Man With a Van Hendon Privacy Policy

This Privacy Policy explains how Man With a Van Hendon collects, uses, stores, and shares personal data when providing moving and transport services. It applies to all Man With a Van Hendon customers in our service area, including individuals and businesses who contact us, request a quote, or use our services.

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

Data Controller

Man With a Van Hendon 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 when you use our services, communicate with us, or visit our online channels.

Types of Personal Data We Collect

We may collect and process the following categories of personal data about you, depending on how you interact with us and which services you use:

Contact details such as your name, address, collection and delivery addresses, and other location details relevant to your move.

Communication details such as your preferred contact method and the content of your messages or enquiries, including any information you voluntarily provide when requesting a quote or clarification about our services.

Service and booking information such as details of the items to be moved, property access information, floor level, parking information, preferred dates and times, booking confirmations, and records of the services actually provided.

Billing and payment information such as details required to process payments and issue invoices. We do not store full card details where payments are processed through third party payment providers.

Technical and usage data such as basic information generated when you visit our website, including IP address, device type, browser type, and pages visited. This is generally collected through cookies or similar technologies where applicable and permitted.

Feedback and complaints such as your opinions about our services, testimonials you choose to give, and records of any issues raised and how they were resolved.

How We Collect Your Data

We collect your personal data in several ways, including:

Directly from you when you contact us by phone, online forms, or other communication channels to request information, obtain a quote, or make a booking.

During service delivery when our staff attend your premises and note practical details needed to complete the move safely and efficiently.

Automatically through our website using cookies or similar technologies that capture technical information about your visit, subject to your browser settings and applicable cookie practices.

From third parties where necessary to provide the service, for example if another person books a service on your behalf and provides your details for contact or delivery purposes.

Lawful Basis for Processing Personal Data

We only process your personal data when we have a lawful basis to do so. Depending on the context, we rely on one or more of the following legal bases:

Contractual necessity. We process your data to enter into and perform a contract with you, including providing quotes, managing bookings, carrying out moves, and handling payments and customer service.

Legitimate interests. We process data where it is necessary for our legitimate business interests, provided your interests and fundamental rights do not override those interests. This may include managing and improving our services, preventing fraud or misuse, maintaining business records, training staff, and exercising or defending legal claims.

Legal obligation. We process data when required to comply with legal and regulatory obligations, for example keeping certain financial and tax records or responding to lawful requests from competent authorities.

Consent. In limited cases, we may rely on your consent, for example for certain types of marketing communication or optional cookies where required by law. You can withdraw your consent at any time, but this will not affect the lawfulness of processing based on consent before its withdrawal.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide and manage our moving and transport services, including assessing your requirements, planning logistics, confirming bookings, carrying out the move, and following up as necessary.

To communicate with you about your enquiries, bookings, changes to your service, or other service related matters.

To issue invoices, process payments, and maintain appropriate accounting and financial records.

To manage customer relationships, handle feedback and complaints, and improve the quality and safety of our services.

To operate, maintain, and enhance our website, including monitoring usage patterns and troubleshooting technical issues.

To protect our business, staff, and customers, including preventing fraud, misuse of services, and addressing disputes.

To meet legal obligations, including record keeping and cooperation with relevant authorities when legally required.

Data Sharing and Processors

We may share your personal data with trusted third parties where necessary for the purposes described in this Privacy Policy. These third parties act either as data processors on our behalf or as independent data controllers.

Data processors are service providers who process personal data strictly according to our instructions and under a written contract. Examples include:

IT service providers who support our website, booking tools, and data storage systems.

Payment processing providers who handle payments and related financial transactions securely.

Professional advisers such as accountants or legal advisers who require access to certain data to provide their services to us.

We may also share data with other independent controllers where necessary, such as insurers, law enforcement bodies, regulatory authorities, or other professional service providers, but only to the extent required and lawful.

We do not sell your personal data to third parties.

International Data Transfers

Where our processors or service providers are located outside the United Kingdom or the European Economic Area, or store data in other jurisdictions, we take steps to ensure that an appropriate level of protection is in place. This may include using standard contractual clauses or relying on adequacy regulations where applicable.

Data Retention

We keep your personal data only for as long as necessary for the purposes for which it was collected, including to provide services, meet legal, accounting, or reporting requirements, and resolve disputes.

The retention period will vary depending on the type of data and the context of the processing, but we generally consider the following criteria when deciding how long to keep data:

The duration of your relationship with us and the time needed to complete the move and any follow up services.

Legal and regulatory requirements to retain certain records, such as tax or financial documentation for a defined minimum period.

The time limits for potential legal claims, which may require us to keep certain data to exercise or defend our rights.

When personal data is no longer needed, we will delete it or anonymise it so that it can no longer be linked to an identifiable person.

Your Data Protection Rights

Under the UK GDPR and applicable data protection law, you have several rights regarding your personal data. These rights may be subject to certain conditions and legal exemptions, but we will always respond to any request in accordance with the law.

Right of access. You have the right to request confirmation of whether we process your personal data and to receive a copy of that data, together with certain information about how it is used.

Right to rectification. You have the right to ask us to correct or complete personal data that is inaccurate or incomplete.

Right to erasure. In certain circumstances, you have the right to request the deletion of your personal data, for example where it is no longer needed for the original purpose or where you withdraw consent and there is no other lawful basis.

Right to restriction of processing. You have the right to request that we limit the use of your data in specific situations, for example while we verify its accuracy or consider an objection.

Right to object. You may have the right to object to processing that is based on our legitimate interests or for direct marketing purposes. We will stop the processing unless we can demonstrate compelling legitimate grounds or where needed for legal claims.

Right to data portability. Where processing is based on consent or contract and carried out by automated means, you may request that we provide certain personal data in a structured, commonly used, and machine readable format or transmit it to another controller where technically feasible.

Right to withdraw consent. Where we rely on your consent, you have the right to withdraw it at any time. This does not affect the lawfulness of processing before withdrawal.

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

Security of Your Data

We take appropriate technical and organisational measures to safeguard personal data against accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures include limiting access to personal data to those staff and processors who need it to perform their duties, and using reasonable security technologies and practices for data storage and transmission.

Policy Scope and Updates

This Privacy Policy applies to all Man With a Van Hendon customers within our service area, including prospective customers who request information or quotes. It does not apply to the privacy practices of any third party acting as an independent controller.

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