Hackney Man and Van Privacy Policy
This Privacy Policy explains how Hackney Man and Van collects, uses, stores and shares personal data relating to customers and prospective customers in the Hackney area. It also describes your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Hackney Man and Van customers and service users in the Hackney area, including anyone who contacts us to request a quotation, make a booking, or communicate with us about our services.
Who we are and scope of this policy
Hackney Man and Van provides transport, moving and related services to domestic and business customers in the Hackney area. For the purposes of data protection law, Hackney Man and Van is the data controller in respect of the personal data we collect and use about you. This means we determine the purposes and means of processing your personal data.
This Privacy Policy covers personal data we collect through our website, over the telephone, in person, and through any other communication channel we may use to communicate with you in the context of providing or marketing our services.
Personal data we collect
We only collect personal data that is necessary for the purposes described in this Privacy Policy. Depending on how you engage with us, we may collect the following categories of data:
Identification and contact details, such as your full name, postal address, service address, and any alternative contact details you choose to provide. Service and booking information, such as details of the property to be moved from and to, dates and times for moves, access details, parking information, inventory or item descriptions, and special instructions relevant to the service. Communication records, such as information contained in enquiries, messages, feedback, complaints or other communications between you and Hackney Man and Van. Transaction information, such as details relating to services provided, prices quoted, amounts paid, payment method type, and invoicing details. Technical and usage information, where applicable, such as information about how you use our website or online tools, including basic log data and device information, where this is collected.
We do not intentionally collect special category personal data such as health information, racial or ethnic origin, or similar sensitive information. We ask that you do not provide such data to us unless it is strictly necessary for the provision of our services and you choose to share it with us.
How we collect your data
We collect personal data directly from you when you contact us for a quotation, request a service, communicate with us by phone or in writing, or otherwise engage with Hackney Man and Van. We may also collect information when you provide data via online enquiry forms or when you respond to our marketing or promotional activity.
In some cases, we may receive personal data about you from third parties where it is lawful for them to share it with us. For example, a business partner or referral contact may share your name and contact details so that we can provide you with a quotation or service that you have requested or agreed to hear about.
Lawful bases for processing your data
We process your personal data only where we have a valid lawful basis under data protection law. Depending on the circumstances, we rely on the following lawful bases:
Contract: We process your personal data where it is necessary to enter into, or perform, a contract with you. This includes providing quotations, managing bookings, delivering our man and van services, and handling payments and related administration. Legal obligation: We may process your data where it is necessary to comply with legal or regulatory obligations, such as record-keeping, tax, or accounting requirements. Legitimate interests: We may process your personal data where it is necessary for our legitimate business interests or those of a third party, and where your rights and freedoms do not override those interests. This includes managing and improving our services, responding to enquiries, handling complaints, ensuring security and preventing fraud, and maintaining appropriate business records. Consent: In limited circumstances, we may rely on your consent, for example where we send you certain types of direct marketing communications. Where consent is used, you have the right to withdraw your consent at any time.
How we use your personal data
We use your personal data for the following purposes:
To provide quotations and estimates for man and van services in response to your enquiries. To manage bookings and deliver our services, including planning routes, staffing jobs, and ensuring appropriate equipment and vehicle allocation. To communicate with you about your booking, including confirmations, updates and any issues that may arise before, during or after the service. To manage our relationship with you, including handling feedback, resolving complaints and responding to your requests. To conduct internal record-keeping, financial administration, invoicing and payment processing. To maintain and improve our services and business operations, including training, quality control and planning. To comply with legal obligations and respond to lawful requests from authorities where required.
Data sharing and processors
We do not sell your personal data. We may share your personal data with trusted third parties who act as data processors on our behalf. These service providers only process personal data in accordance with our instructions and for the purposes described in this Privacy Policy. They are required to keep your data secure and to comply with applicable data protection laws.
Examples of data processors and recipients include:
IT and hosting providers that support our website, systems and data storage. Payment and accounting service providers used to process payments and manage our financial records. Customer management and communication service providers that help us manage bookings and communications. Professional advisers such as accountants or legal advisers, where necessary for our legitimate business purposes or to meet legal obligations.
In certain circumstances, we may also need to share your personal data with authorities, regulators, or law enforcement agencies where we are required to do so by law or where this is necessary to protect the rights, property or safety of Hackney Man and Van, our customers or others.
International transfers
Where any of our service providers are located outside the United Kingdom, we will ensure that an adequate level of protection is in place for your personal data. This may include relying on adequacy regulations or using standard contractual clauses or equivalent safeguards approved by data protection authorities.
Data retention
We keep your personal data only for as long as necessary for the purposes for which it was collected, including to meet any legal, accounting or reporting requirements. The precise retention period will vary depending on the nature of the data and our legal obligations.
As a general guideline, we normally retain customer and booking records for a period that allows us to handle any follow-up queries, complaints or legal claims, and to comply with statutory retention periods. After the relevant retention period expires, we will securely delete or anonymise your personal data.
Data security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, misuse, alteration or disclosure. These measures include restricting access to personal data to personnel and service providers who need to know it for legitimate business purposes, and applying appropriate physical, electronic and managerial safeguards.
Your data protection rights
Under data protection law, you have a number of rights in relation to your personal data. These rights apply subject to certain exceptions and limitations:
Right of access: You have the right to request a copy of the personal data we hold about you and to obtain information about how it is processed. Right to rectification: You have the right to ask us to correct or update inaccurate or incomplete personal data. Right to erasure: In certain circumstances, you have the right to request that we delete your personal data. Right to restriction of processing: You may have the right to request that we restrict the processing of your personal data in specific situations. Right to data portability: In some cases, you 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 profiling, and to object to direct marketing at any time. 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, without affecting the lawfulness of processing before withdrawal.
If you wish to exercise any of these rights, you can contact Hackney Man and Van using the contact details made available through our usual communication channels. We may need to verify your identity before responding to your request.
Complaints and contact
If you have any concerns about how we handle your personal data, please contact Hackney Man and Van in the first instance so that we can try to resolve the issue. You also have the right to lodge a complaint with the Information Commissioner s Office, which is the UK supervisory authority for data protection matters.
Updates to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or other factors. When we make changes, we will revise the date of the update and will make the current version available to customers. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
