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 relating to our customers and prospective customers in the Haringey area. It applies to all Man And A Van Haringey customers in the area, including anyone who contacts us for a quote, books a service, receives moving assistance, or otherwise engages with our services.

We are committed to handling personal information in a lawful, fair, and transparent way, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is written to help you understand what we do with your information and what rights you have.

1. Personal Data We Collect

We may collect and process the following categories of personal data when you interact with us:

Identity details such as your name and title.
Contact details such as your phone number, email address, and correspondence address.
Service details relating to your move or transport request, including collection and delivery locations, dates, access details, inventory information, and any special handling requirements.
Billing and payment information such as invoice details, payment status, and transaction records. We do not necessarily store full payment card details if these are processed by a secure third-party payment provider.
Communication records including emails, text messages, call notes, quotes, complaints, and feedback.
Technical information where applicable, such as website usage data, IP address, device identifiers, and cookie-related data, if you visit any online service we operate.
Operational information such as moving dates, staff assignments, vehicle allocation, and service instructions.

We generally do not seek to collect special category data, such as information about health, religion, or political beliefs. However, if you voluntarily provide such information in connection with a service request, we will only process it where necessary and lawful, and with appropriate safeguards.

2. How We Use Your Personal Data

We use your personal data for the following purposes:

To provide quotations and respond to enquiries.
To manage bookings and deliver moving or transport services.
To communicate with you about appointments, service changes, and follow-up matters.
To issue invoices, process payments, and maintain financial records.
To handle complaints, claims, and customer support requests.
To improve our services, operations, planning, and customer experience.
To comply with legal, accounting, insurance, and regulatory obligations.
To establish, exercise, or defend legal claims where necessary.

We only use your data for the purposes for which it was collected, unless we reasonably believe another compatible purpose is required or permitted by law.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Depending on the context, we may 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 delivering moving services.
Legitimate interests – where processing is necessary for our legitimate business interests, provided your interests and rights do not override those interests. This may include managing enquiries, improving services, protecting our business, and preventing fraud.
Legal obligation – where we are required to process or retain information to comply with tax, accounting, insurance, or other legal duties.
Consent – where we ask for your explicit permission, for example for optional marketing communications or certain categories of data where consent is the appropriate basis.

Important: where we rely on consent, you may withdraw it at any time. This will not affect the lawfulness of processing carried out before withdrawal.

4. Sharing Your Data and Processors

We may share personal data with trusted third parties where necessary for the purposes described in this policy. These third parties act as data processors or independent controllers depending on the nature of the service provided.

Examples of processors and third parties may include:

IT and hosting providers that support our email, storage, and business systems.
Accounting and invoicing providers that help us manage financial records.
Payment service providers that process card or online payments securely.
Customer relationship management tools used to organise bookings and communications.
Insurance providers where required for claims handling or risk management.
Professional advisers such as accountants, legal advisers, or auditors.
Public authorities or regulators where disclosure is required by law.

We require our processors to handle personal data securely, only in accordance with our instructions, and in compliance with data protection law. We do not sell your personal data.

5. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected, including to satisfy legal, accounting, tax, insurance, and dispute-resolution requirements. The retention period may vary depending on the type of information and the context in which it was collected.

Enquiry and quotation records are usually kept for a limited period after the enquiry ends, unless they lead to a booking or a dispute.
Customer and service records may be retained for the duration of the service relationship and for a reasonable period afterwards.
Financial and tax records are retained for the period required by law.
Complaint and claim records may be retained for longer where necessary to defend legal claims or resolve issues.

When data is no longer needed, we will securely delete, anonymise, or archive it in accordance with our retention procedures.

6. 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, and restricted permissions.

While we take care to protect your information, no system can be guaranteed to be completely secure. If a data breach occurs that is likely to result in a risk to your rights and freedoms, we will respond in accordance with legal requirements.

7. International Transfers

If any of our service providers process data outside the UK, we will ensure that appropriate safeguards are in place so that your personal data remains protected to an equivalent standard. These safeguards may include adequacy regulations or approved contractual protections.

8. Your Rights Under Data Protection Law

You have a number of rights in relation to your personal data, subject to certain conditions and exceptions. These include:

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 your data in certain circumstances.
Right to restriction – to ask us to limit how we use your data in certain situations.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain data in a structured, commonly used, machine-readable format or have it transferred to another controller where technically feasible.
Right to withdraw consent – where processing is based on consent.

Strongly note: these rights are not absolute. In some cases, we may need to retain or continue processing data where the law permits or requires us to do so.

9. Marketing Preferences

We may send you service-related messages that are necessary for managing your booking or account. Where we send optional marketing communications, we will do so only where permitted by law, and you can opt out at any time. If you object to marketing, we will stop using your data for that purpose.

10. Children’s Data

Our services are intended for adults arranging transport or moving services. We do not knowingly collect personal data from children except where it is incidental to the provision of services requested by an adult customer and only to the extent necessary.

11. Changes to This Privacy Policy

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

12. Summary of Our Commitment

Man And A Van Haringey is committed to protecting your privacy and processing personal data responsibly. We collect only the information needed to provide our services, rely on lawful bases for processing, use trusted processors, retain data only as long as necessary, and respect your rights under data protection law. This policy applies to all customers in the Haringey area who use or enquire about our services.