Hire Man and Van Privacy Policy
This Privacy Policy explains how Hire Man and Van collects, uses, stores and protects personal data relating to customers and prospective customers within our service area. It also explains the legal bases we rely on under applicable data protection laws, including the UK General Data Protection Regulation and the EU General Data Protection Regulation where applicable, and describes your rights in relation to your personal data.
Scope of this Privacy Policy
This Privacy Policy applies to all Hire Man and Van customers and prospective customers in our service area who contact us, request a quote, make a booking, receive our services or otherwise interact with us, whether online, by telephone or in person.
Personal Data We Collect
We collect and process different categories of personal data depending on how you interact with us and the services you use. The main categories of data we may collect include:
Identification and contact details, such as your name, postal address, collection and delivery addresses, and any alternative contact person details that you provide to coordinate a job.
Contact preferences and communication records, including your communication preferences and records of communications between you and Hire Man and Van, such as enquiries, quotes, bookings, instructions and feedback.
Service and booking information, including details of the services you request or purchase, job dates and times, origin and destination addresses, job notes, special handling instructions and related logistical information.
Payment and transaction information, such as payment method, billing address, amounts charged, refunds and transaction history. We do not store full payment card details where payments are processed via third party payment processors.
Technical and usage information, where you interact with our website or digital services, which may include IP address, device information, approximate location derived from your IP address and information about how you use our online services, collected through standard logging or similar technologies.
Voluntary feedback and reviews that you choose to provide to us about our services.
How We Collect Personal Data
We may collect personal data directly from you when you contact us to request information or a quote, when you make a booking or purchase services, when you communicate with us by any channel, or when you provide feedback or reviews.
We may also receive personal data about you indirectly, for example when another person arranges a service on your behalf, provides your details as an alternative contact, or when third party service providers or business partners share information with us to help deliver or support our services.
Lawful Basis for Processing
We process your personal data only where we have a valid lawful basis under data protection laws. Depending on the context, we rely on the following lawful bases:
Contract performance. We process your personal data where it is necessary to enter into and perform a contract with you, including to provide quotes, accept and manage bookings, deliver our services, manage payments and communicate with you about your booking.
Legitimate interests. We process certain data for our legitimate business interests, provided those interests are not overridden by your rights and interests. This includes managing our operations, improving our services, handling enquiries, monitoring service quality and pursuing or defending legal claims.
Legal obligations. We process personal data where this is necessary to comply with legal or regulatory obligations, including record keeping, accounting and responding to lawful requests from public authorities.
Consent. In limited cases we may rely on your consent, for example for certain optional communications or where local law requires consent for specific types of processing. Where we rely on consent, you can withdraw it at any time.
How We Use Personal Data
We use the personal data we collect for the following purposes:
To provide and manage our services, including handling enquiries, providing quotes, confirming bookings, planning and carrying out jobs, coordinating with you or your contact person and dealing with any changes or issues that arise.
To process payments and manage billing, including issuing invoices, processing payments or refunds and maintaining financial records.
To communicate with you, including responding to your requests, sending service updates and communicating about your bookings and any after service matters.
To manage our business operations, including scheduling, route planning, staff and vehicle allocation, quality control, training and service improvements.
To maintain security, prevent fraud and protect our rights, for example to verify identity where appropriate, prevent misuse of services and manage disputes or legal claims.
To comply with legal and regulatory requirements that apply to our business.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with selected third parties where necessary for the purposes set out in this Privacy Policy and where permitted by law.
Service providers acting as data processors. We may use third party companies to provide certain services on our behalf, such as payment processing, accounting support, IT and cloud hosting, customer management systems or communication platforms. These providers act on our instructions, are not allowed to use your personal data for their own purposes and are required to protect your data.
Professional advisors and insurers. We may share data with our external legal, tax, insurance or other professional advisors where necessary to obtain advice or manage risks and claims.
Public authorities and law enforcement. We may disclose personal data where required to comply with legal obligations, court orders or lawful requests from public or regulatory authorities, or to protect our rights, property or safety or that of others.
