Privacy Policy - Man And Van Haringey

This Privacy Policy explains how Man And Van Haringey collects, uses, stores, shares, and protects personal data relating to its customers and prospective customers. It applies to all Man And Van Haringey customers in the area and is intended to meet the requirements of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We are committed to handling personal information in a lawful, fair, and transparent manner. We only collect the information we need to provide our moving, removal, packing, and related services, and we take steps to keep that information secure. This policy should be read carefully so that you understand what data we collect, why we use it, how long we keep it, and what rights you have over it.

1. Personal Data We Collect

We may collect and process different categories of personal data depending on the services requested and how you interact with us. The information may be provided directly by you, generated during service delivery, or received from third parties where necessary for the performance of a contract.

Data provided by you

Identity details such as your name and, where needed, business name.
Contact information including address, telephone number, and email address.
Service details such as collection and delivery addresses, property access information, preferred moving dates, and instructions.
Payment-related information necessary to process bookings and invoices.
Communication records including messages, booking enquiries, complaints, and feedback.

Data collected during service provision

Job information such as inventory lists, estimates, man and van requirements, and delivery notes.
Operational information such as scheduling, route details, and service completion records.
Claims or incident information if a problem, loss, damage, or dispute is reported.

Data collected automatically

Where you interact with us electronically, we may collect limited technical information such as device details, browser type, and interaction data used for system security, performance, and administration. This information is generally not used to identify you directly unless necessary for service, safety, or legal reasons.

2. How We Use Your Personal Data

We use personal data only where there is a valid legal reason to do so. Our purposes include the following:

To respond to enquiries and provide quotations or estimates.
To manage bookings, schedule services, and carry out removals or transport work.
To communicate with you about service details, changes, or updates.
To process payments, raise invoices, and maintain financial records.
To maintain service quality, handle complaints, and resolve disputes.
To meet legal and regulatory obligations, including tax, accounting, and record-keeping duties.
To protect our business against fraud, misuse, or unauthorised access.
To improve our services and internal operations.

We will not use your personal data in a way that is incompatible with the purpose for which it was collected. If we need to use your data for a new purpose, we will make sure a lawful basis applies and, where required, inform you.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each processing activity. Depending on the circumstances, we rely on one or more of the following:

Contract – processing is necessary to enter into or perform a contract with you, such as arranging and delivering moving services.
Legal obligation – processing is required to comply with tax, accounting, consumer, or other legal duties.
Legitimate interests – processing is necessary for our legitimate business interests, such as service administration, record management, fraud prevention, and improving our operations, provided these interests do not override your rights and freedoms.
Consent – where required, for example for certain optional communications or uses not covered by another lawful basis. You may withdraw consent at any time where processing is based on consent.

We carefully assess each processing activity to ensure the lawful basis used is appropriate and proportionate.

4. Sharing Your Data and Processors

We may share personal data with trusted third parties where necessary to operate our business and provide services. These third parties act as processors when they process personal data on our behalf and under our instructions. We ensure that appropriate data processing terms and confidentiality obligations are in place.

Examples of processors and service providers

IT and cloud service providers used for storage, email, scheduling, and business administration.
Payment and accounting providers used to handle invoicing, receipts, and financial management.
Customer communication tools used to manage correspondence and booking records.
Operational subcontractors engaged to assist with service delivery where necessary.

We may also disclose personal data to professional advisers, insurers, legal authorities, or other third parties where required by law or where necessary to establish, exercise, or defend legal claims. We do not sell personal data.

Where a processor processes data on our behalf, they are only permitted to use that data according to our instructions and must apply suitable security measures. If personal data is transferred outside the UK, we will ensure appropriate safeguards are in place in accordance with applicable data protection law.

5. Data Retention

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

Quotation and enquiry data may be retained for a limited period to manage follow-up and business records.
Customer and booking records may be retained for the duration of the service relationship and for a reasonable period afterwards.
Financial and accounting records are kept for the period required by law.
Complaint, claim, and legal records may be retained for as long as needed to resolve the issue and protect our legal position.

When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer be associated with an individual.

6. Data Security

We use appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and procedures for managing data incidents.

Although we strive to protect your data, no system is completely secure. Where a data breach affects your rights and freedoms, we will act in accordance with legal requirements, which may include notifying the relevant authority and, where appropriate, informing affected individuals.

7. Your Rights

As a data subject, you have important rights under data protection law. These rights may be subject to conditions or exemptions depending on the circumstances.

Your rights include:

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete data.
Right to erasure – in certain cases, you can request deletion of your personal data.
Right to restriction – you can request that we limit how we use your data in certain situations.
Right to data portability – where applicable, you can request transfer of your data in a structured, commonly used format.
Right to object – you can object to processing based on legitimate interests or direct marketing, where relevant.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

We will respond to requests without undue delay and within the time limits required by law. To protect privacy, we may need to verify your identity before fulfilling a request.

8. Children’s Data

Our services are intended for adults and business customers arranging removals or transport services. We do not knowingly collect personal data from children except where it is incidentally included in service-related records and necessary for the provision of our services. If we become aware that we have collected data unlawfully, we will take appropriate steps to delete it.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, business practices, or service arrangements. Any updated version will apply from the date it is published. We encourage you to review this policy periodically so that you remain informed about how we protect your personal data.

10. Summary of Our Commitment

Man And Van Haringey is committed to using personal data responsibly, transparently, and securely. We only collect what is necessary, rely on valid lawful bases, keep data only as long as needed, and share it only with trusted processors or where required by law. We respect your rights and will work to ensure your information is handled in a lawful and fair manner.

Last updated: privacy policy applies to all Man And Van Haringey customers in the area.