and dispute resolution.
Consent: in limited circumstances, we may rely on your consent, for example where we send certain types of direct marketing that require consent. You can withdraw your consent at any time.
How We Use Your Personal Data
We use your personal data for the following purposes:
To respond to enquiries and provide quotations for our services.
To schedule, manage and deliver man and van and related services in the Hadley Wood area.
To communicate with you about your booking, including confirmations, changes and any service updates.
To process payments and maintain accurate financial and accounting records.
To manage customer relationships, handle feedback, resolve complaints and manage disputes.
To maintain the safety and security of our staff, customers and property during provision of services.
To manage our business operations, including service planning, performance monitoring and improvement.
To comply with our legal and regulatory obligations and respond to lawful requests from public authorities.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with trusted third parties where necessary for the purposes described in this Privacy Policy and where appropriate safeguards are in place.
Service providers and processors: we may use external companies to provide certain services on our behalf, such as payment processing, accounting support, IT support or secure data storage. These organisations act as data processors and are only allowed to process your personal data in accordance with our instructions and applicable data protection law.
Professional advisers: we may share data with professional advisers such as accountants or legal advisers where necessary to obtain advice or protect our legal rights.
Authorities: we may disclose personal data when required to do so by law, or when we believe in good faith that such disclosure is necessary to comply with legal obligations, to protect our rights or the rights of others, or to assist in the detection or prevention of crime or fraud.
Where we engage processors, we take steps to ensure that they provide sufficient guarantees to implement appropriate technical and organisational measures so that processing will meet legal requirements and protect your rights.
Data Retention
We keep personal data only for as long as is necessary for the purposes for which it was collected, or as required by law.
Customer and booking records: in general, we retain records relating to bookings, invoices and payments for the period required by applicable tax and accounting laws. This is typically several years from the end of the financial year in which the transaction took place.
Enquiry records: information relating to enquiries and quotations that do not result in a booking may be retained for a limited period to manage follow-up enquiries, monitor demand and improve services.
Complaint and dispute records: data relating to complaints or disputes may be retained for as long as necessary to resolve the issue and for any period required to protect our legal rights.
When data is no longer needed, we will delete it or anonymise it so that it can no longer be associated with an identifiable individual.
Data Security
We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include restricting access to personal data to those employees and contractors who need it to perform their duties and taking reasonable steps to ensure that anyone with access to personal data is subject to confidentiality obligations.
International Transfers
Our services are primarily provided within the Hadley Wood area and the United Kingdom. If in the future we transfer personal data outside the United Kingdom or the European Economic Area, we will ensure that any such transfer is made in compliance with applicable data protection laws, using appropriate safeguards to protect your data.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These include:
Right of access: you have the right to request confirmation that we process your personal data and to request a copy of the data we hold about you, together with certain information about how we use it.
Right to rectification: you have the right to ask us to correct inaccurate personal data and to complete incomplete data.
Right to erasure: in certain circumstances, you have the right to request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected, or where you withdraw consent and there is no other legal basis for processing.
Right to restriction of processing: you may request that we restrict the processing of your personal data in certain situations, such as where you contest the accuracy of the data or object to our use of it.
Right to data portability: where processing is based on 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 and machine-readable format and to transmit it to another controller.
Right to object: you have the right to object to processing based on our legitimate interests, including any direct marketing. We will stop processing your data for such purposes unless we can demonstrate compelling legitimate grounds to continue.
Right to withdraw consent: where we rely on your consent to process your personal 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 consent was withdrawn.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe 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 services, legal requirements or data protection practices. Any updated version will apply to all new and existing customers in the Hadley Wood area from the date it is made available. You should review this Privacy Policy periodically to remain informed about how we protect and use your personal data.
Contact Regarding Privacy
If you have any questions about this Privacy Policy or about how Man with Van Hadley Wood processes your personal data, or if you wish to exercise any of your data protection rights, you can contact us using the usual contact details we provide for our services and bookings.
