Privacy Policy - Hackney Man And Van

This Privacy Policy explains how Hackney Man And Van collects, uses, stores, shares, and protects personal data when providing moving, transportation, loading, unloading, packing, and related services. It applies to all Hackney Man And Van customers in the area, including individuals, families, landlords, tenants, students, and business customers who use our services within Hackney and the surrounding local area.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is intended to help you understand what information we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have in relation to your personal data.

1. Who We Are

Hackney Man And Van provides removal and transport services for customers in Hackney and nearby areas. In the context of data protection law, we act as the data controller for the personal information we collect and use for the purpose of arranging and carrying out our services, managing our business operations, and meeting legal obligations.

Where we engage third-party providers to help deliver our services, those parties may act as data processors on our behalf, or as independent controllers in some cases where they determine their own purposes for processing.

2. Personal Data We Collect

We collect only the personal data necessary to provide our services effectively, manage customer relationships, and comply with legal or regulatory requirements. The types of data we may collect include:

Identity information such as your name or business name
Contact details such as address, email address, and telephone number
Service information such as moving date, pickup and delivery addresses, access details, item lists, volume, and special handling requirements
Billing and payment information such as payment status, transaction references, and invoice details
Communication records such as emails, messages, call notes, and booking-related correspondence
Account and transaction data where applicable for quotations, bookings, or invoices
Technical data where our systems may record basic device or usage information, such as website logs or security records

We do not intentionally collect special category data unless you choose to provide it and it is necessary for the service. Special category data includes sensitive information such as health details, racial or ethnic origin, religious beliefs, or biometric data. If such information is shared with us, we will only process it where there is a valid legal basis and appropriate safeguards.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotations and confirm bookings
To plan and carry out moving and transport services
To communicate with you about your service
To process payments and issue invoices
To manage customer service enquiries, complaints, or claims
To maintain business records and internal administration
To comply with legal, tax, accounting, and regulatory obligations
To improve service quality, safety, and operational efficiency
To prevent fraud, misuse, or unlawful activity

We always aim to ensure that any use of personal information is proportionate and relevant to the service being provided.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing personal data. Depending on the circumstances, Hackney Man And Van may rely on one or more of the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes taking bookings, arranging collections and deliveries, providing quotes, and completing the agreed service.

Legal Obligation

We may process certain data where required to comply with legal obligations, including tax, accounting, insurance, and record-keeping requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and those interests are not overridden by your rights and freedoms. This can include service administration, fraud prevention, business improvement, and maintaining secure records. Where we rely on legitimate interests, we consider the impact on your privacy and only use data when appropriate.

Consent

In limited cases, we may rely on your consent, for example where you choose to receive certain optional communications. If we rely on consent, you may withdraw it at any time.

5. Data Sharing and Processors

We may share personal data with third parties only when necessary and lawful. These third parties may include:

Payment providers that process card or transaction payments
Accounting and bookkeeping providers who assist with invoicing, tax, and financial records
IT and cloud storage providers who host secure systems and data backups
Communication service providers that help us manage emails, messaging, or telephone systems
Subcontracted service providers who may assist in delivering part of a move or transport service
Professional advisers such as insurers, lawyers, or auditors where necessary
Public authorities where disclosure is required by law or a lawful request

Where these providers process personal data on our instructions, they act as processors and are required to protect your information and use it only for the agreed purpose. We use appropriate contractual and security measures to ensure that any processor handles data in compliance with data protection law.

We do not sell personal data.

6. International Transfers

If any of our service providers store or process data outside the UK, we will ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms designed to protect your information to a standard consistent with UK data protection requirements.

7. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including satisfying legal, accounting, insurance, and reporting obligations. Retention periods may vary depending on the type of data and the nature of the service provided.

In general:

Booking and service records are retained for a period necessary to manage the customer relationship and any follow-up issues
Invoice and payment records are retained for the period required by tax and accounting law
Communication records may be retained for a reasonable period to resolve disputes or confirm service details
Claims, complaints, or incident records may be retained longer where needed to defend legal claims or meet insurance requirements

When data is no longer needed, we will securely delete, anonymise, or archive it in line with our retention practices.

8. Your Rights

Under UK data protection law, you have several rights in relation to your personal data. These rights may apply depending on the circumstances and any legal exemptions:

Right of access – you may request a copy of the personal data we hold about you
Right to rectification – you may ask us to correct inaccurate or incomplete data
Right to erasure – you may request deletion of your data in certain cases
Right to restriction – you may ask us to limit how we use your data in certain situations
Right to object – you may object to processing based on legitimate interests or direct marketing
Right to data portability – you may request that we provide certain data in a structured, commonly used format
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time

If you wish to exercise any of these rights, we will respond in accordance with applicable law and within the required time limits. We may need to verify your identity before responding to your request.

9. Security of Your Data

We take the security of personal data seriously and use appropriate technical and organisational measures to protect it against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our processes. While no system can be guaranteed to be completely secure, we work to keep risks to a minimum.

10. Cookies and Website Data

If you interact with our online systems, basic technical data may be collected for operational and security purposes. This can include log information or cookie-like tracking used to maintain performance, improve usability, or protect against misuse. Where required, we will seek consent for non-essential cookies or similar technologies.

11. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is incidentally provided by an adult customer in connection with a move or household arrangement. If we become aware that child-related information has been collected unnecessarily, we will take reasonable steps to delete it.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to remain informed about how we protect personal data.

13. Contact and Complaints

If you have questions about this Privacy Policy, or if you wish to exercise your rights, you may contact us using the channels normally used for service administration. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data protection rights have been breached.

This Privacy Policy is designed to be clear, lawful, and respectful of your privacy. By using Hackney Man And Van services in the area, you acknowledge that we may process your personal data as described above, in accordance with applicable data protection law.