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 anyone who requests a quote, makes a booking, receives a moving or van service, or otherwise interacts with our services. We are committed to handling personal data in a fair, transparent, and lawful way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who this policy applies to

This policy applies to customers, prospective customers, business clients, and individuals who communicate with us in connection with removals, deliveries, transport, loading, unloading, and related services. It also applies to anyone whose information is provided to us as part of a booking, such as a sender, recipient, landlord, property manager, or authorised representative.

2. Personal data we collect

We only collect personal data that is relevant and necessary for providing our services, managing bookings, meeting legal obligations, and maintaining our business operations. The types of information we may collect include:

Identity details such as your name and, where needed, the name of a business or organisation.
Contact details including telephone number, email address, and service address.
Booking and service information such as move date, collection and delivery locations, item descriptions, property access notes, floor level, parking information, and special handling requirements.
Payment-related information needed to process charges, invoices, refunds, or account records.
Communication records including emails, text messages, call notes, quotations, and complaints.
Technical data that may be collected when you use digital services, such as IP address, device information, or browser details, where applicable.
Any other information you choose to provide to us voluntarily in connection with the service.

We do not intentionally collect special category data unless it is strictly necessary and you have provided it knowingly, or unless another lawful basis applies. If such information is shared with us inadvertently, we will handle it with appropriate care and restrict its use.

3. How we use your data

We use personal data to manage and deliver our services effectively. Typical uses include:

Providing quotations and confirming bookings.
Planning, carrying out, and improving moving or van services.
Communicating with you before, during, and after the service.
Processing payments, deposits, invoices, or refunds.
Maintaining records of completed work and customer interactions.
Handling enquiries, complaints, and customer support requests.
Meeting legal, tax, accounting, insurance, and regulatory obligations.
Preventing fraud, misuse, and unauthorised activity.
Protecting the safety of our staff, customers, and property.

We will only use your information for the purposes for which it was collected, unless we reasonably consider that another compatible purpose applies. Where required, we will inform you of any new purpose and the lawful basis we rely on.

4. Lawful basis for processing

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

Contract – when processing is necessary to provide a quote, arrange a booking, or perform the service you requested.
Legal obligation – when we must keep records or disclose information to comply with accounting, tax, or other legal requirements.
Legitimate interests – when processing is necessary for our business operations, such as managing communications, improving services, preventing fraud, or maintaining security, provided your rights do not override those interests.
Consent – in limited cases where we rely on your clear permission, for example for optional marketing or certain types of data sharing. You may withdraw consent at any time.

If we process special category data, we will only do so where a valid condition under data protection law applies. We do not use personal data for decisions that produce legal or similarly significant effects using solely automated processing.

5. Sharing your data and processors

We may share personal data only when necessary and only with trusted third parties who help us operate our business. These third parties act as processors when they process data on our behalf and under our instructions. Examples may include:

Payment service providers for handling transactions.
Accounting or bookkeeping providers for financial records and tax compliance.
IT and cloud service providers for secure storage, email, communication, or system support.
Customer management or scheduling tools used to organise bookings and service records.
Insurance or legal advisers where needed for claims, disputes, or compliance.

We may also share data with independent controllers where required, such as insurers, regulators, law enforcement, or other professional advisers acting in their own capacity. We do not sell your personal data. Any third party receiving data is expected to protect it appropriately and use it only for the agreed purpose.

6. International transfers

Where any processor or service provider stores or accesses data outside the United Kingdom, we will ensure suitable safeguards are in place. These safeguards may include approved contractual clauses, adequacy regulations, or other legal mechanisms recognised under data protection law.

7. Data retention

We retain personal data only for as long as necessary to fulfil the purposes described in this policy, unless a longer retention period is required or permitted by law. Retention periods may depend on the type of data and the purpose for which it was collected. In general:

Quotation and enquiry records may be kept for a limited period to manage follow-up questions or service history.
Booking, invoice, and payment records may be retained for accounting, tax, and dispute-resolution purposes.
Communication records may be retained where needed to evidence instructions, service delivery, or complaint handling.
Insurance or claims-related records may be retained for as long as necessary to manage potential claims or legal matters.

When data is no longer required, it will be securely deleted, anonymised, or otherwise disposed of in a safe and appropriate manner. We review retention periodically to ensure we are not keeping information longer than necessary.

8. Security of your information

We take reasonable technical and organisational measures to protect personal data against unauthorised access, alteration, loss, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and appropriate supplier vetting. While no system can be guaranteed completely secure, we work to reduce risk and respond appropriately to any suspected security incident.

9. Your rights under data protection law

You have a number of rights in relation to your personal data. These rights may be subject to conditions and exemptions under the law. Your rights 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 information.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restriction – to ask us to limit how we use your data in certain situations.
Right to object – to object to processing based on legitimate interests or to direct marketing.
Right to data portability – to receive certain information in a structured, commonly used format.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with applicable law and within the required timeframe. We may need to verify your identity before dealing with your request.

10. Marketing communications

We do not send unsolicited marketing unless permitted by law or where you have given consent where required. If you receive marketing communications from us, you can object or opt out at any time. Service-related communications, such as booking confirmations or operational updates, are not marketing and may still be sent where necessary to perform our services.

11. Cookies and similar technologies

If our online systems use cookies or similar technologies, they are used only for practical functionality, performance, or security purposes, or for analytics where permitted. Any such use will be limited to what is necessary and handled in line with applicable law. Where consent is required, it will be requested before non-essential cookies are used.

12. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, services, or business practices. Any updated version will apply from the time it is published or communicated. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

13. Summary of commitments

Man And Van Harringay is committed to collecting only the data needed, using it fairly, retaining it for appropriate periods, and sharing it only with trusted processors or where required by law. We aim to respect your privacy, protect your information, and uphold your rights at every stage of our service. If you are a customer in the area, this policy applies to you whenever you use or enquire about our services.

By using our services, you acknowledge that your personal data may be processed as described in this policy.