Privacy Policy - Man And A Van Harringay

This Privacy Policy explains how Man And A Van Harringay collects, uses, stores, shares, and protects personal data. It applies to all Man And A Van Harringay customers in the area, including individuals and businesses who enquire about, book, receive, or pay for our moving and transport services. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Introduction

When you use our services, you trust us with personal information. We respect that trust and aim to process only the data we need to deliver our services, manage our operations, and meet legal obligations. This policy explains what data we collect, why we collect it, the lawful bases we rely on, how long we keep it, who may process it on our behalf, and the rights you have in relation to your personal data.

By engaging with our services, making an enquiry, or otherwise providing information to us, you acknowledge that your personal data will be processed as described in this policy.

2. Data We Collect

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

Identity information: name, title, and, where relevant, business name.
Contact information: address, email address, telephone number, and delivery or collection addresses.
Service details: information about the items to be moved, access arrangements, moving dates, route details, and special handling requirements.
Payment and billing information: invoicing details, payment status, and transaction-related records.
Communication records: emails, messages, call notes, and enquiries you submit to us.
Operational information: service history, quotes, booking notes, complaints, and feedback.
Technical information: limited data such as device type, browser information, or IP address if provided through our digital systems.

We do not intentionally collect special category data unless it is necessary and you choose to provide it in connection with a service request. Where such data is provided, we will handle it with appropriate care and only where a lawful basis exists.

3. How We Use Personal Data

We use your data for the following purposes:

to provide quotes, arrange bookings, and deliver moving services;
to communicate with you about your enquiry, booking, or service changes;
to manage payments, invoices, and account-related administration;
to assess service requirements and plan logistics safely and efficiently;
to maintain business records and improve our service quality;
to handle complaints, disputes, or claims;
to comply with legal, tax, accounting, and regulatory obligations;
to protect against fraud, misuse, or unlawful activity.

We only process personal data to the extent necessary for these purposes and we will not use it in a manner that is incompatible with the reasons it was originally collected.

4. Lawful Basis for Processing

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

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, carrying out removal services, and managing payments.

Legal Obligation

We may process data where required 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 business interests, provided your interests and rights do not override those interests. This may include improving our services, managing operations, responding to enquiries, maintaining security, and preventing fraud. When relying on this basis, we assess the impact on your privacy and limit the processing appropriately.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily provide specific information not otherwise needed for the service. Where consent is used, you may withdraw it at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.

5. Data Sharing and Processors

We may share personal data with trusted third parties who assist us in running our business. These parties act as data processors or independent controllers depending on the service they provide. Where they act as processors, they process data only on our instructions and are required to protect it through appropriate technical and organisational measures.

Payment processors: to handle card or electronic payments securely.
Accounting and invoicing providers: to manage records, billing, and financial administration.
IT and cloud service providers: to store and maintain business systems and communications.
Customer service tools: to organise enquiries and service records.
Professional advisers: such as accountants, insurers, or legal advisers where necessary.
Public authorities: where disclosure is required by law or to establish, exercise, or defend legal claims.

We do not sell your personal data. If data is transferred outside the UK, we will ensure appropriate safeguards are in place to protect your information in line with data protection law.

6. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including any legal, accounting, or reporting requirements. The retention period depends on the type of data and the reason for processing.

Quotation and enquiry records: usually retained for a limited period to manage follow-up queries and business administration.
Booking and service records: kept for as long as required to complete the service and resolve any related issues.
Financial and tax records: retained for the period required by law.
Complaint or dispute records: retained until the matter is resolved and for a reasonable period thereafter.

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

7. Data Security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality expectations, and careful management of third-party services. While no system can be guaranteed as completely secure, we work to reduce risk and maintain a proportionate level of protection.

8. Your Rights

Under data protection law, you have rights in relation to your personal data. These rights may be subject to certain limitations and exemptions, but we will always respond appropriately.

Right of access: you can ask for a copy of the personal data we hold about you.
Right to rectification: you can ask us to correct inaccurate or incomplete information.
Right to erasure: in some circumstances, you can ask us to delete your data.
Right to restriction: you can ask us to limit processing in certain situations.
Right to object: you can object to processing based on legitimate interests.
Right to data portability: where applicable, you can request your data in a structured, commonly used format.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data has been handled unlawfully. We encourage you to contact us first so we can try to resolve any concern directly and efficiently.

9. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is necessary for service delivery and provided by an authorised adult. If we become aware that we have collected data from a child without appropriate permission, we will take steps to delete it where required.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data processing practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage you to review this policy periodically so that you remain informed about how we process personal data.

11. Summary of Our Commitment

Man And A Van Harringay is committed to processing personal data responsibly, transparently, and securely. We collect only the information needed to provide reliable moving services, support our customers, and meet legal obligations. We use clear lawful bases for processing, limit retention to what is necessary, work only with trusted processors, and respect the rights of every customer in the area.

This policy applies to all Man And A Van Harringay customers in area.