Privacy Policy - Hackney Man And Van

Hackney Man And Van is committed to protecting the privacy and personal data of all customers, prospective customers, and website or service users in the Hackney area. This Privacy Policy explains how we collect, use, store, share, and protect personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all Hackney Man And Van customers in the area and to anyone who uses our services or interacts with us in connection with a booking, quotation, or moving service.

We believe in being transparent about our data practices. This policy is written to help you understand what information we collect, why we collect it, how long we keep it, and what rights you have over it. By using our services, you acknowledge that your personal data may be processed as described in this policy.

1. Information We Collect

We may collect and process different types of personal data depending on how you interact with us. The information we collect is limited to what is necessary for the purposes explained in this policy.

Information you provide to us

Identity details such as your name and title.
Contact details such as your phone number and email address.
Service details including pickup and delivery addresses, property access notes, moving dates, and item descriptions.
Payment information such as billing details and transaction records.
Communication records including enquiries, complaints, feedback, and correspondence.
Special instructions you provide that are relevant to the moving service.

Information collected automatically

When you contact us electronically, we may collect limited technical data, such as device or browser information, IP address, and usage details if relevant to service delivery or website security. This information is used only where necessary for legitimate business or security purposes.

2. How We Use Your Data

We use personal data only for specific, lawful, and relevant purposes. The main reasons we process personal information are to:

Provide quotations and manage bookings.
Deliver moving, transport, packing, and related services.
Communicate with you before, during, and after a move.
Process payments, issue invoices, and keep financial records.
Respond to enquiries, complaints, and customer support requests.
Maintain internal business records and service quality.
Protect against fraud, misuse, or unauthorised access.
Comply with legal, tax, accounting, and regulatory obligations.

We do not sell your personal data. Any use of your information is limited to what is necessary for providing our services, meeting legal duties, or improving our business operations in a proportionate way.

3. Lawful Basis for Processing

Under GDPR, we must have a lawful basis for each type of personal data processing. Hackney Man And Van relies on the following lawful bases:

Contract – We process your data when it is necessary to enter into or perform a contract with you, including providing quotations, confirming bookings, and completing moving services.
Legal obligation – We process certain data to comply with tax, accounting, insurance, record-keeping, and other legal requirements.
Legitimate interests – We may process data where it is reasonably necessary for our legitimate business interests, such as managing operations, improving services, preventing fraud, and handling customer communications, provided these interests do not override your rights and freedoms.
Consent – In limited situations, we may rely on your consent, for example where it is required for optional marketing communications or other non-essential processing. You may withdraw consent at any time.

Where we rely on legitimate interests, we assess the impact on your privacy and ensure that processing remains proportionate and necessary.

4. Sharing Your Information

We may share personal data with selected third parties when necessary to deliver our services or meet legal obligations. These third parties act as processors or independent controllers depending on the nature of their role.

Examples may include:

Payment service providers that process card or transfer payments.
IT and hosting providers that support our secure business systems.
Accountants and bookkeeping providers for financial administration and compliance.
Insurance providers where required for claims handling or risk management.
Legal or regulatory authorities where disclosure is required by law or to protect our rights.

We only share the minimum information needed for the relevant purpose. Any processor acting on our behalf is required to handle your data securely, lawfully, and in accordance with our instructions.

5. Data Retention

We retain personal data only for as long as necessary to fulfil the purpose for which it was collected, including satisfying legal, accounting, insurance, and reporting requirements.

Typical retention periods may include:

Booking and service records: retained for a reasonable period after the job is completed.
Invoices and payment records: retained for the period required by tax and accounting law.
Customer correspondence: retained only as long as needed to resolve enquiries or maintain service history.
Complaint or dispute records: retained until the matter is resolved and any follow-up obligations have ended.

When data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you. In some cases, legal obligations may require us to retain certain information for longer than usual.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limited access to personal information on a need-to-know basis.

While no system can be guaranteed to be completely secure, we work to reduce risks and to handle data responsibly. If a personal data breach occurs that is likely to result in a risk to your rights and freedoms, we will respond in line with applicable legal requirements.

7. Your Rights

As a data subject under GDPR, you have a number of rights in relation to your personal data. These rights may be subject to conditions and exemptions under the law, but we will always consider your request carefully.

Right of access – You can request a copy of the personal data we hold about you.
Right to rectification – You can ask us to correct inaccurate or incomplete information.
Right to erasure – You can request deletion of your data in certain circumstances.
Right to restrict processing – You can ask us to limit how we use your data in specific cases.
Right to object – You can object to processing based on legitimate interests or direct marketing.
Right to data portability – You can request your data in a structured, commonly used, machine-readable format where applicable.
Right to withdraw consent – Where processing is based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your rights have been infringed. We encourage you to raise any concerns with us first so we can try to resolve the issue promptly.

8. Third-Party Processors

Where we use third-party processors, they are only permitted to process personal data on our instructions and for the purposes we specify. We require processors to implement appropriate safeguards and to keep your data confidential.

Examples of processor obligations include:

Using secure systems and restricted access controls.
Processing data only for agreed business purposes.
Not using your data for their own unrelated purposes.
Taking appropriate steps to delete or return data when services end.

We remain responsible for ensuring that any processor we use is suitable and that processing arrangements meet GDPR standards.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or the way we process data. When we do, we will publish the updated version and revise the effective date where appropriate. We encourage you to review this policy periodically so that you remain informed about how we use your personal data.

10. Scope of This Policy

This Privacy Policy applies to all Hackney Man And Van customers in area, including anyone who requests a quote, makes a booking, receives a moving service, or communicates with us in connection with our business. It is intended to provide a clear and transparent explanation of how your information is managed.

We aim to process your personal data in a lawful, fair, and secure manner. Our commitment is to respect your privacy while delivering a reliable service. If we need to use your information for a purpose not covered by this policy, we will only do so where we have a valid lawful basis and, where required, will notify you appropriately.

By using Hackney Man And Van services, you acknowledge that you have read and understood this Privacy Policy.