Hire Man and Van Privacy Policy

This Privacy Policy explains how Hire Man and Van collects, uses, stores, and protects personal data of its customers and prospective customers. It applies to all Hire Man and Van customers and website users in the service area, including individuals and businesses who request quotes, make bookings, or otherwise interact with our services.

Hire Man and Van is committed to complying with applicable data protection laws, including the General Data Protection Regulation and relevant UK and EU privacy legislation. We encourage you to read this Privacy Policy carefully so you understand how and why we use your personal data.

Data Controller

Hire Man and Van is the data controller responsible for deciding how and why your personal data is used. Where we use third party service providers to process data on our behalf, they act as data processors and are bound by contractual obligations to protect your data and use it only in accordance with our instructions.

Personal Data We Collect

We collect and process different categories of personal data depending on how you interact with us. This may include the following information.

Identification and contact details such as your name, postal address, collection and delivery addresses, and contact details including non-electronic contact information where provided.

Booking and service information including details of the items to be moved, access information for properties, preferred dates and times, job instructions, and any notes you provide that are relevant to the service.

Account and communication data such as your communication preferences, records of enquiries, bookings and customer service interactions, feedback, reviews, and complaints.

Payment and billing information such as billing address, payment status, payment method used, and transaction details. We do not store full payment card details when payment is processed via external payment providers.

Technical usage data such as information about how you use our website or online booking tools, including basic device and usage information and data obtained through cookies or similar technologies where legally permitted and, where required, with your consent.

Marketing and consent data including whether you have consented to receive marketing messages, your marketing preferences, and any records of opting in or opting out.

How We Collect Personal Data

We collect personal data from you directly when you request a quote, make a booking, contact us by any communication method, leave a review, or provide feedback.

We may also collect personal data automatically when you use our website or digital services, depending on your device settings and cookie preferences.

In some cases we receive personal data from third parties, for example from comparison sites, partner businesses, lead generation services, or payment and invoicing providers that you use in connection with our services.

Lawful Bases for Processing

We process personal data only when we have a lawful basis under data protection law. The main lawful bases we rely on are set out below.

Performance of a contract. We process your personal data where it is necessary to enter into or perform a contract with you, for example to provide a quote, confirm a booking, carry out the move, and handle payment and invoicing.

Legitimate interests. We process personal data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This includes managing our relationship with you, improving and developing our services, ensuring the security of our systems and vehicles, preventing fraud or misuse, and pursuing or defending legal claims.

Legal obligations. We process personal data where it is necessary to comply with legal obligations that apply to us, including accounting, tax, record keeping and regulatory requirements.

Consent. In limited cases we rely on your consent, for example for certain types of marketing communications or for optional cookies and similar technologies where consent is required. You can withdraw your consent at any time, although this will not affect the lawfulness of processing carried out before consent was withdrawn.

How We Use Your Personal Data

We may use your personal data for the following purposes.

To provide quotes, manage enquiries and bookings, plan and deliver moving and transport services, and handle changes, cancellations or follow up services.

To communicate with you regarding your booking, including confirmations, reminders, updates on arrival times, and after service follow up.

To manage billing, process payments through our chosen payment providers, manage any refunds, and maintain proper business and accounting records.

To improve and develop our services, including by monitoring usage, analysing trends, evaluating performance, and training staff.

To send service related messages and, where permitted, marketing messages about our services, promotions and offers, in line with your communication preferences and legal requirements.

To maintain the safety and security of our staff, customers, vehicles and systems, and to prevent and detect fraud or other misuse of our services.

To comply with legal obligations, respond to lawful requests from public authorities, and establish, exercise or defend legal claims.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with trusted third parties who act as data processors or, in some cases, as independent controllers.

Types of recipients may include payment processors who handle card or other electronic payments securely, IT and system providers who host our booking, communication or record keeping systems, professional advisers such as accountants or legal advisers where necessary for legitimate business purposes, and external contractors or partner companies involved in fulfilling your booking if we need assistance to complete a job.

Where third parties process data on our behalf, we require them to use appropriate security measures and to process personal data only in accordance with our instructions and applicable law.

We may also share personal data with public authorities, regulators, law enforcement or legal advisors where we are required to do so by law or where this is necessary to protect our rights, customers or staff.

International Data Transfers

Our core services are provided within our service area. However, some of our third party service providers may be located outside the United Kingdom or the European Economic Area. Where personal data is transferred outside these regions, we take steps to ensure that an adequate level of protection is provided, for example by using approved standard contractual clauses or relying on other safeguards permitted by law.

Data Retention

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

In general, we retain booking and transaction records for a period required by applicable tax and accounting laws. Enquiry and quote information may be retained for a period that allows us to manage potential bookings and understand demand for our services.

Where we process personal data based on consent, we will retain that data until consent is withdrawn or it is no longer needed for the purpose for which consent was given, whichever occurs first, unless a longer retention period is required by law.

At the end of the relevant retention period, we will securely delete or anonymise your personal data so that it can no longer be associated with you.

Your Data Protection Rights

Under data protection law, you have certain rights in relation to your personal data. These rights may be subject to conditions and legal exceptions.

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

Right to rectification. You have the right to request that inaccurate or incomplete personal data is corrected or updated.

Right to erasure. You have the right to request that we delete your personal data in certain circumstances, for example where it is no longer needed 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. You have the right to request that we restrict the processing of your personal data in specific situations, such as while we are verifying its accuracy or assessing an objection you have raised.

Right to object. You have the right to object to processing based on our legitimate interests, including profiling, and to object to direct marketing at any time.

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

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

You also have the right to lodge a complaint with a supervisory authority if you believe your data protection rights have been infringed. You can contact the supervisory authority in the country where you live, where you work, or where the alleged infringement took place.

Security of Your Personal 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 are designed to provide a level of security appropriate to the risks associated with the processing of your personal data.

Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services or legal obligations. The updated version will apply from the date it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.