Privacy Policy - Man With Van The Hyde

Man With Van The Hyde is committed to protecting the privacy and personal data of all customers in area. This Privacy Policy explains how we collect, use, store, share, and protect personal information in connection with our moving, delivery, and related services. It applies to all Man With Van The Hyde customers in area, including individuals, households, and business clients who request or receive services from us.

This policy is written to comply with the UK GDPR and the Data Protection Act 2018. It explains what data we process, why we process it, the lawful basis for processing, how long we keep it, the processors we may use, and the rights available to you under data protection law.

1. Information We Collect

We only collect personal data that is necessary to provide our services, manage our business operations, and meet our legal obligations. The information we may collect includes:

Identity details such as your name and title.
Contact details such as your phone number and email address.
Service details including pickup and delivery addresses, property access notes, move dates, item lists, and special handling requirements.
Payment information such as billing details, transaction references, and payment status.
Communication records including messages, enquiries, complaints, booking notes, and service updates.
Technical information where relevant, such as basic website or device information if you contact us through digital channels.
Evidence of damage or incident where a claim, dispute, or insurance matter arises, including photographs or reports.

We do not deliberately collect special category personal data unless it is strictly necessary for a specific purpose and permitted by law. If you provide such information voluntarily, we will handle it with extra care and only for the purpose for which it was supplied.

2. How We Use Personal Data

We use personal data to deliver services efficiently and lawfully. Typical uses include:

Managing quotes, bookings, and service arrangements.
Planning routes, schedules, and vehicle requirements.
Communicating with customers about service details or changes.
Processing payments, invoices, and refunds where applicable.
Responding to enquiries, complaints, and service issues.
Handling insurance, liability, or damage claims.
Maintaining business records and meeting tax, accounting, and legal duties.
Improving our services, operations, and customer experience.
Preventing fraud, misuse, or unlawful activity.

We only process your information in ways that are compatible with the original purpose for which it was collected, unless we have a valid legal reason to use it for another purpose.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each type of processing activity. We rely on the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes preparing quotes, completing bookings, carrying out removals or transport, and managing payments.

Legal Obligation

We may process and retain personal data to comply with legal and regulatory obligations, such as accounting, tax reporting, record keeping, insurance handling, and responding to lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include managing operations, preventing fraud, improving service quality, maintaining security, and keeping internal records.

Consent

In limited cases, we may rely on your consent, for example where you choose to provide optional information or agree to a specific non-essential use of your data. Where consent is used, you can withdraw it at any time.

4. Data Sharing and Processors

We may share personal data only when necessary and only with trusted third parties who help us run our business. These may include processors acting on our instructions, such as:

Payment providers that process card or bank transactions.
Accounting and bookkeeping providers that assist with financial records and tax compliance.
IT and cloud service providers that host data, email systems, scheduling tools, or secure storage platforms.
Insurance providers and claims handlers where a claim or incident must be assessed.
Professional advisers such as lawyers, auditors, or accountants where required.
Subcontractors or operational partners who help deliver services, only where necessary and under confidentiality and data protection obligations.

We require all processors to protect personal data appropriately, use it only for the agreed purpose, and implement suitable technical and organisational security measures. We do not sell your personal data.

We may also disclose information where required by law, to establish or defend legal claims, or to protect the rights, property, or safety of our customers, staff, or the public.

5. Retention of Personal Data

We keep personal data only for as long as necessary for the purpose for which it was collected, and in line with legal, accounting, insurance, and operational requirements. Retention periods may vary depending on the type of information and the context in which it is used.

Booking and service records are typically retained for a period necessary to manage queries, disputes, and service history.
Financial and tax records are retained for the period required by law.
Claim-related records may be retained until the claim, dispute, or limitation period has ended.
Marketing or consent-based records are kept only until you withdraw consent or opt out.

When personal data is no longer required, we will securely delete, anonymise, or archive it in accordance with our retention procedures.

6. Data Security

We use reasonable technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, device protection, and limited access on a need-to-know basis.

While we take data security seriously, no system can be guaranteed to be completely secure. If a personal data breach occurs and it is likely to result in a risk to your rights and freedoms, we will act in line with applicable legal obligations.

7. International Transfers

If any processor or service provider stores or accesses data outside the UK, we will ensure appropriate safeguards are in place in accordance with data protection law. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent protection measures.

8. Your Rights

Under the UK GDPR, you have several rights in relation to your personal data. Subject to certain conditions and exemptions, these include:

The right to be informed about how your data is used.
The right of access to obtain a copy of your personal data.
The right to rectification if your information is inaccurate or incomplete.
The right to erasure in certain circumstances.
The right to restrict processing in certain situations.
The right to data portability for information you provided to us, where applicable.
The right to object to processing based on legitimate interests or direct marketing.
Rights related to automated decision-making, where applicable, although we do not typically use automated decisions that have legal or similarly significant effects.

If we rely on consent, you have the right to withdraw it at any time. This will not affect the lawfulness of processing carried out before withdrawal.

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 infringed.

9. How We Handle Customer Requests

When you contact us to exercise your rights, we may need to verify your identity before taking action. This is to protect your data and prevent unauthorised disclosure. We aim to respond within the time limits required by law and will let you know if we need additional information or if an extension is necessary.

10. Children’s Data

Our services are generally intended for adults. We do not knowingly collect personal data from children unless it is necessary for the provision of a service and is provided by a parent, guardian, or authorised adult. If we learn that we have collected a child’s data without a lawful basis, we will take steps to delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. The most current version will apply to all Man With Van The Hyde customers in area. We encourage you to review this policy periodically so you remain informed about how we use your personal data.

12. Summary of Our Commitment

Man With Van The Hyde only uses personal data where necessary, lawful, and fair. We limit collection to what is needed to provide moving services, keep your information secure, work with trusted processors, and respect your rights. We are committed to transparency, accountability, and privacy protection for every customer in area.