Hire Man with Van Privacy Policy

This Privacy Policy explains how Hire Man with Van collects, uses, stores, shares, and protects your personal data when you use our services. It applies to all Hire Man with Van customers in our service area, regardless of how you contact us or make a booking.

We are committed to handling your personal data in a lawful, fair, and transparent way, and to complying with all applicable data protection laws, including the General Data Protection Regulation, often referred to as the GDPR.

Data Controller

Hire Man with Van is the data controller for the personal data processed in connection with our services. This means we determine the purposes and means of processing your personal data and are responsible for ensuring it is handled in accordance with the GDPR.

Categories of Personal Data We Collect

We collect only the personal data that is necessary to provide and manage our services. This may include the following categories of information.

Identification and contact details such as your name, address, service address, billing address, and any alternative contact person you provide.

Communication details such as your preferred method of contact and the content of any messages, enquiries, feedback, or complaints you send to us through forms, calls, or other communication channels.

Service and booking information such as details of the services you request, collection and delivery addresses, property access instructions where provided, dates and times of bookings, records of completed work, and related notes.

Payment and transaction data such as the amount charged, payment method, and payment status. We do not store full bank card details where payments are processed via third party payment providers; only limited details required for accounting and reconciliation may be retained.

Technical and usage information such as basic device, browser, and usage information where you interact with our website. This may include date and time of visits, pages viewed, and how you navigate our site, as captured through standard server logs or similar tools.

How We Collect Personal Data

We collect personal data directly from you when you make an enquiry, request a quote, place a booking, communicate with us by any channel, or provide information at the time services are carried out.

We may also receive information about you from third parties where it is necessary for providing services. Examples include referrals from partner organisations or online platforms where you have requested our services. In such cases, we only process the information that is relevant to fulfilling your request.

Purposes and Lawful Basis for Processing

We process your personal data for specific, explicit, and legitimate purposes. For each purpose, we rely on one or more lawful bases under the GDPR.

To provide and manage our services. We use your contact and service details to create and manage bookings, plan routes, carry out removals and deliveries, and provide customer support. The lawful basis is performance of a contract or taking steps at your request before entering into a contract.

To communicate with you. We use your contact details to respond to enquiries, send booking confirmations and updates, notify you of changes or issues, and handle complaints. The lawful basis is performance of a contract and, where appropriate, our legitimate interests in operating our business and maintaining customer relationships.

To process payments and maintain accounts. We use payment and transaction data for invoicing, payment processing, accounting, and financial reporting. The lawful basis is performance of a contract and compliance with legal obligations relating to tax and financial record keeping.

To improve and develop our services. We may use service usage data, feedback, and limited technical data to analyse performance, improve how we deliver services, and enhance our website and customer experience. The lawful basis is our legitimate interests in developing and improving our business.

To comply with legal and regulatory obligations. We may use and retain certain information to comply with laws, respond to lawful requests from authorities, and establish, exercise, or defend legal claims. The lawful basis is compliance with legal obligations and our legitimate interests in protecting our rights.

Where we rely on consent as a lawful basis, we will request it clearly and separately. You can withdraw your consent at any time, although this will not affect processing that took place before consent was withdrawn.

Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying legal, accounting, or reporting requirements.

In most cases, we retain customer and booking records for a period consistent with applicable limitation periods and regulatory guidance, after which data is securely deleted or anonymised. Payment and invoicing records may be retained for a longer period where required by tax or financial regulations.

We regularly review the personal data we hold and apply retention criteria based on the type of data, the purpose of processing, and any legal or regulatory requirements.

Data Processors and Third Party Recipients

We may share your personal data with carefully selected third parties who act as data processors on our behalf. These processors only process your data under our instructions and in accordance with written agreements that require appropriate security and confidentiality.

Examples of such processors include providers of booking systems, customer relationship management tools, payment processing services, cloud storage and hosting providers, and IT support or maintenance services.

We may also share limited personal data with third parties acting as independent controllers where necessary, such as accountants, professional advisers, or insurers, and with public authorities where required by law or in connection with legal claims.

We do not sell your personal data. We also do not permit our processors to use your data for their own marketing purposes.

International Transfers

Where any of our service providers are located outside the United Kingdom or European Economic Area, we take steps to ensure that an adequate level of protection is in place. This may include relying on adequacy regulations or entering into data transfer agreements that incorporate standard contractual clauses approved under the GDPR.

Security of Your Data

We implement appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include access controls, restricted access to data on a need to know basis, secure storage, and procedures for handling suspected data incidents.

While we take reasonable steps to secure your data, no system can be guaranteed to be completely secure. We continually review and improve our security measures in line with industry standards and legal requirements.

Your Rights Under the GDPR

As a customer of Hire Man with Van, you have a number of rights in relation to the personal data we hold about you, subject to certain conditions and exemptions under the law.

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

Right to rectification. You have the right to request the correction of inaccurate personal data and to have incomplete data completed.

Right to erasure. You may request that we delete your personal data in certain circumstances, for example where it is no longer necessary for the purposes for which it was collected or where you withdraw consent and there is no other legal basis for processing.

Right to restriction of processing. You can request that we restrict the processing of your personal data in certain circumstances, such as while we verify the accuracy of the data or assess an objection you have raised.

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

Right to object. You have the right to object, on grounds relating to your particular situation, to processing based on our legitimate interests. We will stop processing your data unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms, or where processing is required for legal claims.

Right to withdraw consent. Where we rely on your consent, you can 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 a data protection supervisory authority if you believe your rights have been infringed. We encourage you to contact us first so we can address your concerns directly.

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 process personal data. Any updates will be made available to customers and 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.