Privacy Policy - Man With Van Haringey

This Privacy Policy explains how Man With Van Haringey collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Haringey customers in the area, including individuals and businesses who request, book, or receive moving, collection, delivery, packing, loading, unloading, storage support, or related services. We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We respect your privacy and aim to be transparent about the data we process, why we process it, and the rights available to you. By using our services, you acknowledge that we may process personal data as described in this policy.

1. Data We Collect

We may collect and process the following categories of personal data:

Identity data, such as your name, title, and business name if applicable.
Contact data, such as address, email address, and phone number.
Service details, such as move date, collection and delivery locations, property access information, inventory details, item descriptions, and service preferences.
Payment and transaction data, such as billing records, payment status, and transaction references. We do not intentionally store full card details unless necessary through secure payment systems.
Communication data, such as enquiries, quotes, complaints, feedback, and correspondence.
Usage and technical data, where relevant, such as information generated through email, phone systems, or service-related digital platforms.
Special instructions, such as details needed to safely complete a move, including parking notes, fragile items, access limitations, or timing requirements.

We normally collect personal data directly from you when you request a quotation, make a booking, communicate with us, or otherwise use our services. In some cases, we may receive data from third parties, such as landlords, estate agents, relocation coordinators, payment providers, or business clients acting on your behalf.

2. How We Use Your Data

We use personal data only where it is necessary and lawful to do so. Typical purposes include:

providing quotations and confirming bookings;
planning, managing, and delivering moving services;
communicating with you before, during, and after a service;
processing payments and maintaining accounting records;
handling queries, complaints, and service updates;
ensuring the safety and security of people, vehicles, and property;
meeting legal, tax, and regulatory obligations;
improving our services, records, and customer experience;
protecting against fraud, misuse, or unlawful activity.

We will not use your data for purposes that are incompatible with the reasons it was collected unless we have a lawful basis to do so and, where required, we notify you.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis before processing your personal data. Depending on the situation, we rely on one or more of the following bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming jobs, arranging services, and carrying out the move or related work.

Legal Obligation

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

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. Examples include improving service quality, managing client communications, protecting property, preventing fraud, and maintaining operational records.

Consent

In limited cases, we may rely on your consent, especially where the law requires it. If we rely on consent, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

Vital Interests

In rare situations, we may process data where it is necessary to protect someone???s vital interests, such as an emergency involving health or safety.

4. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including any legal, accounting, or reporting requirements. Retention periods vary depending on the type of information and the reason it is held.

Booking and service records are usually kept for a reasonable period after completion of the job to manage follow-up queries, disputes, or service administration.
Financial and tax records may be retained for the period required by law.
Correspondence and complaint records may be held for as long as needed to resolve the matter and maintain accurate business records.
Data held on the basis of consent will be deleted when consent is withdrawn, unless another lawful basis applies.

When data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you.

5. Processors and Third Parties

We may use trusted third parties, known as processors, to support our operations. These processors only act on our instructions and are required to protect personal data appropriately. They may include:

Payment service providers for secure payment processing;
Accounting and bookkeeping providers for financial administration;
IT and cloud storage providers for secure data hosting, email, and document management;
Communication providers for telephone, messaging, or email services;
Operational partners where needed to deliver a service you have requested.

We may also disclose personal data where required by law, regulation, court order, or to protect the rights, property, or safety of Man With Van Haringey, our customers, or others.

Where a third party processes data on our behalf, we require appropriate contractual safeguards and reasonable security measures. We do not sell your personal data.

6. International Transfers

Where personal data is transferred outside the United Kingdom, we will take steps to ensure appropriate protection is in place. This may include using approved contractual safeguards or transferring data only to jurisdictions that provide an adequate level of protection under applicable law.

7. Your Rights

As a data subject, you have several rights under UK data protection law. These rights may be subject to conditions and exemptions, but we will always assess requests carefully and respond within the required timeframe.

Right of access ??? you may request a copy of the personal data we hold about you.
Right to rectification ??? you may ask us to correct inaccurate or incomplete information.
Right to erasure ??? you may request deletion of your data in certain circumstances.
Right to restrict processing ??? you may ask us to limit how we use your data in some situations.
Right to object ??? you may object to processing based on legitimate interests or direct marketing.
Right to data portability ??? you may request your 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 exercise any of these rights, we may need to verify your identity before acting on your request. This is to protect your personal data from unauthorised access.

8. Security of Your Data

We use appropriate technical and organisational measures to protect personal data against accidental loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, limited staff access, and reasonable operational safeguards.

Although we take data security seriously, no method of transmission or storage is completely secure. We therefore cannot guarantee absolute security, but we work hard to reduce risks to a reasonable level.

9. Children???s Data

Our services are not directed to children, and we do not knowingly collect personal data from children unless it is necessary for a service request and provided by a parent, guardian, or authorised adult. If we become aware that we have collected such data inappropriately, we will take steps to delete it.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or service arrangements. Any updated version will apply from the date it is published or otherwise communicated to you. We encourage customers to review this policy periodically.

11. Complaints and Further Information

If you have concerns about how your personal data is handled, you may raise them with us so that we can review and address the matter. You also have the right to lodge a complaint with the Information Commissioner???s Office (ICO) if you believe your data protection rights have been breached.

By using the services of Man With Van Haringey, you acknowledge that you have read and understood this Privacy Policy and that it applies to all customers in the area.