Privacy Policy - Man With Van Harringay

Effective date: This Privacy Policy applies to all Man With Van Harringay customers in the area.

Man With Van Harringay is committed to protecting your privacy and handling your personal data in a lawful, fair, and transparent manner. This Privacy Policy explains how we collect, use, store, share, and protect personal data when we provide moving, delivery, transport, and related services. It also explains your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services or engaging with us for a quote, booking, or enquiry, you acknowledge that your information will be processed in accordance with this Privacy Policy.

1. Who We Are

For the purposes of data protection law, Man With Van Harringay acts as the data controller for personal data we collect and use in the course of providing services to our customers in Harringay and the surrounding area. This means we determine the purposes and means of processing your personal data.

This policy applies to all customers, prospective customers, and anyone who communicates with us in relation to our services in the area. It covers data collected through phone enquiries, email correspondence, booking requests, service arrangements, invoicing, and any other interaction connected to our operations.

2. Personal Data We Collect

We collect only the information that is relevant and necessary for providing our services, managing customer relationships, and meeting legal obligations. Depending on how you interact with us, we may collect the following categories of personal data:

Identity information: your name, title, and any business or household name you provide.
Contact details: your telephone number, email address, and service or collection address.
Booking information: details about your move, delivery, dates, items to be transported, access conditions, and service preferences.
Payment and billing information: invoice details, payment confirmation, and records of transactions.
Communications: messages, notes, complaints, feedback, and records of any correspondence with us.
Service records: information about jobs completed, issues raised, and any follow-up actions.
Technical data: limited information such as device or browser data if you submit information through online forms, where applicable.

We do not intentionally collect special category data unless it is strictly necessary and you choose to provide it. Special category data includes information about health, religion, ethnicity, political views, or similar sensitive details. Please avoid including such information unless required for a specific service-related reason.

3. How We Collect Your Data

We may collect personal data directly from you when you:

request a quote or make a booking;
communicate with us by phone, email, text, or other means;
provide service instructions or access details;
pay for services or request an invoice;
submit a complaint, compliment, or other feedback.

We may also receive personal data from third parties where necessary to deliver services, such as from a person making a booking on your behalf, a business customer, or other service providers involved in your move or delivery. In such cases, we expect the relevant party to have the appropriate authority to share your data with us.

4. How We Use Your Information

We use your personal data for the following purposes:

to provide quotations and respond to service enquiries;
to arrange, manage, and complete booked services;
to communicate with you about your booking or any changes to it;
to issue invoices, process payments, and maintain financial records;
to manage customer support, complaints, and after-service queries;
to maintain internal records and improve service quality;
to meet legal, tax, accounting, and regulatory requirements;
to prevent fraud, misuse, or unlawful activity;
to defend or exercise legal claims where necessary.

We only process personal data where there is a lawful basis to do so, and we ensure that the data is used in a way that is proportionate and compatible with the original purpose for which it was collected.

5. Lawful Basis for Processing

Under UK GDPR, we must have a valid lawful basis for every processing activity. We rely on the following bases, depending on the context:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes, making bookings, delivering services, and managing payment and invoice arrangements.

Legal Obligation

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

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. Examples include service improvement, fraud prevention, customer support, and business administration.

Consent

In limited situations, we may rely on your consent, for example where you voluntarily provide optional information that is not necessary for service delivery. Where consent is used, you have the right to withdraw it at any time.

6. Data Sharing and Processors

We do not sell your personal data. We may share your information only when necessary and only with trusted third parties that help us operate our business. These may include processors acting on our behalf, such as:

accounting and bookkeeping service providers;
payment processing providers;
email, messaging, or customer management systems;
IT support or cloud storage providers;
professional advisers such as insurers, legal advisers, or auditors;
subcontractors or operational partners involved in completing a service.

Where we use processors, we ensure they are bound by appropriate contractual obligations and only process personal data on our instructions. They are required to protect your data, use it only for agreed purposes, and implement suitable security measures.

We may also disclose personal data where required by law, court order, or regulatory authority, or where necessary to establish, exercise, or defend legal rights.

7. Data Retention

We keep personal data only for as long as it is necessary for the purposes for which it was collected, and for any additional period required by law or reasonably needed for legitimate business purposes.

Retention periods may vary depending on the type of data and the context in which it was collected. For example:

quotation and booking records may be retained for a reasonable period to manage service history and customer support;
invoicing, payment, and tax records may be retained for the period required by applicable accounting and tax laws;
complaint or dispute-related records may be retained until the matter is resolved and for an additional period where necessary for legal protection.

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

8. International Transfers

Where any of our processors or service providers store or access data outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect your personal data. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent legal mechanisms recognised under data protection law.

9. Data Security

We take reasonable technical and organisational measures to protect personal data from accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, secure systems, staff awareness, and limited data access on a need-to-know basis.

While no system can guarantee absolute security, we review our practices and aim to maintain a level of protection that is appropriate to the nature of the data we handle.

10. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. 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 situations.
Right to data portability: to receive certain data in a portable format where applicable.
Right to object: to object to processing based on legitimate interests or direct marketing, where relevant.
Right to withdraw consent: where we rely on consent, you may withdraw it at any time.

These rights are not absolute and may be subject to legal or practical limitations. If you wish to exercise any of your rights, we will respond in accordance with applicable law.

11. Children???s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is provided in connection with a service arrangement by an adult customer or guardian and is necessary for that service. If we become aware that we have collected data improperly, we will take appropriate steps to delete it.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. The latest version will apply from the date it is made available. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

13. Your Responsibility

Please ensure that any personal data you provide to us is accurate and up to date. If you share details on behalf of another person, you should make sure that you have the authority to do so and that the individual understands how their information may be used.

Where you communicate sensitive instructions about access, timing, or property conditions, we will use that information only for the purpose of completing the requested service and maintaining accurate records.

14. Summary of Our Commitment

Man With Van Harringay values privacy and handles personal data with care. We collect only what we need, use it for clear and legitimate purposes, retain it for appropriate periods, and share it only with trusted processors or where required by law. We also respect your rights and aim to make our data practices transparent, secure, and compliant with applicable data protection requirements.

This Privacy Policy applies to all Man With Van Harringay customers in the area.