Privacy Policy - Man With A Van Haringey

This Privacy Policy explains how Man With A Van Haringey collects, uses, stores, shares, and protects personal data when providing moving, transportation, and related services. It applies to all Man With A Van Haringey customers in the area, including individuals, households, landlords, tenants, and business customers who use our services. We are committed to handling personal data fairly, lawfully, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Man With A Van Haringey acts as the data controller for the personal data we collect in connection with enquiries, bookings, quotations, service delivery, invoicing, and customer support. This means we decide why and how your personal information is processed.

We take privacy seriously and aim to ensure that any personal data we process is limited to what is necessary for the services we provide.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

Identity information, such as your name and title.
Contact information, such as address details, telephone number, and email address.
Service information, including moving addresses, property access details, item descriptions, preferred dates, and service instructions.
Billing information, such as invoice details, payment confirmations, and records related to charges or refunds.
Communication records, including emails, messages, notes from calls, and feedback.
Technical information, such as basic device or usage information if you contact us through digital channels.
Special instructions relevant to carrying out the service safely, which may include access needs or details about fragile items.

We generally do not seek to collect sensitive personal data unless it is strictly necessary for providing the service or complying with a legal obligation. If such data is provided to us, we will process it only where permitted by law and with appropriate safeguards.

3. How We Collect Personal Data

We collect personal data in several ways:

Directly from you when you request a quote, make a booking, or communicate with us.
When you provide details during service arrangements or after service completion.
From third parties, such as landlords, letting agents, estate agents, business representatives, or payment providers where necessary to carry out the service.
From records generated during the delivery of our services, including scheduling and invoicing records.

We aim to collect only the information that is relevant and necessary for the task at hand.

4. How We Use Your Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To plan, schedule, and carry out moving and transport services.
To manage customer relationships and service communications.
To process payments, issue invoices, and maintain financial records.
To handle complaints, claims, or service issues.
To meet legal, tax, accounting, and regulatory obligations.
To protect our business, property, customers, and staff.
To improve our services, operations, and internal processes.

We will only use your personal data for the purpose for which it was collected, unless we reasonably determine that another compatible purpose is necessary and lawful.

5. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. Depending on the situation, we rely on one or more of the following lawful bases:

Contract

We process personal data to enter into and perform contracts with customers. This includes preparing quotations, arranging collections and deliveries, and completing the services you have requested.

Legal Obligation

We may process personal data where necessary to comply with legal obligations, including tax, accounting, business recordkeeping, and responses to lawful requests from public authorities.

Legitimate Interests

We may process data where it is in our legitimate interests and where those interests are not overridden by your rights and freedoms. This may include improving our services, preventing fraud, maintaining security, and managing business operations. We always consider whether our interests are appropriate and proportionate.

Consent

In limited cases, we may rely on your consent, for example where it is required for a specific optional purpose. If we do, you may withdraw that consent at any time, and we will stop the relevant processing unless another lawful basis applies.

6. Sharing Your Personal Data

We may share personal data with carefully selected third parties, known as processors or service providers, where necessary to deliver our services or run our business efficiently. These third parties act on our instructions and are required to keep data secure and confidential.

Examples of processors may include:

Payment processors that handle card or online payments.
Accounting and bookkeeping providers that help manage invoices and financial records.
IT and system support providers that maintain software, storage, or communications systems.
Administrative service providers that assist with scheduling, recordkeeping, or customer management.

We may also disclose personal data where required by law, to respond to legal claims, to protect our rights, or to prevent or detect unlawful activity.

We do not sell your personal data.

7. International Transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place so that your data remains protected to a standard consistent with UK GDPR. This may include approved contractual measures or transfers to countries recognised as providing adequate protection.

8. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting, tax, and operational requirements.

Retention periods may vary depending on the type of information and the reason for holding it. In general:

Quotation and enquiry records are kept for a reasonable period to manage follow-up communication and service history.
Customer and booking records are retained for the duration of the relationship and for a limited period after completion.
Invoice, payment, and accounting records are kept for as long as required by law.
Complaint or dispute records may be kept until the matter is resolved and for an additional period if needed for legal purposes.

When personal data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you.

9. Data Security

We use appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, confidentiality obligations, and regular review of our data handling practices.

While no system can be guaranteed completely secure, we work to maintain a level of protection that is appropriate to the risks involved.

10. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply depending on the circumstances and the basis on which we process your data:

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete information.
Right to erasure – you may ask us to delete your data in certain situations.
Right to restriction – you can request that we limit how we use your data in some cases.
Right to object – you may object to processing based on legitimate interests or direct marketing where applicable.
Right to data portability – you may request your data in a usable format where the law allows.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with legal requirements and may need to verify your identity before acting on your request.

11. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is incidentally provided by an adult customer as part of a service arrangement. If we become aware that personal data has been collected inappropriately, we will take reasonable steps to delete it.

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 service arrangements. The most current version will apply to the way we handle personal data. We encourage customers to review this policy periodically.

13. Summary of Key Principles

In summary, Man With A Van Haringey only processes personal data when it is necessary and lawful. We collect data to provide moving services, manage bookings, communicate effectively, and meet legal obligations. We keep data only for as long as needed, share it only with trusted processors or when required by law, and respect your rights under UK data protection legislation. Our aim is to handle all customer information with care, transparency, and accountability.

This policy applies to all Man With A Van Haringey customers in the area.