Privacy Policy - Man With Van Haringey

This Privacy Policy explains how Man With Van Haringey collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Haringey customers in the Haringey area, including anyone who requests a quote, makes a booking, receives a moving or transport service, or communicates with us in connection with those services. We are committed to handling personal information in a lawful, fair, and transparent way in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Man With Van Haringey acts as the data controller for the personal data we collect and use in connection with our services. This means we determine the purposes and means of processing personal information when providing removals, transport, collection, and related customer services in Haringey.

2. Personal Data We Collect

We may collect and process different types of personal data depending on your interaction with us. This may include:

Identity information such as your name and title.
Contact information such as your phone number, email address, and service address.
Booking and service details including move dates, collection and delivery locations, property access information, item descriptions, and service preferences.
Payment information such as billing details and transaction records. We do not store more payment information than is necessary for processing and accounting purposes.
Communication records including emails, messages, call notes, and complaint correspondence.
Technical and usage data if you interact with our digital systems, such as IP address, browser type, device information, and basic analytics data.
Special category data only where you choose to provide it and where it is necessary for a lawful purpose, for example if accessibility or health-related arrangements affect the service.

We generally collect personal data directly from you when you enquire about our services, request a quotation, make a booking, or communicate with us. In some cases, we may also receive information from third parties acting on your behalf, such as landlords, estate agents, employers, or family members, where appropriate and lawful.

3. How We Use Personal Data

We use personal data for the following purposes:

To provide quotes and manage bookings.
To plan, deliver, and improve our moving and transport services.
To communicate with you about your service, including updates, changes, and confirmations.
To process payments, handle invoicing, and maintain financial records.
To manage customer support, complaints, and service issues.
To maintain internal records and business administration.
To meet legal, tax, accounting, and regulatory obligations.
To protect our business, staff, vehicles, customers, and property from fraud, misuse, or unlawful activity.

We only use personal data in ways that are compatible with the purposes for which it was collected, unless we have a lawful reason to use it for another compatible purpose or a new lawful basis applies.

4. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis for processing personal data. Depending on the situation, we rely on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes at your request, managing bookings, carrying out removals or transport services, and processing payments.

Legal Obligation

We may process and retain certain information where required by law, including tax, accounting, recordkeeping, insurance, and fraud prevention obligations.

Legitimate Interests

We may process personal data where it is reasonably necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include managing our operations, preventing abuse of our services, improving service quality, responding to enquiries, and protecting our business and customers. Where we rely on legitimate interests, we consider whether the processing is necessary and whether it is fair and proportionate.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily provide optional information or agree to certain communications. You may withdraw consent at any time where consent is the lawful basis relied upon.

5. Sharing Personal Data and Processors

We do not sell your personal data. We may share information only when necessary and only with trusted third parties that support our business operations. These third parties may act as data processors or, in some cases, independent controllers.

Examples of processors and service providers may include:

Payment providers that process card or bank transactions.
IT and cloud storage providers that host or secure our systems.
Email and communication providers that help us manage correspondence.
Accounting and bookkeeping providers that support financial administration.
Vehicle, route, or scheduling service providers where relevant to operational planning.
Professional advisers such as insurers, legal advisers, or auditors where necessary.

Where a third party acts as a processor, they are required to process personal data only on our instructions, keep it secure, and comply with applicable data protection obligations. We may also disclose personal data where required by law, regulation, court order, or lawful request from public authorities.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, tax, and operational requirements. The exact retention period depends on the type of data and the nature of the service provided.

In general:

Booking and service records are retained for a period necessary to manage the contract, handle disputes, and maintain business records.
Financial and invoice records are retained for the period required by tax and accounting law.
Customer communication records may be retained for a reasonable time to resolve queries, evidence instructions, and improve service.
Technical data is retained only as long as needed for security, analytics, or system administration.

When personal data is no longer required, we will delete it, anonymise it, or securely archive it in line with our retention practices.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against accidental loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, password protection, staff confidentiality obligations, and limiting access to personal data to those who need it for business purposes.

Although we work hard to protect your data, no system can be guaranteed to be completely secure. If we become aware of a personal data breach that is likely to result in a risk to your rights and freedoms, we will act in line with applicable legal requirements.

8. International Transfers

Where personal data is transferred outside the United Kingdom, we will ensure appropriate safeguards are in place as required by law. This may include the use of adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms designed to protect your information.

9. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

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

These rights are not absolute. In some cases, we may not be able to comply fully because of legal obligations or other lawful grounds for retaining or using the data.

10. Children’s Data

Our services are intended for adults or for individuals acting on behalf of households or businesses. We do not knowingly collect personal data from children unless it is necessary in connection with a service and is provided by an adult with authority to do so.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how personal data is handled.

12. Fair Processing Commitment

We aim to process personal data in a manner that is lawful, transparent, and proportionate. We only collect information that is relevant for the provision of our services and the management of our business. We do not keep data longer than necessary, and we work with processors who are required to handle information securely and responsibly. We also respect the principle of data minimisation, meaning we seek to use the least amount of personal data needed for the task at hand.

By using our services, requesting a quote, or making a booking, you acknowledge that your personal data may be handled as described in this Privacy Policy. This policy applies to all Man With Van Haringey customers in the area and is designed to provide clear information about how we protect and use your personal information.