Hackney Man and Van Privacy Policy

This Privacy Policy explains how Hackney Man and Van collects, uses, stores, and protects your personal data when you use our man and van and related moving services in the Hackney area. It also explains 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 in our service area, including individuals, households, and business customers.

Who We Are and Scope of This Policy

Hackney Man and Van is a local man and van and moving services provider operating in the Hackney area. We act as a data controller for the personal data we collect and use in connection with providing our services to you. This Privacy Policy applies whenever you interact with us as a customer or potential customer, including when you contact us, request a quote, make a booking, or receive our services.

Types of Personal Data We Collect

We may collect and process the following categories of personal data about you:

Identification and contact details, such as your full name and contact details including address information you provide. Service and booking information, such as details of your requested service, collection and delivery addresses, property access information required to perform the service, dates and times of moves or transport, inventory details where you choose to provide them, and notes relevant to completing the job safely and efficiently. Payment and billing information, such as records that payment has been made, payment method used, and invoices or receipts. We do not store or process full payment card details ourselves if you use a third party payment provider. Communication records, such as information you provide when you contact us by phone, online form, or other communication channels, including queries, feedback, and complaints. Usage information, such as basic information about how you interact with our online content, where technically collected, for example for security, performance, or basic analytics.

How We Collect Your Data

We collect your personal data in a number of ways, including when you contact us to request a quote or make a booking, when you provide information during calls or messages with our team, when you confirm or amend service details, and when you pay for our services. We may also receive limited personal data from third parties where it is necessary for us to provide our services, for example where a business customer provides contact details of a representative to arrange a move.

Lawful Basis for Processing

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

Contract performance: We process your data where it is necessary to enter into or perform a contract with you, for example to provide quotes, accept bookings, arrange and complete your move, and manage payments. Legal obligation: We may process your data where we need to comply with legal or regulatory obligations, such as tax, accounting, or record-keeping requirements. Legitimate interests: We may process your data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This can include managing and improving our services, handling queries, enforcing our terms, and protecting our business against fraud or misuse. Consent: In limited situations, we may rely on your consent, for example if you specifically agree to receive certain forms of marketing communications. Where we rely on consent, you can withdraw it at any time.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide and manage our services, including assessing your requirements, preparing and issuing quotes, confirming bookings, planning routes and logistics, and carrying out man and van services at the agreed time and place. To manage payments and accounts, including issuing invoices, processing payment confirmations from payment processors, and maintaining financial records. To communicate with you, including responding to your enquiries, confirming bookings, updating you about the status of your service, and handling feedback or complaints. To manage and improve our business, including monitoring service quality, training staff and drivers, reviewing operational performance, and improving our service offering. To meet legal and regulatory obligations, including maintaining records for tax and accounting purposes, and cooperating with law enforcement where legally required. To protect our rights, property, and safety, including preventing fraud or misuse of our services, and enforcing our contract terms.

Data Sharing and Processors

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

Service providers and processors: We may share personal data with third party service providers who act as data processors on our behalf. These can include providers of information technology, systems hosting, communications services, payment processing, route planning or job management tools, and professional advisers such as accountants. These providers are only allowed to process your data in accordance with our instructions and must protect it appropriately. Drivers and staff: We may share relevant information with our own staff or trusted drivers to enable them to carry out the services, for example your name, contact details, and collection and delivery addresses. Legal and regulatory authorities: We may disclose personal data where required to do so by law or where necessary to protect our legal rights, for example to tax authorities, law enforcement, or regulatory bodies.

If we transfer your personal data outside the United Kingdom or European Economic Area, we will ensure appropriate safeguards are in place to protect your data, in accordance with data protection law.

Data Retention

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

In general, we keep customer service and booking records, including basic contact details, service details, and invoices, for a number of years after the end of our relationship as required for legal and tax purposes. Communications such as routine queries may be kept for a shorter period where they are not needed for ongoing business or legal reasons. When personal data is no longer required, we will securely delete or anonymise it so that it can no longer be associated with you.

Security of Your Personal Data

We take appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful access, accidental loss, destruction, or damage. These measures include limiting access to personal data to staff and processors who need it to perform their duties, using secure methods to store and transmit data where appropriate, and maintaining procedures to deal with any suspected personal data breach. While we take reasonable steps to protect your data, no system can be completely secure and we cannot guarantee absolute security.

Your Data Protection Rights

As a customer in the Hackney area, you have a number of rights under data protection law in relation to your personal data that we hold:

Right of access: You can request a copy of the personal data we hold about you and information about how we use it. Right to rectification: You can ask us to correct any inaccurate or incomplete personal data we hold about you. Right to erasure: In certain circumstances, you can ask us to delete your personal data, for example where it is no longer needed for the purposes for which it was collected and we have no legal reason to keep it. Right to restriction: You can ask us to restrict the processing of your personal data in certain situations, such as while we are considering a request to correct it. Right to data portability: In some cases, you can ask us to provide your personal data in a structured, commonly used, and machine readable format, and to transfer it to another controller where technically feasible. Right to object: You can object to our processing of your personal data where we are relying on legitimate interests. We will stop processing unless we have compelling legitimate grounds or we need to continue for legal reasons. Rights in relation to consent: Where we rely on your consent to process your personal data, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing carried out before withdrawal.

We may need to verify your identity before responding to certain requests to protect your data.

Consumers in the Hackney Area

This Privacy Policy applies to all Hackney Man and Van customers in our service area, including those based in Hackney and surrounding neighbourhoods where we operate. By engaging our services, you acknowledge that your personal data will be processed in accordance with this Privacy Policy and applicable data protection laws.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, how we process personal data, or legal requirements. When we make significant changes, we will take reasonable steps to bring them to your attention. The latest version of this Privacy Policy will always apply to the way we process your personal data.