Privacy Policy - Man And Van Haringey

This Privacy Policy explains how personal data is collected, used, stored, shared, and protected by Man And Van Haringey. It applies to all Man And Van Haringey customers in the area, including people who request quotations, make bookings, receive moving services, or otherwise interact with our team. We are committed to handling personal information in a lawful, fair, transparent, and secure manner in accordance 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 And Van Haringey is the data controller for the personal data described in this Privacy Policy. This means we decide why and how your personal information is used when providing our services. We take data protection seriously and aim to process only the information necessary to manage enquiries, deliver services, meet legal obligations, and improve our operations.

2. Personal Data We Collect

We may collect and process various categories of personal data depending on your interaction with us. The types of information we collect may include:

Identity details such as your name and title;
Contact details including address, email address, and telephone number;
Service details such as moving date, property access information, collection and delivery addresses, and item descriptions;
Payment and billing details where needed to process transactions or issue invoices;
Communication records including emails, phone call notes, text messages, and service-related correspondence;
Booking and account information where relevant to manage your request or ongoing services;
Technical information such as basic device or browser data if you contact us through digital channels;
Special circumstances information only when necessary for service delivery, for example access requirements, parking constraints, or instructions related to fragile items.

We do not intentionally collect more information than is needed. If you provide information about another person, you should ensure that you have the right to do so and that they understand how their data may be used.

3. How We Use Your Personal Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations;
To arrange, confirm, and deliver removal or transport services;
To manage bookings, schedules, and operational planning;
To communicate about your service, including changes, updates, or issues;
To process payments, refunds, and related accounting tasks;
To maintain internal records and service histories;
To meet legal, regulatory, and tax obligations;
To handle complaints, claims, or disputes;
To improve service quality, staff training, and operational efficiency;
To protect against fraud, misuse, or security incidents.

We will only use your personal information where we have a valid legal reason to do so. We do not use your data for purposes that are incompatible with the reason it was collected unless we have a lawful basis or you have been informed appropriately.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for each processing activity. Depending on the circumstances, 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 preparing a quote you request, confirming a booking, moving items, and managing service-related communications.

Legal Obligation

We may process data where we must comply with legal requirements, such as tax, accounting, insurance, or record-keeping obligations.

Legitimate Interests

We may process data for our legitimate business interests, provided these are not overridden by your rights and freedoms. This may include service administration, handling customer enquiries, internal record management, fraud prevention, and operational improvement. When relying on legitimate interests, we consider whether the processing is necessary and whether it is proportionate.

Consent

In limited cases, we may rely on your consent, for example for certain optional communications or specific uses not covered by another lawful basis. Where consent is used, you have the right to withdraw it at any time.

5. Sharing Your Data with Processors

We may share personal data with trusted third parties who act as processors on our behalf. These processors only handle your data under our instructions and must protect it in line with data protection law. Examples may include:

Payment service providers that process card or invoice payments;
IT and hosting providers that support email, data storage, or business systems;
Accounting and bookkeeping providers who assist with financial records;
Communication or messaging services used to send booking updates or operational notices;
Professional advisers such as insurers, legal advisers, or auditors where necessary;
Transport or subcontracted service partners when required to complete a job or support logistics.

We may also disclose information to public authorities, regulators, law enforcement, or courts where required by law or necessary to protect our rights, staff, customers, or property. We do not sell your personal data.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including any legal, accounting, or reporting requirements. The retention period depends on the type of data and the reason for processing. For example:

Quotation and booking records may be kept for a reasonable business period to manage service history and customer support;
Financial and tax records are retained for the period required by law;
Complaint or claim records may be retained until the matter is resolved and any relevant limitation period has expired;
Unused enquiry data may be deleted after a reasonable time if no service is booked.

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

7. Data Security

We use appropriate technical and organisational measures to protect personal data from accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality duties, and restricted data access based on need. While no system is completely risk-free, we take reasonable steps to safeguard information and review our practices regularly.

8. International Transfers

If any processor or service provider stores or accesses data outside the UK, we will ensure that suitable safeguards are in place so your information remains protected to a standard required by law. This may include approved contractual protections or other lawful transfer mechanisms.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to legal limitations, these rights may 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 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;
Right to data portability – to request your data in a structured, commonly used format where applicable;
Right to withdraw consent – where processing relies on consent, you may withdraw it at any time;
Right to complain – to raise concerns with a supervisory authority if you believe your data has been mishandled.

We may need to verify your identity before responding to a request. Some rights may not apply in all situations, particularly where we must keep data to comply with a legal obligation or to establish, exercise, or defend legal claims.

10. How We Respond to Requests

We will respond to valid data protection requests within the time limits set by law, usually within one month, although complex requests may take longer. Where an extension is needed, we will inform you and explain the reason. We aim to make the process clear, respectful, and efficient.

11. Changes to This Privacy Policy

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

12. Your Responsibility

Please provide accurate and up-to-date information when using our services. If your personal details change, or if you need special arrangements for access, timing, or item handling, informing us promptly helps us provide a reliable and efficient service. Where you provide information on behalf of another person, you should ensure that you have their authority to do so.

In summary: Man And Van Haringey only processes personal data where there is a lawful basis, keeps it only as long as necessary, uses trusted processors under strict controls, and respects your rights under data protection law. This policy applies to all Man And Van Haringey customers in the area.