Man with Van Harefield Privacy Policy

This Privacy Policy explains how Man with Van Harefield collects, uses, stores and protects your personal data when you use our services. It applies to all Man with Van Harefield customers and prospective customers in Harefield and the surrounding area. We are committed to protecting your privacy and handling your information in a transparent and lawful way, in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.

Who this policy applies to

This Privacy Policy applies to individuals and businesses who contact Man with Van Harefield, request a quotation, book a job, use our removal or transport services, or otherwise interact with us as customers, potential customers, or recipients of our services within the Harefield area and nearby locations.

Personal data we collect

We only collect information that is necessary for us to provide our services, manage our business, and comply with legal obligations. The types of personal data we may collect include:

Identification and contact details, such as your name, address, service address, and any other contact information you choose to provide when you enquire or make a booking.

Booking and service details, such as the date and time of your move or transport, pick-up and drop-off addresses, access information, property type, and details of items to be moved where relevant.

Communication records, such as notes of your enquiries, quotes we provide, and any correspondence relating to your booking and our services.

Payment-related information, such as payment amount, date and method. We do not store full card details; where card payments are processed, this is carried out through third-party payment processors who operate their own secure systems.

Technical and usage information, which may include basic details about how you access our website, such as the device and browser you use, and general analytical information that helps us understand how people use our site. This is usually collected through cookies or similar technologies, where used.

How we collect your data

We collect personal data directly from you when you contact us to request information, obtain a quotation, make a booking, or communicate with us about an ongoing or completed job. We may also obtain limited information from third parties where this is necessary for us to provide services to you, for example where an estate agent, landlord, or other intermediary provides contact and access details on your behalf.

Lawful bases for processing

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

Contract: We process your personal data where it is necessary to enter into and perform a contract with you, such as providing quotations, confirming bookings, carrying out moves, and managing payments and invoices.

Legitimate interests: We may process your data where it is necessary for our legitimate business interests, and where these interests are not overridden by your rights and freedoms. This can include managing our relationship with you, improving our services, maintaining business records, and protecting our business from fraud or misuse.

Legal obligation: We may need to process and retain certain information to comply with our legal responsibilities, including tax, accounting, and record-keeping requirements.

Consent: Where the law requires your consent, for example for certain types of optional marketing, we will only process your personal data for that purpose if you have given clear and specific consent. You can withdraw that consent at any time.

How we use your personal data

We use your personal data for the following purposes:

To provide quotations and respond to your enquiries about our services.

To manage bookings, plan and perform moves and related services, and keep you informed about the status of your booking.

To communicate with you before, during and after your service, including dealing with any questions, feedback or complaints.

To process payments, issue invoices and manage our accounts and financial records.

To maintain and improve our services, including business planning and analysis.

To comply with legal or regulatory requirements, and to help prevent or detect fraud or misuse of our services.

Data sharing and processors

We do not sell your personal data. We only share your information where it is necessary, lawful and subject to appropriate safeguards. Your data may be shared with:

Service providers and processors who help us operate our business and provide our services, such as payment processors, accounting or administrative support, and technology or hosting providers. These third parties are only permitted to use your personal data on our instructions and must keep it secure.

Professional advisers, such as accountants, insurers, or legal advisers, where this is necessary for our business operations or to handle claims and disputes.

Regulators, law enforcement or other public authorities, where we are required to do so by law or where disclosure is necessary to protect our rights or the rights of others.

Where we use external processors, we take steps to ensure that appropriate contracts and safeguards are in place so that your information is protected and used only for the agreed purposes.

International data transfers

Our intention is to store and process your personal data within the United Kingdom or the European Economic Area where possible. If it becomes necessary to transfer personal data to countries outside this area, we will ensure that appropriate safeguards are in place, such as using standard contractual clauses or transfers to countries with adequate data protection standards in law.

Data retention

We keep your personal data only for as long as is necessary for the purposes for which it was collected, and to meet any legal, accounting or reporting requirements.

For most customer records, we will retain relevant information for a period that allows us to manage your booking, handle any follow-up queries or complaints, and meet our tax and accounting obligations. After that period, data that is no longer required will be securely deleted or anonymised.

The specific retention period may vary depending on the type of data and the context of our interactions with you, but we regularly review the data we hold and remove information that is no longer needed.

How we protect your data

We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include restricting access to information on a need-to-know basis, using secure systems where possible, and ensuring that our staff and processors understand their data protection responsibilities.

Your data protection rights

Under data protection law, individuals have a number of rights in relation to their personal data. Subject to certain conditions and exemptions, you have the right to:

Access: You can request confirmation of whether we hold personal data about you and obtain a copy of that data.

Rectification: You can ask us to correct inaccurate or incomplete personal information.

Erasure: In some circumstances, you can request that we delete your personal data.

Restriction: You can ask us to restrict the way we use your data in certain situations.

Objection: You can object to processing based on our legitimate interests, and to any direct marketing.

Data portability: Where processing is based on consent or contract and carried out by automated means, you may have the right to receive your data in a commonly used, machine-readable format and to ask us to transfer it to another controller.

Where we rely on your consent to process data, you may withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing carried out before you withdrew your consent.

Exercising your rights

If you wish to exercise any of your data protection rights, or if you have any questions or concerns about how Man with Van Harefield handles your personal data, you can contact us using the details provided on our website or any other standard method you normally use to communicate with us. We may need to verify your identity before responding to your request. We aim to respond within the time limits set by data protection law.

Complaints

If you are unhappy with how we have handled your personal data, you should contact us first so we can try to resolve the issue. You also have the right to lodge a complaint with the relevant supervisory authority for data protection in the United Kingdom.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or how we handle personal data. Any changes will be posted on this page, and the updated policy will apply from the date it is published. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.