Business transfers. If we are involved in a reorganisation, merger or sale of some or all of our business or assets, personal data may be transferred as part of that transaction in accordance with applicable law.
International Data Transfers
Where we use service providers or systems located outside the UK or European Economic Area, your personal data may be transferred to and processed in countries that may not provide the same level of data protection as your home jurisdiction. In such cases, we take appropriate safeguards to protect your personal data, such as using standard contractual clauses or ensuring that other legally recognised protections are in place.
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. The specific retention period depends on the type of data and the context in which it is processed.
Generally, we retain core customer and booking records for a period that allows us to handle queries, address complaints, manage potential legal claims and comply with statutory retention periods. Financial and invoicing information is retained for the period required by law. When personal data is no longer needed, we will delete it or anonymise it so that it can no longer be associated with an identifiable individual.
Data Security
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 include restricting access to personal data to those staff and service providers who need it for legitimate business purposes, using secure systems and taking reasonable steps to ensure that our data processors maintain suitable security standards.
Your Data Protection Rights
Under data protection laws, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions. These rights include:
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, along with certain information about how we use it.
Right to rectification. You have the right to request correction of inaccurate personal data and to have incomplete data completed.
Right to erasure. In certain circumstances you have the right to request that we delete your personal data, for example where the data 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 may request that we restrict the processing of your personal data in certain situations, for example while we verify the accuracy of data or assess an objection you have raised.
Right to object. You have the right to object, on grounds relating to your particular situation, to our processing of your personal data where we rely on legitimate interests. We will stop processing unless we can demonstrate compelling legitimate grounds or the processing is needed for legal claims.
Right to data portability. In certain cases, you have the right to receive personal data you provided to us 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 to process personal data, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing based on consent before it was withdrawn.
You also have the right to lodge a complaint with a supervisory authority if you believe that our processing of your personal data infringes data protection laws. We encourage you to contact us first so that we can address your concerns directly where possible.
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 effective when we publish the revised policy. We recommend that you review this Privacy Policy periodically to stay informed about how we protect your information.
Areas
Frequently Asked Questions
Hire Man and Van Privacy Policy
This Privacy Policy explains how Hire Man and Van collects, uses, stores and protects personal data relating to customers and prospective customers within our service area. It also explains the legal bases we rely on under applicable data protection laws, including the UK General Data Protection Regulation and the EU General Data Protection Regulation where applicable, and describes your rights in relation to your personal data.
Scope of this Privacy Policy
This Privacy Policy applies to all Hire Man and Van customers and prospective customers in our service area who contact us, request a quote, make a booking, receive our services or otherwise interact with us, whether online, by telephone or in person.
Personal Data We Collect
We collect and process different categories of personal data depending on how you interact with us and the services you use. The main categories of data we may collect include:
Identification and contact details, such as your name, postal address, collection and delivery addresses, and any alternative contact person details that you provide to coordinate a job.
Contact preferences and communication records, including your communication preferences and records of communications between you and Hire Man and Van, such as enquiries, quotes, bookings, instructions and feedback.
Service and booking information, including details of the services you request or purchase, job dates and times, origin and destination addresses, job notes, special handling instructions and related logistical information.
Payment and transaction information, such as payment method, billing address, amounts charged, refunds and transaction history. We do not store full payment card details where payments are processed via third party payment processors.
Technical and usage information, where you interact with our website or digital services, which may include IP address, device information, approximate location derived from your IP address and information about how you use our online services, collected through standard logging or similar technologies.
Voluntary feedback and reviews that you choose to provide to us about our services.
How We Collect Personal Data
We may collect personal data directly from you when you contact us to request information or a quote, when you make a booking or purchase services, when you communicate with us by any channel, or when you provide feedback or reviews.
We may also receive personal data about you indirectly, for example when another person arranges a service on your behalf, provides your details as an alternative contact, or when third party service providers or business partners share information with us to help deliver or support our services.
Lawful Basis for Processing
We process your personal data only where we have a valid lawful basis under data protection laws. Depending on the context, we rely on the following lawful bases:
Contract performance. We process your personal data where it is necessary to enter into and perform a contract with you, including to provide quotes, accept and manage bookings, deliver our services, manage payments and communicate with you about your booking.
