Privacy Policy - Man And Van Harringay

This Privacy Policy explains how Man And Van Harringay collects, uses, stores, shares, and protects personal data. It applies to all Man And Van Harringay customers in the area, including individuals who request a quote, book a service, make an enquiry, or otherwise interact with our moving and van services. We are committed to handling personal information lawfully, fairly, and transparently in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Man And Van Harringay provides moving, transport, loading, unloading, and related removal services. In the course of operating these services, we may process personal data relating to customers, prospective customers, suppliers, and other individuals connected to a booking. We act as a data controller in relation to the personal data we determine the purposes and means for processing.

Our commitment is to use your personal data only when we have a valid legal reason to do so and only for purposes that are necessary, relevant, and proportionate to the services we provide.

2. Data We Collect

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

Identity data such as your name and, where necessary, the name of the person arranging the service on your behalf.
Contact details such as phone number, email address, and service address.
Booking information including requested dates, moving requirements, property access details, inventory notes, and service preferences.
Payment-related information such as transaction records, invoice details, and billing information.
Communication records including messages, call notes, complaints, and service updates.
Service usage information including details needed to plan and complete a move, such as volume of items, number of workers required, and timing information.
Technical data if you interact with us digitally, such as device information, browser type, and basic usage data where relevant to security and service improvement.
Special category data is not normally collected. If it is ever provided incidentally, we will only process it where permitted by law and necessary for a specific purpose.

We aim to collect only the data required to deliver our services effectively. We do not intentionally collect more personal data than needed.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotes and respond to enquiries.
To manage bookings and deliver moving services.
To communicate about arrival times, changes, delays, or service requirements.
To issue invoices, take payment, and maintain financial records.
To handle customer support, complaints, and after-service queries.
To maintain safety, security, and operational records.
To comply with legal, tax, accounting, and regulatory obligations.
To improve our services, pricing, planning, and customer experience.

We will not use your data for unrelated purposes without first ensuring that there is a lawful basis and that such use is compatible with the original reason for collection.

4. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis for each type of processing. Depending on the context, we may rely on one or more of the following:

Contract

We process your data when it is necessary to enter into or perform a contract with you. This includes preparing a quote, confirming a booking, carrying out the move, and managing payment arrangements.

Legal Obligation

We may process personal data where required to meet legal duties, such as tax, accounting, fraud prevention, and record-keeping obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include business administration, service improvement, internal record management, and protecting against misuse or fraud.

Consent

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

5. Sharing and Processors

We may share personal data with trusted third parties that help us operate our business. These service providers act as processors when they handle data on our behalf and under our instructions. They are required to protect the data and use it only for the agreed purpose.

Examples of processors may include:

IT and cloud storage providers.
Accounting and bookkeeping providers.
Payment processing services.
Communication and messaging tools used for booking management.
Administrative and customer service support providers.

We may also share data with professional advisers, insurers, regulators, law enforcement, or public authorities where necessary and lawful. We do not sell personal data.

Where a processor is used, we take reasonable steps to ensure appropriate contractual, technical, and organisational safeguards are in place.

6. Data Retention

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

Booking and customer service records may be kept for a reasonable period after completion of the service to manage follow-up queries, complaints, or disputes.
Financial and tax-related records are retained for the period required by law.
Communication records are kept as long as needed for customer service, evidence, and business administration.

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

7. Security of Your Data

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, disclosure, or destruction. These measures may include restricted access, secure storage, staff awareness, and careful management of data sharing.

Although no system is completely secure, we work to maintain reasonable safeguards that are proportionate to the nature of the data and the risks involved.

8. Your Rights

As a data subject under the UK GDPR, you have several rights in relation to your personal data:

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 – you may ask us to delete your data in certain circumstances.
Right to restrict processing – you can request limited processing in specific situations.
Right to data portability – you may request certain data in a structured, commonly used format where applicable.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where we rely on consent, you can withdraw it at any time.

You also have the right to raise concerns with the relevant data protection authority if you believe your data has been mishandled. We encourage you to contact us first so we can try to resolve the issue promptly.

9. Automated Decision-Making

We do not use fully automated decision-making or profiling that produces legal or similarly significant effects about you. If this changes in the future, we will update this policy and provide the required information.

10. Children’s Data

Our services are directed to adults and businesses arranging moving services. We do not knowingly collect personal data from children unless it is unavoidably provided as part of a service booking or delivery arrangement. If we become aware that data has been collected inappropriately, we will take steps to delete it where appropriate.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or operational requirements. Any revised version will apply from the date it is made available. We encourage you to review it periodically so that you remain informed about how we process personal data.

12. Summary of Key Points

In brief

We collect only the data needed to provide and manage our moving services.
We process data under lawful bases such as contract, legal obligation, legitimate interests, and, where relevant, consent.
We may share data with trusted processors who support our operations.
We keep data only as long as necessary and securely dispose of it when no longer needed.
You have rights over your personal data, including access, correction, deletion, and objection.

This Privacy Policy is intended to provide clear and transparent information about how Man And Van Harringay handles personal data. Your privacy matters to us, and we aim to process your information responsibly, securely, and in line with applicable data protection laws.