Privacy Policy

Man With a Van Haringey Privacy Policy

This Privacy Policy explains how Man With a Van Haringey collects, uses, stores, and protects personal data relating to our customers and prospective customers within the Haringey area. It also sets out your rights under the UK General Data Protection Regulation and the Data Protection Act 2018.

This Privacy Policy applies to all services provided by Man With a Van Haringey to individuals and businesses in the Haringey area, whether you contact us online, by phone, or in person.

1. Who we are and scope of this policy

Man With a Van Haringey provides transport and removal services to residential and commercial customers. For the purposes of data protection law, Man With a Van Haringey is the controller of the personal data we collect and process about you in connection with our services in the Haringey area.

By engaging our services or contacting us with an enquiry, you acknowledge that you have read and understood this Privacy Policy.

2. Types of personal data we collect

We only collect data that is necessary for us to provide our services, manage our business, and meet our legal obligations. The types of personal data we may collect include:

Identification and contact details: full name, postal address, collection and delivery addresses, billing address, and preferred contact method.

Communication details: any information you provide when you contact us, such as the details of your enquiry, notes from our conversations, and your feedback or complaints.

Service information: details about your move or transport job, including property access information, dates and times, inventory details, special handling instructions, and any photos relevant to providing the service.

Booking and transaction data: history of the services you have booked with us, prices, quotes provided, payment status, and basic invoicing information. We do not store full payment card details.

Technical data: when you visit our website, we may collect limited technical information such as IP address, browser type, and information about how you use our site, for security, analytics, and service improvement purposes.

3. How we collect your data

We collect personal data in the following ways:

Directly from you: when you request a quote, make a booking, contact us by phone or online, or provide information to our staff on the day of the service.

From your use of our website: through cookies or similar technologies that help us understand website usage patterns and maintain security.

From third parties: in limited situations, such as when another person books a service on your behalf, or where an estate agent, landlord, or business partner provides your details to coordinate a move or delivery.

4. Lawful basis for processing your data

We only process your personal data when we have a lawful basis to do so. Depending on the context, we rely on the following bases:

Contractual necessity: to take steps at your request before entering into a contract and to perform our contract with you. This includes providing quotes, managing bookings, carrying out removal or transport services, and communicating with you about your booking and related queries.

Legal obligations: to comply with legal and regulatory requirements, such as tax, accounting, and insurance obligations, and to respond to lawful requests from authorities.

Legitimate interests: to operate and improve our business in a way that we believe does not unduly impact your rights and freedoms. This includes managing customer records, improving our services, preventing fraud or misuse of our services, and handling customer feedback and complaints.

Consent: in limited cases where required by law, such as certain marketing communications, we will rely on your explicit consent. You can withdraw your consent at any time.

5. How we use your personal data

We use your personal data for the following purposes:

To provide our services: processing enquiries, preparing quotes, confirming bookings, planning logistics, carrying out moves and deliveries, and handling follow-up communications.

To manage customer relationships: keeping records of your bookings, responding to queries and complaints, and providing customer support.

To manage our business operations: internal administration, accounting, audits, and maintaining appropriate insurance and risk management records.

To improve our services: monitoring service quality, training staff, and evaluating customer feedback to enhance our performance.

To protect our rights and interests: preventing and detecting fraud, resolving disputes, enforcing our contractual terms, and defending legal claims.

6. Data sharing and processors

We do not sell your personal data. We may share your data with trusted third parties where necessary for the purposes described in this Privacy Policy.

Service providers and processors: we may use external companies to provide services such as secure data storage, accounting systems, website hosting, and payment processing. These providers act as processors under our instructions and are required to keep your data secure and confidential.

Operational partners: in some cases, for example when additional vehicles or specialist services are required, we may share limited information with subcontractors to complete your booking. We only share what is necessary for them to perform their role.

Professional advisers and authorities: we may share information with our insurers, legal advisers, accountants, or with law enforcement and regulatory authorities where required by law or to protect our legal rights.

Whenever we share your data, we take steps to ensure that recipients only use it for legitimate purposes and in line with data protection law.

7. Data retention

We keep your personal data only for as long as is reasonably necessary for the purposes set out in this Privacy Policy and in order to meet our legal and regulatory obligations.

Customer and booking records: typically retained for up to seven years after the end of our relationship, to comply with tax and accounting requirements and to manage potential legal claims.

Enquiry information: where no booking is made, we may keep basic enquiry details for a limited period, generally up to two years, for reference and service improvement, unless you request earlier deletion where applicable.

Technical and website data: retained for shorter periods where possible, primarily for security, troubleshooting, and analytics, unless a longer retention period is necessary for legal or security reasons.

After the relevant retention period expires, data is securely deleted or anonymised so it can no longer be linked to you.

8. International data transfers

Our main operations are based in the United Kingdom. If any of our processors or service providers transfer personal data outside the UK or European Economic Area, we will ensure appropriate safeguards are in place, such as standard contractual clauses or equivalent protections, in line with data protection law.

9. How we protect your data

We use appropriate technical and organisational measures to keep your personal data secure, including access controls, secure storage, staff training, and procedures to detect and respond to potential data breaches.

Access to personal data is limited to individuals who need it to perform their job, and they are subject to confidentiality obligations. While we take reasonable steps to protect your data, no system can be completely secure, and you should take care when providing personal information online.

10. Your data protection rights

Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions:

Right of access: you can request confirmation of whether we process your personal data and obtain a copy of that data.

Right to rectification: you can ask us to correct inaccurate or incomplete personal data.

Right to erasure: in certain circumstances, you can request that we delete your personal data.

Right to restriction: you can request that we restrict the processing of your data in certain situations, for example while we consider a correction request.

Right to data portability: where processing is based on consent or contract and carried out by automated means, you may request that we provide your data in a structured, commonly used format or transfer it to another controller where technically feasible.

Right to object: you can object to processing based on our legitimate interests, including certain types of profiling, and we will stop unless we have compelling legitimate grounds or need to continue for legal reasons.

Right to withdraw consent: where we rely on your consent, you can withdraw it at any time. This will not affect the lawfulness of processing before withdrawal.

You also have the right to lodge a complaint with the Information Commissioners Office if you have concerns about how we handle your personal data.

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or service offerings. Any updates will apply from the date we publish the revised version. We encourage you to review this Privacy Policy periodically to stay informed about how we process your personal data.

If you continue to use our services after changes have been made, this will be taken as your acknowledgement of the updated Privacy Policy.