Privacy Policy - Man With Van Haringey

This Privacy Policy explains how Man With Van Haringey collects, uses, stores, shares, and protects personal data in connection with our removal, transport, and van hire services. It applies to all Man With Van Haringey customers in the area, including people who request a quote, make a booking, receive a service, or otherwise interact with us in relation to our business. We are committed to handling personal information in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Personal Data We Collect

We only collect information that is relevant and necessary for delivering our services, managing customer relationships, meeting legal duties, and improving our operations. The types of personal data we may collect include:

Identity details such as your name and, where relevant, the name of your business or organisation.
Contact details such as your address, telephone number, and email address.
Service information such as collection and delivery addresses, property access details, service dates, item descriptions, moving instructions, and any special handling requirements.
Transaction details such as invoices, payment records, booking history, and service charges.
Communication records including emails, text messages, phone call notes, and any other correspondence with us.
Technical data if you contact us through digital channels, such as basic device or usage information needed to maintain website or system security.
Evidence and operational records such as photographs taken for damage assessment, completion records, or service confirmations where necessary.

We do not intentionally collect special category data unless it is strictly required and you have provided it for a specific reason, or unless we are legally permitted to process it. We request that you avoid sharing sensitive personal information unless it is necessary for the service.

2. How We Collect Your Data

We may collect personal data directly from you when you:

request a quote or booking;
correspond with us about a job;
provide delivery or access instructions;
pay for a service;
raise a complaint, query, or feedback;
take part in post-service communication.

We may also receive data from third parties where appropriate, for example from a customer acting on your behalf, a business partner arranging a service, or a payment processor confirming a transaction. Where we receive your data from someone else, we will handle it in line with this policy and applicable law.

3. Lawful Basis for Processing

We only process personal data where we have a valid lawful basis under data protection law. Depending on the activity, our lawful bases may include:

Contract: processing is necessary to provide a quote, manage a booking, perform the service, or take steps at your request before entering into a contract.
Legal obligation: processing is necessary to comply with laws relating to taxation, accounting, insurance, safety, or regulatory obligations.
Legitimate interests: processing is necessary for our legitimate business interests, such as improving services, managing enquiries, preventing fraud, securing our systems, and keeping operational records, provided these interests do not override your rights and freedoms.
Consent: where required, we rely on your consent, for example for specific optional communications or where we must process particular data in a way that requires permission.

Where we rely on legitimate interests, we carry out appropriate balancing checks to ensure your privacy is respected. If we rely on consent, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

4. How We Use Personal Data

We use personal information to:

provide moving, transport, and related services;
respond to enquiries and provide quotations;
schedule jobs and manage logistics;
communicate about bookings, timings, access, or service changes;
issue invoices, process payments, and keep financial records;
manage customer complaints and service issues;
protect our staff, customers, and property;
maintain accurate business and operational records;
comply with legal and regulatory requirements;
improve our services and customer experience.

We will not use personal data for purposes that are incompatible with those set out in this policy unless we notify you and have a lawful basis to do so.

5. Data Sharing and Processors

We may share personal data with trusted third parties where necessary to run our business and deliver our services. These third parties act either as processors acting on our instructions, or as independent controllers where they determine their own purposes and methods of processing.

Examples of processors may include:

Payment service providers that process card or electronic payments securely.
Accounting and bookkeeping providers that support invoicing and financial administration.
IT, hosting, and software providers that store data, manage communications, or support business systems.
Administrative support services that help organise records, appointments, or customer communications.
Insurance or claims-related providers where data is needed to assess a service issue or claim.

We require processors to handle personal data securely, only for our documented purposes, and in line with data protection law. We do not sell personal data.

We may also disclose information if required by law, court order, regulatory request, or to protect the rights, safety, or property of our business, customers, or staff.

6. International Transfers

Where any of our processors or service providers store or process data outside the UK, we will ensure appropriate safeguards are in place before any transfer occurs. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent legal protections designed to keep your data secure and lawful.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, insurance, or reporting requirements. Retention periods depend on the nature of the data and the context in which it was collected.

Booking and service records are usually retained for a period appropriate to support service administration, dispute handling, and business records.
Financial and tax records are retained for the period required by applicable law.
Complaints or claims records may be retained for longer where needed to resolve issues or defend legal claims.
Communication records are retained only as long as necessary for customer service, operational, or legal purposes.

When data is no longer needed, we will securely delete, destroy, or anonymise it.

8. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, regular review of systems, and careful handling of documents and records. While no system is completely risk-free, we work to maintain a level of security appropriate to the sensitivity of the data we process.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These may include:

Right of access – you may request a copy of the personal data we hold about you.
Right to rectification – you may ask us to correct inaccurate or incomplete data.
Right to erasure – in certain circumstances, you may request deletion of your data.
Right to restrict processing – you may ask us to limit how we use your data in certain situations.
Right to data portability – where applicable, you may request your data in a structured, commonly used format.
Right to object – you may object to processing based on legitimate interests, and in some cases to direct marketing.
Right to withdraw consent – where processing is based on consent, you can withdraw it at any time.

These rights are subject to legal conditions and exceptions. For example, we may need to keep certain records to comply with the law or to establish, exercise, or defend legal claims.

10. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from minors except where it is incidental to a booking or service arrangement and processed lawfully. If we become aware that data relating to a child has been collected in error, we will take appropriate steps to address it.

11. How to Exercise Your Rights

If you wish to exercise any of your rights, or if you have questions about how your data is handled, you can contact us using the details provided through our normal business channels. We may need to verify your identity before responding to your request. We aim to respond within the timescales required by law and will keep you informed if more time is needed.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, business practices, or the way we operate. The most current version will apply to your use of our services. We encourage customers to review this policy periodically so they remain informed about how their personal data is handled.

13. Statement of Applicability

This Privacy Policy applies to all Man With Van Haringey customers in the area. By using our services, requesting a quote, making a booking, or communicating with us in relation to our services, you acknowledge that your personal data may be processed in accordance with this policy and applicable data protection law.

We are committed to treating personal data with care, transparency, and respect. Your privacy matters to us, and we aim to process information only where it is necessary, lawful, and proportionate.