Privacy Policy - Man And A Van Haringey

This Privacy Policy explains how Man And A Van Haringey collects, uses, stores, shares, and protects personal data in connection with our removal, transport, delivery, and related moving services. It applies to all Man And A Van Haringey customers in the area, including individuals who request quotations, book services, receive updates, or otherwise interact with us in relation to our services.

We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We aim to collect only the information we need, keep it accurate and secure, and retain it only for as long as necessary for the purposes described in this policy.

1. Who We Are

Man And A Van Haringey provides van and moving services for domestic and commercial customers. In providing those services, we act as a data controller for the personal data we collect and use about you. This means we determine why and how your personal data is processed.

This policy applies when you:

request a quote or make an enquiry;
book or use our services;
communicate with us by phone, email, message, or online forms;
provide feedback, complaints, or reviews;
are a customer, prospective customer, or person connected to a service booking.

2. Personal Data We Collect

We may collect and process the following categories of personal data, depending on the services requested and how you interact with us:

Information you provide directly

Identity details such as your name or business name;
Contact details such as telephone number, email address, and service address;
Booking details including move dates, item lists, access instructions, and delivery requirements;
Payment-related information necessary to take payment or issue invoices, such as billing details;
Communication records including messages, emails, complaint details, and feedback;
Special instructions relevant to the job, such as fragile items, parking restrictions, or building access notes.

Information collected automatically or from third parties

Technical data such as device type, IP address, or browser information if you contact us digitally;
Service history relating to previous quotes, bookings, and completed work;
Information from third parties such as payment providers, subcontracted service partners, or referral sources where necessary to complete the service.

We do not seek to collect unnecessary personal data. We also do not intentionally collect sensitive data unless it is required for a specific service request or you choose to provide it. If such information is provided, we will only process it where there is a lawful basis to do so and where it is relevant to the service.

3. How We Use Personal Data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to manage bookings and deliver moving or transport services;
to confirm access, timing, item handling, and service arrangements;
to issue invoices, process payments, and maintain accounting records;
to communicate with you about the service, including updates or changes;
to manage complaints, disputes, and service quality issues;
to comply with legal, tax, insurance, and regulatory obligations;
to maintain internal records and improve our services;
to protect against fraud, misuse, or unlawful activity.

We will only use your personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for a compatible purpose or a purpose required by law.

4. Lawful Basis for Processing

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

Contract – where processing is necessary to enter into or perform a contract with you, such as arranging and completing a move, providing a quote, or taking payment;
Legal obligation – where processing is necessary to comply with legal duties, including tax, accounting, insurance, and record-keeping requirements;
Legitimate interests – where processing is necessary for our legitimate business interests, such as managing our operations, improving services, preventing fraud, or handling customer service matters, provided your rights do not override those interests;
Consent – where we rely on your explicit permission, for example in limited cases involving optional marketing or certain sensitive information.

Where we rely on legitimate interests, we carry out a balancing assessment to ensure that our interests are not overridden by your rights and freedoms. Where we rely on consent, you have the right to withdraw that consent at any time.

5. Data Sharing and Processors

We may share personal data with trusted third parties where necessary for the operation of our business and the delivery of services. These third parties act as processors or independent controllers depending on the nature of the relationship.

Processors we may use

Payment processors to handle card or electronic payments;
Accounting and bookkeeping providers to maintain financial records;
IT and cloud storage providers to store messages, documents, and operational records securely;
Customer communication tools used for booking confirmations or service updates;
Subcontracted service providers engaged to help complete a move or related task, where relevant.

We require processors to handle personal data securely, use it only on our instructions, and implement appropriate technical and organisational safeguards. We do not sell personal data.

We may also disclose personal data where required by law, court order, or regulatory request, or where disclosure is necessary to protect our rights, property, staff, customers, or the public.

6. International Transfers

If any of our service providers store or process data outside the UK, we will take appropriate steps to ensure your personal data is protected to a standard that is consistent with UK data protection law. This may include using approved contractual safeguards or relying on adequacy decisions where available.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including meeting legal, accounting, insurance, and business record requirements. Retention periods depend on the type of data and the reason for processing.

In general:

Quote and enquiry records may be kept for a reasonable period to manage follow-up, auditing, and business administration;
Booking and service records may be retained for the duration of the service and afterward for legal and operational purposes;
Financial records are kept for the period required by tax and accounting law;
Complaint and dispute records may be retained for longer where needed to resolve claims or defend legal rights.

When personal data is no longer required, we will securely delete, anonymise, or archive it in accordance with our retention practices. We do not keep personal data indefinitely.

8. Security of Personal Data

We use 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, and limited access on a need-to-know basis. While no system can be guaranteed to be completely secure, we take data protection and information security seriously.

9. Your Rights

Subject to certain conditions and exemptions under data protection law, you 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 data;
Right to erasure – to request deletion of your data in certain circumstances;
Right to restriction – to ask us to limit how we use your data;
Right to object – to object to processing based on legitimate interests or direct marketing;
Right to data portability – to request transfer of certain data in a structured, commonly used format;
Right to withdraw consent – where processing is based on consent.

You are not required to pay a fee to exercise these rights, although we may charge a reasonable fee or refuse to act on a request if it is manifestly unfounded or excessive, as permitted by law. We may need to verify your identity before responding to a request.

If you believe your data protection rights have been infringed, you also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) or another relevant supervisory authority.

10. Marketing Communications

We may occasionally send service-related messages where necessary to manage bookings or update you on a job. We will only send marketing communications where we are allowed to do so under applicable law. You can object to marketing at any time. If you opt out, we will respect your preference.

11. Children’s Data

Our services are intended for adults arranging removals or transport services. We do not knowingly collect personal data from children for marketing purposes. If we need to process data relating to a child in connection with a service booking, we will do so only where appropriate and lawful.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data handling practices. Any updated version will apply from the date it is published or otherwise made available. We encourage you to review this policy periodically.

13. Summary of Key Principles

Lawful, fair, and transparent processing is central to how we handle personal data;
We collect only data that is relevant and necessary for our services;
We use personal data for specified, legitimate purposes;
We retain data only as long as needed and then securely dispose of it;
We work with trusted processors under appropriate safeguards;
We respect your rights and handle requests in accordance with GDPR requirements.

This Privacy Policy forms part of our commitment to responsible data protection for all Man And A Van Haringey customers in area. By using our services or interacting with us, you acknowledge that your personal data may be processed in accordance with this policy and applicable law.