Privacy Policy - Man With Van Harringay

This Privacy Policy explains how Man With Van Harringay collects, uses, stores, shares, and protects personal data when providing moving, transport, and related services. It applies to all Man With Van Harringay customers in the area, including individuals, households, landlords, tenants, and business customers who use our services within Harringay and surrounding local areas.

We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is intended to help you understand what information we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have over your data.

1. Who We Are

Man With Van Harringay provides removal and transport services, including home moves, office moves, furniture transport, collection and delivery services, and related logistical support. In order to deliver these services efficiently and safely, we may need to collect and process personal information about customers, recipients, landlords, property managers, and other relevant parties.

We act as a data controller for the personal data we decide how to use. Where third-party providers process data on our behalf, they act as data processors under our instructions and subject to appropriate contracts.

2. Data We Collect

We only collect data that is necessary for our services, legal obligations, and legitimate business operations. The type of personal data we may collect includes:

Identity information such as your name and title.
Contact information such as address details, email address, and telephone number.
Service and booking details such as move dates, pickup and delivery addresses, inventory information, access conditions, and service preferences.
Payment information such as payment method, billing address, transaction records, and invoice details.
Communications including emails, messages, calls, complaints, and service feedback.
Property and access information where required to complete a move safely, such as entry instructions, parking arrangements, stair access, lift availability, or special handling requirements.
Technical information if you interact with us electronically, including device data, IP address, and basic usage information.

We may also collect limited sensitive information if it is necessary to provide the service, for example access needs, mobility requirements, or information relating to fragile items. We will only process such information where permitted by law and where necessary for a specific purpose.

3. How We Use Your Data

We use personal data for clearly defined purposes, including:

to provide quotes, confirm bookings, and arrange moving services;
to plan routes, allocate staff, and deliver goods safely and on time;
to communicate with you about your booking, changes, delays, or service issues;
to process payments, issue invoices, and maintain financial records;
to respond to enquiries, complaints, and customer support requests;
to comply with legal, accounting, tax, and insurance obligations;
to prevent fraud, protect property, and maintain business security;
to improve our services, training, and internal operations;
to keep records of service history for business administration and dispute resolution.

We will not use your personal data for purposes that are incompatible with the reasons it was collected unless we have a lawful basis to do so.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for every activity involving personal data. Man With Van Harringay relies on the following lawful bases:

4.1 Contract

We process data when it is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes quotes, booking management, delivery coordination, and payment processing.

4.2 Legal Obligation

We may process data where required to meet legal obligations, such as accounting, tax, insurance, and record-keeping requirements, or where we must respond to lawful requests from authorities.

4.3 Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. This may include managing business operations, improving services, handling complaints, preventing misuse, and protecting our assets.

4.4 Consent

In limited cases, we may rely on consent, for example where it is required for certain optional communications or the processing of specific data types. If we rely on consent, you can withdraw it at any time.

5. Sharing Your Data and Processors

We may share personal data only where necessary and appropriate. We do not sell personal data. We may disclose information to the following categories of recipients:

Service providers and processors who support our operations, such as booking systems, accounting tools, payment services, storage providers, IT support, and communication platforms.
Staff and contractors who require the information to carry out their work safely and effectively.
Professional advisers such as accountants, insurers, or legal advisers where necessary.
Public authorities where we are legally required to disclose information or where disclosure is needed to protect rights, safety, or property.
Third parties involved in your move, such as landlords, property managers, or delivery recipients, where necessary to complete the service.

All processors are required to handle data securely, use it only for the agreed purpose, and comply with data protection requirements. We take reasonable steps to ensure that processors provide suitable technical and organisational safeguards.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including legal, accounting, and reporting requirements. Retention periods depend on the type of information and why it is held.

Booking and service records may be retained for a reasonable period to manage aftercare, disputes, and business records.
Invoice and payment records are retained for the period required by tax and accounting law.
Correspondence and complaints may be retained for as long as needed to resolve issues and maintain service records.
Security or incident records are kept only as long as required for investigation, risk management, or legal compliance.

When data is no longer needed, we will securely delete, destroy, or anonymise it where appropriate.

7. Data Security

We use appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, password protection, secure systems, staff training, and limited access to records. No system is completely secure, but we work to protect your information to a high standard and regularly review our safeguards.

8. International Transfers

If any processor or service provider stores or accesses personal data outside the UK, we will take steps to ensure that appropriate safeguards are in place in accordance with data protection law. This may include the use of approved contractual protections and transfer mechanisms.

9. Your Rights

You have rights over your personal data under data protection law. Depending on the circumstances, these may include:

The right to be informed about how your data is used.
The right of access to request a copy of the personal data we hold about you.
The right to rectification to correct inaccurate or incomplete data.
The right to erasure in certain circumstances, also known as the right to be forgotten.
The right to restrict processing in certain situations.
The right to data portability where processing is based on contract or consent and carried out by automated means.
The right to object to processing based on legitimate interests or direct marketing.
The right to withdraw consent where consent is the lawful basis.

You may also have rights relating to automated decision-making, although we do not generally rely on fully automated decisions that produce legal or similarly significant effects.

To exercise your rights, you may make a request using our internal data protection procedures. We may need to verify your identity before responding. We aim to respond within the time limits set by law.

10. Marketing Communications

We will only send marketing communications where permitted by law. If you choose to receive updates or promotional messages, you can opt out at any time. We will continue to send service-related messages that are necessary for your booking or account, even if you opt out of marketing.

11. Children’s Data

Our services are intended for adults who arrange moving and transport services. We do not knowingly collect personal data from children except where it is necessary to provide a service arranged by a parent, guardian, or responsible adult. If we become aware that we have collected child data without a valid reason, we will take steps to delete it.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or service operations. The latest version will apply to all current and future customers in the Harringay area unless a different notice is provided. We encourage you to review this policy periodically to stay informed.

13. Complaints and Further Information

If you have concerns about how your personal data is handled, you have the right to raise a complaint through our internal procedures. You also have the right to complain to the Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed.

This policy is designed to be clear, lawful, and practical. It reflects our commitment to treating personal data with care, using it only where necessary, and respecting the privacy of every customer who uses Man With Van Harringay services in the area.