Privacy Policy - Man With Van Haringey

This Privacy Policy explains how Man With Van Haringey collects, uses, stores, shares, and protects personal data when providing removal, delivery, and man and van services. It applies to all Man With Van Haringey customers in the area, including individuals, households, landlords, tenants, and business clients who use our services. We are committed to handling personal information in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Man With Van Haringey acts as the data controller for the personal data we collect and use in connection with our services. This means we determine why and how your personal data is processed. We take privacy seriously and aim to process only the information necessary to deliver our services effectively, manage customer relationships, and meet our legal obligations.

2. Personal Data We Collect

We collect different types of personal data depending on how you interact with us and the services you request. The information we collect may include:

Identity data such as your name and title
Contact data such as address, email address, and telephone number
Booking and service data such as moving dates, service preferences, item descriptions, access details, and special instructions
Payment data such as billing details and payment status
Communication data such as emails, messages, notes, or records of telephone conversations
Technical data such as basic device or browser information if you submit information through digital channels
Usage and operational data such as service history, quotes, and records of completed jobs

We do not intentionally collect special category data unless it is necessary and you have provided it, or we are required to record it for a particular service need. Special category data may include information relating to health, disability, or other sensitive circumstances where it is relevant to the safe and effective delivery of our services.

3. How We Use Your Personal Data

We use personal data for specific purposes related to providing and managing our services. These purposes include:

Responding to enquiries and providing quotations
Managing bookings and scheduling services
Carrying out removals, transport, and delivery work
Communicating with you about your booking or service request
Processing payments, invoices, and refunds where applicable
Maintaining accurate records of services provided
Handling complaints, queries, and service issues
Meeting legal, tax, accounting, and regulatory obligations
Protecting our business, staff, customers, and property
Improving the quality and efficiency of our services

We only use your personal data where we have a lawful basis to do so and where that use is necessary and proportionate. We do not use your information for unrelated purposes without first ensuring that the use is lawful.

4. Lawful Basis for Processing

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

Contract

We process your data when it is necessary to enter into or perform a contract with you. This includes preparing a quote, arranging a booking, carrying out the service, and managing related customer communications.

Legal Obligation

We may process your data when required to comply with legal obligations. This may include tax record keeping, accounting obligations, and responding to lawful requests from authorities.

Legitimate Interests

We may process your data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include managing our operations, improving services, preventing fraud, maintaining records, and protecting our staff and customers. We carefully balance these interests against your privacy rights.

Consent

In limited cases, we may rely on your consent. Where consent is used, you may withdraw it at any time. Withdrawal of consent will not affect processing already carried out lawfully before withdrawal.

5. Sharing Your Personal Data

We may share personal data with trusted third parties when necessary for service delivery, business operations, or legal compliance. These third parties act as processors or independent controllers depending on the situation. We only share data where it is necessary, relevant, and protected by appropriate safeguards.

Examples of recipients may include:

Payment service providers who help process transactions
Accountants and bookkeepers who support financial administration
IT and data hosting providers who store or manage records securely
Communication service providers who assist with email, phone, or messaging systems
Professional advisers such as legal or insurance advisers
Regulators, law enforcement, or public authorities where disclosure is required by law

When we use processors, they are contractually required to process personal data only on our instructions, keep it secure, and comply with applicable data protection law. We do not sell your personal data.

6. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including for legal, accounting, or reporting obligations. Retention periods may vary depending on the type of data and the nature of the service provided.

Booking and service records may be kept for a reasonable period to manage follow-up queries, disputes, and service history
Financial and tax records are kept for the period required by law
Communication records may be retained where needed for customer service, evidence, or compliance purposes

When personal data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you. We review retention requirements regularly to avoid keeping data longer than necessary.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, or misuse. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our procedures. While no system can be guaranteed completely secure, we work to reduce risks and respond promptly to any suspected data incident.

8. Your Rights Under GDPR

You have a number of rights in relation to your personal data. These rights may apply depending on the circumstances and the lawful basis used for processing. They 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 situations
Right to restriction – to ask us to limit how we use your data in certain circumstances
Right to object – to object to processing based on legitimate interests or direct marketing
Right to data portability – to receive certain data in a structured, commonly used format
Right to withdraw consent – where processing is based on consent

If you wish to exercise any of these rights, we will respond in accordance with applicable law. We may need to verify your identity before responding to your request. In some cases, rights may be limited where processing is necessary for legal compliance or the establishment, exercise, or defence of legal claims.

9. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is necessary in connection with a booking or service arrangement made by an adult. If we become aware that data has been collected inappropriately, we will take steps to delete it where required.

10. International Transfers

If personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it in accordance with data protection law. This may include standard contractual clauses or other lawful transfer mechanisms approved under applicable rules.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any updates will take effect when published. We encourage customers to review this policy periodically to stay informed about how personal data is handled.

12. Summary of Our Commitment

Man With Van Haringey is committed to protecting personal data and respecting privacy. We collect only the information needed to provide our services, use it for clear and lawful purposes, keep it only as long as necessary, and apply appropriate safeguards when working with processors. Customers in the area can trust that their data will be handled fairly, securely, and transparently.