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 the services we provide. It applies to all Man With Van Harringay customers in the area, including anyone who requests a quote, books a service, communicates with us, or otherwise engages with our removals and transport services. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, you acknowledge that we may process personal data as described in this policy. We only collect information that is relevant, adequate, and limited to what is necessary for the purposes set out below.

1. Data We Collect

We may collect and process different categories of personal data depending on how you interact with us and the services you request. This may include:

Identity information such as your name and, where necessary, business or company name.
Contact details such as your telephone number, email address, and service address.
Service details including move dates, collection and delivery locations, property access details, item descriptions, and special handling requirements.
Billing and payment information such as payment status, invoicing details, and transaction records.
Communication records including emails, messages, call notes, and any correspondence related to quotes, bookings, complaints, or service updates.
Technical data such as IP address, browser type, device type, and basic usage information if you interact with digital services or online forms.
Operational data related to service delivery, including scheduling, route planning, risk assessment, and customer instructions.

We do not intentionally collect special category data unless it is provided by you and is genuinely necessary for the provision of our services. If such data is ever required, we will process it only where a lawful basis exists and additional safeguards are appropriate.

2. How We Use Personal Data

We use personal data for the following purposes:

to provide quotations and respond to enquiries;
to manage bookings and deliver moving services;
to communicate service updates and changes;
to invoice customers, process payments, and maintain records;
to handle complaints, disputes, and claims;
to improve service quality, planning, and customer experience;
to comply with legal, tax, insurance, and regulatory obligations;
to protect our business, staff, and customers from fraud or misuse;
to maintain internal administration and operational efficiency.

We process personal data only for specific and legitimate reasons. We do not sell personal data.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each purpose for which we process personal data. Depending on the situation, we rely on the following lawful bases:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, carrying out removals, issuing invoices, and completing related customer service tasks.

Legal Obligation

We may process and retain certain information to comply with legal requirements, including accounting, tax, insurance, and record-keeping obligations.

Legitimate Interests

We may process data where necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. Examples include improving our operations, managing customer enquiries, preventing fraud, maintaining service records, and protecting our business interests.

Consent

Where required by law, we will rely on your consent. For example, if we ever ask to use data in a way that is not covered by contract, legal obligation, or legitimate interests, we will make the request clear and you may withdraw consent at any time.

Important: If you do not provide the personal data needed for a service, we may be unable to complete that service or respond to your request properly.

4. Sharing Your Data and Processors

We may share personal data with trusted third parties who help us run our business and provide our services. These third parties act as data processors or, in some cases, independent controllers. We only share data when necessary and with appropriate safeguards in place.

Processors may include:

Payment service providers that process card or electronic payments securely;
Accounting and bookkeeping providers that support invoicing and financial record management;
IT and cloud storage providers that host email, booking systems, or business records;
Communication providers that enable phone, email, or messaging services;
Insurance providers and claims handlers where required for service protection or dispute resolution;
Professional advisers such as accountants, legal advisers, or auditors;
Subcontractors or operational partners assisting with transport or removal activities when needed to complete a booking.

All processors are required to handle personal data securely and only on our instructions, unless they are otherwise acting as independent controllers under their own legal obligations.

We may also disclose personal data where required by law, court order, regulatory authority, or to protect the rights, property, or safety of our business, staff, customers, or others.

5. Data Retention

We keep personal data only for as long as it is reasonably necessary for the purpose for which it was collected, unless a longer retention period is required or permitted by law.

Quotation and enquiry records are generally kept for a limited period to manage follow-up and internal administration.
Booking and service records are retained for the duration of the service relationship and for a further period where needed for accounting, insurance, or dispute handling.
Financial and tax records are kept for the period required by applicable law.
Complaint, claim, and legal records may be kept longer where necessary to establish, exercise, or defend legal claims.

When personal data is no longer needed, we will securely delete, anonymise, or otherwise dispose of it in a safe and appropriate manner.

6. Data Security

We use appropriate technical and organisational measures to help protect personal data against accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures may include access controls, secure storage, encryption where appropriate, staff confidentiality duties, and regular review of our procedures. While no system can be guaranteed to be completely secure, we take reasonable steps to protect information in line with its sensitivity.

7. International Transfers

If personal data is transferred outside the UK, we will ensure that suitable safeguards are in place to protect it in accordance with data protection law. This may include approved contractual protections or transfer mechanisms recognised by applicable regulations.

8. Your Rights

As a data subject, you have rights in relation to your personal data. 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 correct inaccurate or incomplete information;
Right to erasure in certain circumstances, sometimes called the right to be forgotten;
Right to restriction to limit how we process your data in certain situations;
Right 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;
Right to withdraw consent where processing is based on consent;
Right to complain to the relevant supervisory authority if you believe your data has been handled improperly.

We will respond to valid rights requests within the time limits required by law. To protect your privacy, we may need to verify your identity before fulfilling a request.

9. Children’s Data

Our services are intended for adults and businesses arranging transport or removals. We do not knowingly collect personal data from children unless it is incidentally provided by an adult customer in connection with a service. If we become aware that we have collected children’s data without an appropriate lawful basis, we will take steps to delete it where required.

10. Third-Party Information

If you provide us with personal data about another person, such as a family member, tenant, landlord, or colleague, you must ensure that you have the authority to do so and that the individual is aware of this Privacy Policy where appropriate. You should only share information that is necessary for the service.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any updated version will apply from the date it is made effective. We encourage customers to review this policy periodically to stay informed about how personal data is handled.

12. Summary of Our Commitment

Man With Van Harringay is committed to using personal data responsibly, securely, and only for legitimate purposes. We aim to be clear about what we collect, why we collect it, how long we keep it, and who may process it on our behalf. We respect your privacy rights and will take appropriate steps to protect the information you entrust to us.

By engaging our services, you confirm that you have read and understood this Privacy Policy. This policy applies to all Man With Van Harringay customers in area.