Privacy Policy - Man With Van Harringay

This Privacy Policy explains how Man With Van Harringay collects, uses, stores, shares, and protects personal data in connection with its moving, delivery, and related services. It applies to all Man With Van Harringay customers in the area, including individuals, households, landlords, tenants, and business clients who use our services or communicate with us about a booking, quotation, or support request.

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. This policy is intended to help you understand what data we process, why we process it, how long we keep it, and what rights you have.

1. Personal Data We Collect

We only collect personal data that is necessary for the provision of our services, customer support, administration, and legal compliance. Depending on your interaction with us, we may collect the following categories of information:

Identity data: name, title, and, where relevant, business name.
Contact data: address, email address, telephone number, and moving or pickup/delivery addresses.
Booking and service data: details about the move, item descriptions, property access information, preferred dates, special handling requirements, and service notes.
Payment and transaction data: payment status, billing information, invoices, and transaction references. We do not store unnecessary payment details beyond what is needed for administration and accounting.
Communication data: records of emails, messages, call notes, complaints, and other correspondence.
Technical data: limited information such as device, browser, and usage data if you interact with our digital systems.
Health or access-related information: only where you voluntarily provide it and it is necessary for safe lifting, transport, access arrangements, or assistance during a move.

We generally collect data directly from you when you request a quote, make a booking, provide service instructions, submit an enquiry, or otherwise communicate with us. In some cases, we may receive information from third parties acting on your behalf, such as landlords, estate agents, family members, employers, or business representatives, where appropriate and lawful.

2. How We Use Personal Data

We use personal data only for specific and legitimate purposes. These include:

providing quotations, confirming bookings, and delivering moving services;
managing customer records and service administration;
planning routes, allocating staff, and coordinating collection and delivery;
handling payments, invoices, refunds, and accounting matters;
communicating with you about your booking, changes, or service updates;
responding to queries, complaints, and claims;
maintaining business records, improving service quality, and preventing fraud or misuse;
complying with legal, tax, insurance, and regulatory obligations.

We do not use personal data for purposes that are incompatible with the reasons it was collected unless we have a valid legal basis or your consent where required.

3. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis for each type of processing. The lawful bases we rely on may include:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes preparing quotes at your request, managing bookings, carrying out the move, and handling payment and service-related communications.

Legal Obligation

We process certain data to comply with legal obligations, including accounting, tax, insurance, health and safety, and record-keeping requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include service administration, fraud prevention, quality control, dispute handling, and internal reporting.

Consent

In limited circumstances, we may rely on your consent, for example where you provide optional information that is not required for the service. Where consent is used, you can withdraw it at any time.

Special category data is only processed where it is strictly necessary and where a condition under data protection law applies. If you provide access or health-related information to support a safe move, we will handle it carefully and only for the relevant purpose.

4. Sharing Personal Data and Processors

We may share personal data with trusted third parties who help us operate our business. These third parties act either as independent controllers or as processors acting on our instructions. We require appropriate contracts and safeguards to protect your data.

Examples of processors and service providers may include:

IT and hosting providers that store or support our systems;
email and communication service providers;
accounting, bookkeeping, and invoicing software providers;
payment service providers and banking partners;
vehicle, route, or scheduling support tools;
professional advisers such as insurers, legal advisers, or auditors where needed.

We may also disclose personal data where required by law, court order, regulatory request, or to protect our rights, customers, staff, or property. If a business reorganisation or transfer occurs, data may be disclosed to relevant parties subject to appropriate confidentiality and data protection protections.

Where processors process data on our behalf, they are only allowed to use it for the agreed services and must keep it secure. We do not sell personal data.

5. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including to meet legal, accounting, insurance, and dispute resolution requirements. Retention periods may vary depending on the type of information and the nature of the service.

Booking and service records: retained for a reasonable period after completion to manage queries, complaints, and service history.
Financial and tax records: retained for the period required by law and accounting practice.
Correspondence and complaint records: retained as needed to evidence communications and resolve disputes.
Unused enquiry data: generally retained for a shorter period unless further retention is needed for follow-up, legal claims, or consent-based marketing.

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

6. Data Security

We take appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, destruction, alteration, or disclosure. These measures may include access controls, secure storage, password protection, staff confidentiality obligations, and restricted use of information on a need-to-know basis.

Although we work to protect personal data, no system can 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 applicable law and notify the relevant authority and affected individuals where required.

7. Your Rights

As a data subject, you have rights under data protection law. Subject to legal conditions and exemptions, these may 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 data.
Right to erasure: to request deletion of your data in certain circumstances.
Right to restriction: to ask us to limit the way 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 data in a structured, commonly used format where applicable.
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 applicable data protection law. We may need to verify your identity before responding to protect your personal data.

You also have the right to raise concerns with the UK Information Commissioner's Office if you believe your data has been handled unlawfully or improperly.

8. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is provided by a parent, guardian, or authorised adult in connection with a move or service arrangement. If we become aware that we have collected data without appropriate authority, we will take reasonable steps to delete it.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or operational needs. The updated version will apply from the date it is published or otherwise communicated to you. We encourage customers to review this policy periodically so they remain informed about how their data is used.

10. Scope of This Policy

This policy applies to all customers of Man With Van Harringay in the area, whether the service is arranged for a home, flat, office, storage unit, or other premises. By using our services or contacting us about a booking, you acknowledge that your personal data may be processed as described in this Privacy Policy.

Summary: We collect and use customer data to provide moving services, manage bookings, meet legal duties, and protect our business, while respecting your rights and retaining data only as long as needed.