Man with Van The Hyde Privacy Policy

This Privacy Policy explains how Man with Van The Hyde collects, uses, shares and protects personal information about customers in The Hyde and surrounding area. It is intended to meet the requirements of the UK General Data Protection Regulation UK GDPR and the Data Protection Act 2018.

By booking or using our services, providing your details to us, or interacting with us as a customer, you acknowledge that you have read and understood this Privacy Policy.

Scope of this Privacy Policy

This Privacy Policy applies to all Man with Van The Hyde customers and prospective customers in our service area, including individuals, small businesses and any representatives who contact us or use our man with a van, removals or related services.

It covers personal data collected in the course of making enquiries, providing quotations, confirming bookings, carrying out moves or deliveries, taking payment and handling any follow up communications such as feedback, complaints or insurance queries.

Personal data we collect

We collect and process the following categories of personal data where necessary for our services

Identity and contact details such as name, address, collection and delivery addresses, contact preferences and any other similar identifying information you choose to provide.

Booking and service information such as dates and times of moves, type and size of job, property access details that you choose to share, special instructions and any related correspondence.

Payment and transaction details such as the amount charged, payment method, date of payment and invoice details. We do not store full card details where a separate secure payment processor is used.

Communication records including records of calls, text messages or online messages where relevant to your booking, along with any emails or written correspondence you send us.

Technical information such as basic device or browser information and approximate location derived from your IP address where this is necessary for security, fraud prevention or to understand the general area of service demand.

You may choose to provide additional information, for example about access restrictions, parking arrangements or special requirements. We will only use such information as necessary to provide the service you request.

How we collect personal data

We collect personal data directly from you when you

Make an enquiry about our services.

Request or accept a quotation.

Provide details for a booking.

Communicate with us in person, over the phone or through digital messaging tools.

We may also receive limited personal data indirectly from third parties, for example if a relative, landlord, letting agent, employer or business partner books a service on your behalf and provides your details for the collection or delivery address. In such cases, we rely on them to confirm that they are authorised to share your information with us.

Lawful bases for processing

Man with Van The Hyde processes personal data only where we have a lawful basis under UK GDPR. These include

Performance of a contract. We process personal data to take steps at your request before entering into a contract and to perform our agreement with you. This includes providing quotations, confirming bookings, carrying out moves or deliveries and handling payments.

Legitimate interests. We process personal data where necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This includes managing our business operations, maintaining records, defending legal claims, improving our services and preventing fraud.

Legal obligations. We process personal data where necessary to comply with legal and regulatory requirements such as tax, accounting and reporting obligations.

Consent. In limited cases we may rely on your consent, for example where you specifically ask us to retain your details for future bookings beyond normal retention periods. Where we rely on consent, you may withdraw it at any time.

How we use personal data

We use your personal data for the following purposes

To provide our services including responding to enquiries, preparing and sending quotations, managing and confirming bookings, planning routes and completing moves or deliveries.

To communicate with you about your booking, including confirmations, updates, changes, cancellations, questions and after service follow ups.

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

To manage our business operations including scheduling, vehicle and staff allocation, record keeping and internal reporting.

To handle complaints, disputes, insurance issues or legal claims connected with the services we provide.

To maintain the security and integrity of our business, to help detect and prevent fraud or misuse of our services and to comply with legal obligations.

Data sharing and processors

We do not sell your personal data. We may share your personal data with trusted third parties where necessary and lawful, including

Service providers who act as data processors, such as providers of secure payment processing, cloud storage, email and messaging platforms, booking and scheduling tools, accounting or invoicing systems and IT support services. These providers are only allowed to process your data on our instructions and must protect it.

Professional advisers including accountants, auditors, legal advisers or insurers where this is necessary for the establishment, exercise or defence of legal claims or for auditing and compliance.

Public authorities or law enforcement bodies where we are required to do so by law, regulation or court order, or where disclosure is necessary to protect the rights, property or safety of our customers, staff or others.

Where another person is involved in the booking, for example a landlord or business client arranging a move on your behalf, we may share limited information with them where necessary to coordinate the service, such as confirmation that a job has been completed.

Data retention

We keep personal data only for as long as is reasonably necessary for the purposes described in this Privacy Policy and in line with legal and regulatory requirements.

Enquiry and booking information is typically retained for up to six years after the end of the financial year in which the transaction took place, to meet tax, accounting and contractual record keeping obligations and to help respond to any queries or disputes.

Communications and complaint records may be kept for a similar period where relevant to our legal obligations or potential legal claims.

Where data is held solely on the basis of your consent and no longer needed for any other lawful purpose, we will delete it if you withdraw consent or after a reasonable period of inactivity.

International transfers

Some of our service providers may store or access data from outside the United Kingdom. Where this occurs, we will ensure that appropriate safeguards are in place to protect your personal data in accordance with UK GDPR requirements, for example by relying on adequacy regulations or standard contractual clauses.

How we protect personal data

We take appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures may include access controls, secure storage, encryption where appropriate and staff awareness of data protection responsibilities.

While we take reasonable steps to secure your data, no transmission or storage system can be guaranteed to be completely secure.

Your data protection rights

Under UK GDPR, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions. These include

Right of access. You can request confirmation of whether we process your personal data and obtain a copy of that data, along with certain information about how we use it.

Right to rectification. You can ask us to correct inaccurate personal data and to complete incomplete data.

Right to erasure. You can ask us to delete your personal data in certain circumstances, for example where it is no longer needed for the purposes for which it was collected and we have no legal reason to retain it.

Right to restriction. You can ask us to restrict the processing of your data in certain circumstances, such as where you contest its accuracy or object to its processing.

Right to object. You can object to processing that is based on our legitimate interests, on grounds relating to your particular situation. We will stop processing unless we have compelling legitimate grounds to continue or the processing is for the establishment, exercise or defence of legal claims.

Right to data portability. Where processing is based on consent or on a contract and carried out by automated means, you can ask to receive your personal data in a structured, commonly used and machine readable format and to have it transmitted to another controller where technically feasible.

Right to withdraw consent. Where we rely on your consent to process data, you can withdraw that consent at any time. This will not affect the lawfulness of processing before consent was withdrawn.

Contact and complaints

If you wish to exercise any of your rights, or if you have questions or concerns about how Man with Van The Hyde uses your personal data, you can contact us using the details provided on our usual customer communication channels.

You also have the right to lodge a complaint with the UK supervisory authority, the Information Commissioner's Office, if you believe that your data protection rights have been infringed.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, how we handle personal data or changes in law or guidance. Any updates will apply from the date they are published. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

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