Privacy Policy - Man And Van Haringey

This Privacy Policy explains how Man And Van Haringey collects, uses, stores, shares, and protects personal data when providing moving, removal, transport, and related services. It applies to all Man And Van Haringey customers in the area, including individuals, households, and business clients who request our services, make enquiries, or otherwise interact with us.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We only collect information that is necessary for the delivery of our services, administration of our business, and compliance with legal obligations.

1. Information We Collect

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

Identity information: name, title, and where relevant, business or organisation name.
Contact details: address, telephone number, and email address.
Service details: pickup and delivery locations, moving dates, property access information, inventory details, and special handling instructions.
Payment information: billing details, transaction records, and proof of payment. We do not store full card details unless required by a secure payment provider.
Communication records: emails, messages, call notes, quotations, complaints, and service feedback.
Technical and usage data: limited device, browser, and website interaction data if you submit enquiries through digital channels.
Legal and compliance data: records needed for tax, insurance, dispute resolution, or regulatory purposes.

We do not intentionally collect special category personal data unless it is necessary and you choose to provide it, for example if accessibility needs are relevant to the service. Where special category data is collected, we apply appropriate safeguards and only process it where a valid lawful basis exists.

2. How We Use Personal Data

We use personal data for the following purposes:

To provide quotations, book services, and manage moving arrangements.
To prepare for, perform, and complete removals, transport, and related services.
To communicate with customers about bookings, changes, scheduling, and service updates.
To process payments, issue invoices, and maintain financial records.
To handle complaints, claims, and dispute resolution.
To maintain service quality, improve operations, and train staff where appropriate.
To protect our business, customers, and property against fraud, misuse, or unlawful activity.
To comply with legal, tax, accounting, and insurance obligations.

We use customer information only for purposes that are compatible with the reasons it was collected. We do not sell personal data.

3. Lawful Basis for Processing

We process personal data only where a lawful basis under UK GDPR applies. Depending on the context, the lawful bases we rely on include:

Contract

We process data where it is necessary to enter into or perform a contract with you, such as providing a quotation, arranging a move, or completing the agreed service.

Legal obligation

We may process and retain certain records to meet 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, such as service management, operational improvement, fraud prevention, and defending legal claims, provided these interests do not override your rights and freedoms.

Consent

In limited circumstances, we may rely on your consent, for example for certain optional communications or processing that is not necessary for the service. Where consent is used, you may withdraw it at any time.

Vital interests

In exceptional cases, we may process personal data to protect someone’s vital interests, such as in an emergency during a service appointment.

4. Sharing Data and Processors

We may share personal data with trusted third parties where necessary to deliver our services or comply with legal duties. These third parties act as processors or independent controllers depending on the context.

Payment processors: to handle secure transactions and reduce payment risk.
Accounting and bookkeeping providers: to support invoicing, tax reporting, and financial administration.
IT and cloud service providers: to store and protect business records, emails, and operational systems.
Insurance providers and claims handlers: where needed for handling accidents, damage, or liability matters.
Legal and professional advisers: where necessary for legal advice, dispute resolution, or compliance.
Subcontractors and operational partners: where they assist in delivering agreed services and only receive data needed for that purpose.

All processors are required to act only on our instructions, keep data secure, and use it solely for the contracted purpose. We take reasonable steps to ensure any third party handling personal data has appropriate technical and organisational security measures in place.

We may also disclose data where required by law, court order, law enforcement request, or to protect our rights, customers, staff, or property.

5. Data Retention

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

Quotation and enquiry records: kept for a reasonable period to manage follow-up and service history.
Customer service and booking records: retained for the duration of the service and for a subsequent period where needed for administration or disputes.
Financial and tax records: retained for the period required by law.
Complaints and claims records: retained as long as necessary to resolve the matter and defend legal interests.

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

6. Data Security

We use appropriate security measures to protect personal data against unauthorised access, alteration, loss, or disclosure. These measures may include access controls, secure storage, encryption where appropriate, and staff confidentiality obligations. Although no system can be guaranteed completely secure, we continuously review our practices to reduce risks and protect customer information.

7. International Transfers

If any processor or service provider stores or accesses personal data outside the UK, we ensure appropriate safeguards are in place as required by data protection law. This may include standard contractual clauses or other approved transfer mechanisms.

8. Your Rights

Under data protection law, you have several rights in relation to your personal data, subject to legal limits and exemptions:

Right of access: to request a copy of the personal data we hold about you.
Right to rectification: to request correction of inaccurate or incomplete data.
Right to erasure: to request deletion of your data where it is no longer needed or where another legal ground applies.
Right to restriction: to ask us to limit how we use your data in certain situations.
Right to data portability: to receive certain data in a structured, commonly used format where technically feasible.
Right to object: to object to processing based on legitimate interests or direct marketing, where applicable.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

We will respond to rights requests within the time limits set by law. In some cases, we may need to verify your identity before actioning a request, especially if it concerns sensitive or financial information.

9. Children’s Data

Our services are intended for adults and business clients arranging moving and transport services. We do not knowingly collect personal data from children except where it is incidentally provided by an adult customer in connection with the service. If we become aware that personal data has been collected inappropriately, we will take steps to delete it where appropriate.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, service practices, or operational needs. The latest version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their personal data is handled.

11. Complaints

If you believe your data protection rights have not been respected, you have the right to raise a complaint with the relevant data protection authority in the UK. We also encourage you to contact us first so that we can review and address your concerns promptly.

12. Summary of Our Approach

Man And Van Haringey processes personal data only when necessary for service delivery, legal compliance, and legitimate business operations. We limit data collection to what is relevant, use trusted processors under contract, retain records for no longer than needed, and respect your rights under data protection law. Our approach is designed to be lawful, transparent, and privacy-conscious for every customer in the Haringey area.