Man with Van Hatton Privacy Policy

This Privacy Policy explains how Man with Van Hatton collects, uses, stores, and protects personal data relating to its customers and prospective customers. It applies to all Man with Van Hatton customers and service users within our operating area, including individuals and businesses who book, enquire about, or receive our man and van services.

We are committed to protecting your privacy and handling your personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation and the Data Protection Act.

Data Controller

For the purposes of data protection law, Man with Van Hatton is the data controller for the personal data described in this Privacy Policy. This means we decide how and why your personal data is processed in connection with the services we provide.

Personal Data We Collect

We collect and process different types of personal data depending on how you interact with us. This may include:

Identification and contact details, such as your name, address, collection and delivery addresses, and any other contact details you choose to provide.

Booking and service information, such as details of your requested service, preferred dates and times, access information for properties, parking information, inventory or item descriptions, and notes you provide about the job.

Communication records, such as information you provide when you contact us by phone or in writing, including enquiries, quotations, confirmations, and any follow-up correspondence related to our services.

Payment-related information, such as records of payments made, amounts, dates, and payment methods. Card details are not stored by us if payment is processed through a third-party payment processor, although we may retain payment confirmations and references.

Technical and usage data, such as information about how you access our website or online forms, including basic device and browser information and pages visited, where this is necessary for the operation and security of our online services.

We only collect personal data that is relevant and necessary for the purposes set out in this Privacy Policy.

How We Collect Your Data

We collect your personal data in various ways, including:

Directly from you when you contact us to request a quote, make a booking, ask a question, or provide feedback.

Through our website or online forms when you submit details for enquiries or bookings.

From third-party platforms where you have chosen to provide your details to request our services, such as comparison sites, online marketplaces, or listing services that you use to find man and van providers.

From our payment processors when they confirm that a payment has been made, failed, or been refunded.

Lawful Bases for Processing

We process your personal data only where we have a lawful basis under data protection law. The main lawful bases we rely on are:

Contract. We process your personal data to enter into and perform a contract with you, for example to provide quotations, confirm and manage bookings, carry out the move or transport, issue invoices, and handle any related queries.

Legitimate interests. We may process your data for our legitimate business interests, provided this does not override your rights and freedoms. This includes managing our operations, scheduling and logistics, improving our services, preventing fraud or misuse, and keeping records of services provided.

Legal obligations. We process certain data to comply with legal and regulatory requirements, such as tax, accounting, or other statutory obligations relating to our business activities.

Consent. In some cases, we may rely on your consent, for example where we send you certain types of optional marketing communications. Where we rely on consent, you can withdraw it at any time.

How We Use Your Personal Data

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

To provide quotations and respond to enquiries about our services.

To manage bookings, plan routes, schedule vehicles and staff, and carry out the services you have requested.

To communicate with you about your booking, including confirmations, updates, changes, and follow-up communications.

To handle payments, refunds, billing, and accounting.

To maintain records of services provided for business management and auditing purposes.

To improve our services, including reviewing feedback and service outcomes.

To manage and protect our business, including preventing misuse, addressing complaints, and resolving disputes.

Data Sharing and Processors

We do not sell your personal data. We may share your data with trusted third parties where this is necessary to provide our services or operate our business. These third parties act as data processors or independent controllers depending on their role.

Data processors we may use include:

IT and hosting providers who store or process data on our behalf to support our website, booking systems, or email services.

Payment processors who handle your payments securely and provide us with payment confirmations.

Scheduling or route-planning tools used to allocate jobs, drivers, and vehicles.

These processors are only allowed to process your data in accordance with our instructions and must provide appropriate security measures.

We may also share data with professional advisers such as accountants or legal advisers, and with public authorities or law enforcement where we are legally required to do so.

International Transfers

Where any of our data processors are located outside the United Kingdom or the European Economic Area, we take steps to ensure that your personal data is protected to a similar standard as within the UK. This may include using standard contractual clauses or relying on adequacy regulations provided by data protection laws.

Data Retention

We keep your personal data only for as long as necessary for the purposes for which it was collected, including for satisfying legal, accounting, or reporting requirements.

In general, we retain booking and invoicing records, including related contact and service information, for a period required by tax and accounting laws. Enquiry information that does not lead to a booking may be kept for a shorter period, after which it will be securely deleted or anonymised.

When personal data is no longer needed for the purposes for which it was collected, we will either delete it securely or anonymise it so that it can no longer identify you.

Security of Your Data

We take appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing and against accidental loss, destruction, or damage. These measures include access controls, secure storage arrangements, and limiting the personal data we collect to what is necessary for our purposes.

While we take reasonable steps to protect your data, no system can be completely secure. You are responsible for ensuring that any personal information you send to us is sent securely and that your own devices and networks are protected.

Your Data Protection Rights

Under data protection laws, you have a number of rights in relation to your personal data. These rights apply subject to certain conditions and exemptions. They include:

Right of access. You have the right to request a copy of the personal data we hold about you and information about how we process it.

Right to rectification. You can ask us to correct or complete personal data that you believe is inaccurate or incomplete.

Right to erasure. In some circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected and we have no other legal basis for retaining it.

Right to restrict processing. You can ask us to restrict how we use your data in certain situations, such as while we are verifying its accuracy or considering an objection you have raised.

Right to object. You may object to certain types of processing, in particular where we are relying on legitimate interests as the lawful basis. We will stop processing unless we have compelling legitimate grounds that override your interests and rights, or where processing is needed for legal claims.

Right to data portability. Where processing is based on consent or 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 request that it is transmitted to another controller where technically feasible.

Right to withdraw consent. Where we rely on your consent, you may withdraw it at any time. This will not affect the lawfulness of processing based on consent before it was withdrawn.

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

Children

Our services are primarily intended for adults. We do not knowingly collect personal data from children without appropriate consent where required. If we become aware that we have collected data from a child without proper consent, we will take steps to delete it.

Changes 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 guidance. Any updated version will apply to all customers and service users in our operating area from the date it is made available.

We encourage you to review this Privacy Policy periodically so that you remain informed about how we handle your personal data.