Privacy Policy - Man And Van Harringay

This Privacy Policy explains how Man And Van Harringay collects, uses, stores, shares, and protects personal data relating to its customers, prospective customers, and other individuals whose information may be processed in the course of providing removal, delivery, transport, and related services. This policy applies to all Man And Van Harringay customers in area, including anyone who enquires about, books, or receives our services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Information We Collect

We collect only the personal data necessary to provide our services effectively and to manage our relationship with you. The types of information we may collect include:

Identity details: name, title, and relevant identification information where required for security or service verification.
Contact details: telephone number, email address, billing address, pickup address, delivery address, and any other address details needed for a move or delivery.
Booking and service information: details of the items to be moved, preferred dates and times, property access notes, parking or loading requirements, and service preferences.
Payment and invoicing information: payment status, transaction records, billing history, and related administrative data. We do not store payment card details unless a secure payment provider requires limited information for processing.
Communication records: emails, call notes, messages, complaint records, and any correspondence regarding quotations, bookings, claims, or feedback.
Technical data: limited website or device information if you interact with digital tools used by us, such as IP address, browser type, and usage logs, where applicable.
Special category data: we do not normally seek special category personal data. If you voluntarily provide such information, we will only process it where a lawful basis applies and where it is necessary for a specific purpose.

2. How We Use Your Personal Data

We use personal data to operate our business and deliver services in a reliable and professional way. The main purposes include:

providing quotations, confirming bookings, and arranging removals or transport services;
planning routes, staffing, equipment, and vehicle allocation;
communicating with you about your booking, changes, delays, or service issues;
issuing invoices, processing payments, and maintaining accounting records;
responding to questions, complaints, claims, or requests;
meeting legal, tax, insurance, and regulatory obligations;
preventing fraud, misuse, or unauthorised access to our systems;
improving our services, business operations, and customer experience;
establishing, exercising, or defending legal claims where necessary.

We will only use your personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for another compatible purpose and that such use is permitted by law.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the context, we rely on one or more of the following:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes handling bookings, arranging services, and managing payments or service-related communications.

Legal Obligation

We process certain information to comply with legal requirements, such as tax, accounting, insurance, and record-keeping duties.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. Examples include managing our operations, improving service delivery, preventing fraud, securing our systems, and handling customer support. When relying on legitimate interests, we assess the balance between our interests and your privacy rights.

Consent

In limited situations, we may rely on your consent, for example where you voluntarily agree to receive certain marketing communications or where specific processing requires permission. Where consent is used, you may withdraw it at any time.

4. Sharing Your Information and Processors

We do not sell personal data. We may share information only where necessary and proportionate for the purposes described in this policy. This may include sharing data with trusted third parties that act as processors on our behalf, or with independent controllers where required by law or service need.

Examples of processors may include:

IT and cloud service providers that host or support business systems, email, data storage, or administration tools;
accounting and invoicing providers that help manage financial records and payment administration;
payment service providers that securely process transactions;
customer management or scheduling platforms used to organise bookings and service delivery;
professional advisers such as insurers, auditors, legal advisers, or tax advisers where necessary;
subcontracted workers or operational partners assisting with the performance of a booking, subject to confidentiality and data protection obligations.

When we use processors, we ensure they are contractually required to protect personal data, act only on our instructions, and implement appropriate technical and organisational security measures. We may also disclose personal data to public authorities, regulators, law enforcement, or courts where we are legally required to do so.

5. International Transfers

Where any processor or service provider stores or accesses personal data outside the UK, we will take appropriate safeguards to ensure your information remains protected. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent legally recognised mechanisms.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy legal, accounting, insurance, or reporting obligations. Retention periods vary depending on the type of information and the nature of our relationship with you.

In general:

booking and service records may be retained for the duration of the customer relationship and for a reasonable period afterwards;
financial and tax records are typically retained for the period required by law;
complaints, claims, and dispute records may be kept for as long as needed to resolve the matter and protect legal interests;
inquiry data that does not lead to a booking may be retained for a shorter period, unless further retention is needed for legitimate business reasons.

When personal data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you.

7. Data Security

We take appropriate measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality requirements, and limiting personal data to those who need it for business purposes. While no system can be completely secure, we work to maintain a level of protection appropriate to the risk.

8. Your Rights

You have rights under data protection law in relation to your personal data. These rights may apply depending on the circumstances and the legal basis for processing. They include:

Right of access: you may request confirmation of whether we process your personal data and receive a copy of it;
Right to rectification: you may ask us to correct inaccurate or incomplete information;
Right to erasure: you may request deletion of your data in certain circumstances;
Right to restriction: you may ask us to limit how we use your data in certain situations;
Right to object: you may object to processing based on legitimate interests, including some forms of marketing;
Right to data portability: you may request certain data in a structured, commonly used format where applicable;
Right to withdraw consent: if we rely on consent, you may withdraw it at any time without affecting prior lawful processing;
Right to complain: you may lodge a complaint with the UK Information Commissioner’s Office if you believe your rights have been infringed.

We may need to verify your identity before responding to a rights request. We will respond within the time limits required by law and may explain if an exemption applies.

9. Marketing Preferences

We may occasionally send service-related communications that are necessary for a booking or ongoing customer relationship. Where we send marketing communications, we will do so only where permitted by law and, where required, with your consent. You may opt out of marketing at any time. Service messages relating to active bookings or legal obligations may still be sent when necessary.

10. Children’s Data

Our services are not directed to children, and we do not intentionally collect personal data from children except where it is incidentally included in service arrangements involving a household. If we become aware that we have collected children’s data without an appropriate legal basis, we will take steps to delete it or handle it appropriately.

11. Changes to This Policy

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

12. Summary of Our Commitments

Man And Van Harringay is committed to using personal data responsibly, transparently, and only where necessary for legitimate business and legal purposes. We collect limited information, use it for clear purposes, keep it only as long as needed, and protect it through appropriate safeguards. We also respect your rights and will work to ensure your data is handled in a lawful and trustworthy manner.

Important note: This policy applies to all Man And Van Harringay customers in area and should be read as the governing privacy notice for our services.