Legitimate interests. We process certain data for our legitimate business interests, provided those interests are not overridden by your rights and interests. This includes managing our operations, improving our services, handling enquiries, monitoring service quality and pursuing or defending legal claims.
Legal obligations. We process personal data where this is necessary to comply with legal or regulatory obligations, including record keeping, accounting and responding to lawful requests from public authorities.
Consent. In limited cases we may rely on your consent, for example for certain optional communications or where local law requires consent for specific types of processing. Where we rely on consent, you can withdraw it at any time.
How We Use Personal Data
We use the personal data we collect for the following purposes:
To provide and manage our services, including handling enquiries, providing quotes, confirming bookings, planning and carrying out jobs, coordinating with you or your contact person and dealing with any changes or issues that arise.
To process payments and manage billing, including issuing invoices, processing payments or refunds and maintaining financial records.
To communicate with you, including responding to your requests, sending service updates and communicating about your bookings and any after service matters.
To manage our business operations, including scheduling, route planning, staff and vehicle allocation, quality control, training and service improvements.
To maintain security, prevent fraud and protect our rights, for example to verify identity where appropriate, prevent misuse of services and manage disputes or legal claims.
To comply with legal and regulatory requirements that apply to our business.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with selected third parties where necessary for the purposes set out in this Privacy Policy and where permitted by law.
Service providers acting as data processors. We may use third party companies to provide certain services on our behalf, such as payment processing, accounting support, IT and cloud hosting, customer management systems or communication platforms. These providers act on our instructions, are not allowed to use your personal data for their own purposes and are required to protect your data.
Professional advisors and insurers. We may share data with our external legal, tax, insurance or other professional advisors where necessary to obtain advice or manage risks and claims.
Public authorities and law enforcement. We may disclose personal data where required to comply with legal obligations, court orders or lawful requests from public or regulatory authorities, or to protect our rights, property or safety or that of others.
Business transfers. If we are involved in a reorganisation, merger or sale of some or all of our business or assets, personal data may be transferred as part of that transaction in accordance with applicable law.
International Data Transfers
Where we use service providers or systems located outside the UK or European Economic Area, your personal data may be transferred to and processed in countries that may not provide the same level of data protection as your home jurisdiction. In such cases, we take appropriate safeguards to protect your personal data, such as using standard contractual clauses or ensuring that other legally recognised protections are in place.
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. The specific retention period depends on the type of data and the context in which it is processed.
Generally, we retain core customer and booking records for a period that allows us to handle queries, address complaints, manage potential legal claims and comply with statutory retention periods. Financial and invoicing information is retained for the period required by law. When personal data is no longer needed, we will delete it or anonymise it so that it can no longer be associated with an identifiable individual.
Data Security
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 include restricting access to personal data to those staff and service providers who need it for legitimate business purposes, using secure systems and taking reasonable steps to ensure that our data processors maintain suitable security standards.
Your Data Protection Rights
Under data protection laws, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions. These rights include:
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, along with certain information about how we use it.
Right to rectification. You have the right to request correction of inaccurate personal data and to have incomplete data completed.
Right to erasure. In certain circumstances you have the right to request that we delete your personal data, for example where the data 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 may request that we restrict the processing of your personal data in certain situations, for example while we verify the accuracy of data or assess an objection you have raised.
Right to object. You have the right to object, on grounds relating to your particular situation, to our processing of your personal data where we rely on legitimate interests. We will stop processing unless we can demonstrate compelling legitimate grounds or the processing is needed for legal claims.
Right to data portability. In certain cases, you have the right to receive personal data you provided to us 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 to process personal data, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing based on consent before it was withdrawn.
You also have the right to lodge a complaint with a supervisory authority if you believe that our processing of your personal data infringes data protection laws. We encourage you to contact us first so that we can address your concerns directly where possible.
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 effective when we publish the revised policy. We recommend that you review this Privacy Policy periodically to stay informed about how we protect your information.
