Man with Van The Hale Privacy Policy

This Privacy Policy explains how Man with Van The Hale collects, uses, stores and protects personal data relating to customers and prospective customers in our service area. It is intended to be compliant with the UK General Data Protection Regulation and, where applicable, the EU General Data Protection Regulation. By using our services, requesting a quote or otherwise providing your personal data to us, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all customers and prospective customers of Man with Van The Hale in our service area, including individuals acting on their own behalf and individuals acting on behalf of a business or organisation. It covers personal data collected through any channel, including in person, by telephone, by post, and through online and digital means.

Personal Data We Collect

We collect and process different types of personal data depending on how you interact with us and which services you use. The categories of data we may collect include:

Identification and contact details, such as your name, address, service addresses for collection and delivery, and general location information.

Communication details, such as your preferred method of contact and the content of emails, messages or other communications you send to us.

Service information, such as the type of moving or transport service you require, details about items to be moved, access information for premises, dates and times of bookings, and related instructions.

Transaction information, such as quotes provided, prices agreed, invoices raised, records of payments and information relating to refunds or disputes.

Technical and usage data that may be collected when you interact with our digital content, such as basic device information, pages visited and general interaction patterns, to the extent that this data can identify or be linked to you.

Any other information that you choose to provide to us in connection with our services, where it is relevant and necessary for us to perform or manage those services.

How We Collect Personal Data

We may collect personal data directly from you when you request a quote, make a booking, communicate with us, provide instructions for a job, or pay for our services. We may also receive personal data about you from third parties, for example where a booking is made on your behalf by a relative, friend, colleague or another business, or from publicly available sources where this is necessary to verify information or to contact you in relation to a service.

Lawful Bases for Processing

We process personal data only where we have a lawful basis to do so under applicable data protection law. Depending on the context, we may rely on one or more of the following lawful bases:

Performance of a contract. We process personal data that is necessary to provide you with our services, to prepare and send quotes, to manage bookings, to carry out collections and deliveries, to issue invoices, and to administer payments.

Compliance with legal obligations. We may process personal data where necessary to comply with legal or regulatory requirements, such as record keeping, tax and accounting obligations, and responding to lawful requests from public authorities.

Legitimate interests. We may process personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include managing and improving our services, preventing fraud, securing our systems and vehicles, training staff, and handling complaints or disputes.

Consent. In limited cases, we may rely on your consent, for example for certain types of marketing or where consent is the appropriate basis under data protection law. Where we rely on consent, you have the right to withdraw your consent at any time.

How We Use Your Personal Data

We use the personal data we collect for the following purposes:

To provide and manage our man with van and related services, including assessing your requirements, planning routes and resources, and carrying out the move or transport.

To communicate with you about quotes, bookings, service arrangements, changes to dates or times, and after service follow up.

To issue invoices, process payments and manage our financial records.

To manage our relationship with you, including handling enquiries, feedback, complaints and claims.

To improve the quality, safety and efficiency of our services, including through training, internal analysis and service planning.

To comply with applicable laws and regulations, and to establish, exercise or defend legal claims.

Data Sharing and Processors

We do not sell your personal data. However, we may share personal data with carefully selected third parties where necessary for the purposes described in this Privacy Policy.

We may share personal data with service providers acting as data processors who carry out certain functions on our behalf. These may include providers of business administration services, payment processing, accounting, data storage and backup, and information technology support. In such cases, these processors are only permitted to process personal data on our documented instructions, must keep it secure and must not use it for their own purposes.

We may also share personal data with professional advisers such as accountants, auditors, legal advisers and insurance providers where this is necessary for the management and protection of our business.

Personal data may be shared with public authorities, law enforcement agencies or regulators where we are legally required or permitted to do so, for example in connection with investigations, court orders or regulatory requests.

If we consider a sale, merger or other restructuring of our business, personal data may be shared as part of due diligence processes and transferred to a successor organisation, subject to appropriate safeguards.

International Transfers

Our intention is to store and process personal data within the United Kingdom or the European Economic Area wherever possible. If it becomes necessary to transfer personal data to a country outside this area, we will only do so where an adequate level of protection for your personal data is in place, for example through adequacy regulations or appropriate safeguards such as standard contractual clauses, in accordance with data protection law.

Data Retention

We retain personal data only for as long as it is reasonably necessary for the purposes for which it was collected, and to meet our legal, regulatory and accounting obligations. This means that retention periods may vary depending on the type of data and the nature of our relationship with you.

Generally, we retain service and transaction records for a period that allows us to deal with any queries, complaints or legal claims, and to meet tax and accounting requirements. Where personal data is no longer needed, we will securely delete or anonymise it.

Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing, accidental loss, destruction or damage. These measures include limiting access to personal data to those who have a business need to know it, using secure methods to store and transfer information, and training staff on their data protection responsibilities. While we take reasonable steps to protect your personal data, no system can be guaranteed to be completely secure.

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 request confirmation of whether we process your personal data and to request a copy of that data, together with certain information about how we use it.

Right to rectification. You have the right to request that inaccurate or incomplete personal data about you be corrected or completed.

Right to erasure. In certain circumstances, you may have the right to request that we delete your personal data. This right is not absolute and may be balanced against other legal obligations or legitimate interests.

Right to restriction of processing. You may have the right to request that we restrict the processing of your personal data in certain situations, for example while we are considering a request to rectify data.

Right to data portability. In certain cases, you may have the right to receive personal data you have provided to us in a structured, commonly used, machine readable format and to request that we transmit it to another controller where this is technically feasible.

Right to object. You have the right to object to processing based on our legitimate interests, including profiling based on those interests. We will stop processing unless we can demonstrate compelling legitimate grounds which override your interests, rights and freedoms, or where processing is necessary for legal claims.

Right to withdraw consent. Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing carried out before the withdrawal.

You also have the right to lodge a complaint with the competent data protection supervisory authority if you believe that your rights have been infringed.

Updates to This Privacy Policy

We may update or revise this Privacy Policy from time to time to reflect changes in our services, legal requirements or data protection practices. Any changes will be effective from the date the updated Privacy Policy is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we handle personal data.