Privacy Policy
Man with Van Harrow on the Hill Privacy Policy
This Privacy Policy explains how Man with Van Harrow on the Hill collects, uses, stores and protects personal data relating to customers and prospective customers in Harrow on the Hill and the surrounding area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018.
This policy applies to all customers and individuals who contact or use the services of Man with Van Harrow on the Hill within our service area, including people making enquiries, placing bookings, and receiving removal or transport services.
Data Controller
For the purposes of data protection law, Man with Van Harrow on the Hill 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.
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: name, address, collection and delivery addresses, postcode, contact preferences, and similar information required to provide our services.
Communication details: information you provide when you contact us by phone, through online forms, or in writing, including enquiries, booking details, and any additional instructions about your move or transport requirements.
Booking and service information: details of bookings and quotes, service dates and times, inventory or descriptions of items to be moved if you provide them, access instructions for properties, and proof of completion or delivery where required.
Payment and transaction data: information about the services you purchase, payment status, and amounts paid. We do not store full payment card details. Where card payments are processed, this is done through secure payment processors.
Technical and usage information: where you use our website, we may collect limited technical data such as IP address, browser type, and basic usage information necessary to operate and secure the website. Any use of cookies or similar technologies will only be for necessary and lawful purposes.
How We Collect Your Data
We collect personal data directly from you when you:
Make an enquiry or request a quote for our man and van services.
Confirm a booking, rearrange a booking, or communicate about an existing booking.
Provide instructions, feedback, or other information to our staff before, during, or after a job.
Use our website, online forms, or other communication channels.
We may also receive personal data indirectly where a third party arranges our services on your behalf, for example, if a relative, friend, or business partner books a job for you and provides your contact or address details.
Lawful Basis for Processing
We only process your personal data where we have a lawful basis under data protection law. Depending on the situation, the lawful basis will be one or more of the following:
Contract: we process your data where it is necessary to enter into or perform a contract with you, such as providing man and van services you have requested, giving quotes, and managing bookings.
Legal obligation: we process certain data to comply with legal and regulatory obligations, such as tax and accounting requirements or responding to lawful requests from authorities.
Legitimate interests: we may process your data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This can include improving our services, managing our business operations, handling queries or disputes, and keeping records of jobs completed.
Consent: in limited cases we may rely on your consent, for example where we choose to send 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 your personal data for the following purposes:
To provide you with man and van services, including quotes, planning, scheduling, carrying out jobs, and confirming completion.
To manage our relationship with you, such as handling enquiries, complaints, feedback and requests to change bookings.
To process payments, manage invoices, and maintain accurate financial records.
To operate and improve our services, websites, and customer experience.
To protect the security of our staff, vehicles, and customers, including verifying details where necessary.
To comply with applicable laws, regulations, and legal processes.
Data Sharing and Processors
We will not sell your personal data and we only share it where necessary and lawful. Your data may be shared with:
Staff and drivers of Man with Van Harrow on the Hill who need the information to carry out jobs, handle bookings, and provide customer service.
Service providers acting as data processors who support our operations, such as payment processors, booking systems, cloud storage providers, and IT support. These processors are only permitted to use your data in accordance with our instructions and applicable data protection laws.
Professional advisers such as accountants or insurers where necessary for business operations and legal compliance.
Public authorities or law enforcement agencies where we are legally required to do so or where it is necessary to protect our rights or the rights of others.
Whenever we use processors, we ensure that appropriate technical and organisational measures are in place and that data processing agreements are used to protect your personal data.
International Transfers
Where it is necessary for us to use service providers located outside the United Kingdom, we will only transfer personal data where appropriate safeguards are in place, such as adequacy regulations or standard contractual clauses, to ensure your data remains protected in line with data protection law.
Data Retention
We keep your personal data for as long as it is reasonably necessary for the purposes set out in this Privacy Policy and to comply with legal, accounting, and reporting requirements.
In general, we retain booking, invoicing, and related records for a number of years after the end of the financial year in which the service was completed, in order to meet tax and accounting obligations and to deal with any potential claims or disputes.
Enquiry data and routine correspondence may be kept for shorter periods where it is no longer required. Where we rely on consent for marketing, we will continue to use your data only for as long as your consent remains valid or until you object or opt out.
When data is no longer required, it will be securely deleted or anonymised.
Security of Your Data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures include restricting access to personal data to staff and processors who need it, using security controls on our systems, and regularly reviewing our data handling practices.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These include:
Right of access: you can request confirmation that we process your personal data and obtain a copy of the data we hold about you, along with certain additional information.
Right to rectification: you can ask us to correct or complete any inaccurate or incomplete personal data we hold about you.
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 legal obligation to retain it.
Right to restriction of processing: you can ask us to restrict the processing of your data in certain situations, such as while we are considering a request to rectify or erase it.
Right to data portability: where we process your data by automated means on the basis of consent or contract, you may have the right to receive your data in a structured, commonly used and machine readable format and to transfer it to another controller.
Right to object: you can object to processing based on our legitimate interests, including any direct marketing. We will stop processing your data for these purposes unless we have compelling legitimate grounds or it is necessary for legal claims.
Rights in relation to automated decision making: we do not carry out solely automated decision making that produces legal or similarly significant effects on you in the course of providing our services.
Exercising Your Rights
You can exercise your rights by contacting us and clearly stating which right you wish to exercise and, where relevant, providing enough information to help us locate your data. We may need to verify your identity before responding to your request.
We aim to respond to all valid requests within one month. In some cases, particularly where requests are complex or numerous, this may take longer, in which case we will keep you informed.
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 changes in the law. Any updates will apply from the date they are published. We recommend that you review this policy periodically to stay informed about how we protect your personal data.
By continuing to use the services of Man with Van Harrow on the Hill in our service area after changes are made, you acknowledge the updated Privacy Policy.
