Privacy Policy - Man With Van Hatton

This Privacy Policy explains how Man With Van Hatton collects, uses, stores, shares, and protects personal data when providing moving, delivery, and transport services. It applies to all Man With Van Hatton customers in the area, including anyone who requests a quote, makes an enquiry, books a service, or otherwise interacts with us. We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We recognise that privacy is important and that personal data must be treated with care and respect. This policy is written to help you understand what information we collect, why we collect it, the legal reasons we may rely on, how long we keep it, who may process it on our behalf, and what rights you have in relation to your data.

1. Data We Collect

We collect only the information necessary to provide our services, manage our business, and meet legal or contractual obligations. The types of personal data we may collect include:

Identity details such as your name and, where relevant, the name of a business or organisation you represent.
Contact details such as your address, email address, and telephone number.
Service information such as the pickup and delivery addresses, property access details, moving dates, item descriptions, packing or storage requirements, and any special instructions.
Billing and payment information such as invoice details, payment status, and transaction records.
Communication records including emails, messages, booking notes, and call summaries.
Technical data where applicable, such as basic website or device information if you interact with online forms or digital booking tools.

We may also collect limited additional information if it is necessary to support your move or ensure the safety of people, property, or transported items. We do not intentionally collect special category data unless you choose to provide it and it is relevant to the service. If such information is shared with us, we will only process it where a lawful basis applies and where appropriate safeguards are in place.

2. How We Use Your Data

We use personal data for the following purposes:

To provide quotations and respond to enquiries.
To arrange, manage, and carry out moving and van services.
To communicate with you about your booking, schedule, or service requirements.
To issue invoices, process payments, and maintain financial records.
To record job details and maintain service quality.
To handle complaints, claims, or disputes.
To comply with legal and regulatory requirements.
To protect against fraud, misuse, or security incidents.

We only process your data where we have a clear and lawful reason to do so. We do not use your personal data for unrelated purposes without first ensuring that the processing is lawful and fair.

3. Lawful Basis for Processing

Under data protection law, we must identify a lawful basis for each type of processing activity. Man With Van Hatton may rely on one or more of the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing quotes, confirming bookings, carrying out a move, and managing payment and service delivery.

Legal Obligation

We may process data where required to comply with legal duties, such as tax, accounting, insurance, or record-keeping obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights do not override those interests. Examples include managing customer relationships, improving our services, preventing fraud, and maintaining internal administration. Where we rely on legitimate interests, we consider the impact on your privacy and apply appropriate safeguards.

Consent

In limited situations, we may rely on your consent, for example where you voluntarily provide optional information or agree to certain forms of communication. Where consent is used, you may withdraw it at any time, although this will not affect processing carried out before withdrawal.

4. Data Sharing and Processors

We may share personal data with trusted third parties who process information on our behalf. These parties act as processors and are only permitted to handle data under our instructions and for specified purposes. Examples may include:

Accounting and bookkeeping providers who assist with invoicing, records, and financial reporting.
Payment service providers who process card or electronic payments.
IT and cloud service providers who support storage, email, scheduling, or business systems.
Customer management tools used to organise enquiries, bookings, and service communications.
Professional advisers such as insurers, legal advisers, or auditors when necessary.

Where required, we may also disclose information to public authorities, regulators, or law enforcement agencies. We do not sell personal data. Any sharing is limited to what is necessary and subject to confidentiality and security obligations.

5. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, and reporting requirements. The retention period depends on the type of data and why it was collected.

Enquiry and quotation data may be kept for a reasonable period to manage follow-up communication and business records.
Booking and service records are usually retained for the duration of the customer relationship and for an appropriate period afterwards.
Financial and invoicing records are kept in line with tax and accounting obligations.
Complaint, claim, or dispute records may be kept longer where needed to resolve matters or defend legal claims.

When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you.

6. 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, staff awareness, and limiting access to only those who need the information for their role. While no system is completely risk-free, we take reasonable steps to keep personal data safe and to respond appropriately to any suspected data breach.

7. International Transfers

If any service provider processes data outside the UK, we will take steps to ensure that appropriate safeguards are in place. This may include using approved contractual protections or relying on other lawful transfer mechanisms permitted under data protection law.

8. Your Rights

Under the UK GDPR, you have a number of rights in relation to your personal data. These rights may apply in different circumstances and can be subject to legal exceptions. Your rights include:

The right of access to request a copy of the personal data we hold about you.
The right to rectification to ask us to correct inaccurate or incomplete information.
The right to erasure to request deletion of your data in certain situations.
The right to restriction to ask us to limit how we use your data in some circumstances.
The right to object to processing based on legitimate interests or direct marketing.
The right to data portability where processing is based on consent or contract and carried out by automated means.
The right to withdraw consent where consent is the lawful basis for processing.

You also have the right to raise concerns about how your data is handled. If you believe your privacy rights have not been respected, you may be entitled to contact the relevant data protection authority.

9. Children’s Data

Our services are directed at adults and businesses. We do not knowingly collect personal data from children except where it is necessary in connection with a booking or service and provided by a responsible adult. If we become aware that data has been collected inappropriately, we will take steps to delete it where required.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any updated version will apply from the date it is published. We encourage customers to review this policy periodically so they remain informed about how personal data is handled.

Man With Van Hatton is committed to processing personal data fairly, lawfully, and transparently. By using our services, you acknowledge that your information may be handled as described in this policy, always in line with applicable data protection law.