Privacy Policy - Man With A Van Tottenham Hale

This Privacy Policy explains how Man With A Van Tottenham Hale collects, uses, stores, shares, and protects personal data when providing moving, transport, packing, lifting, and related van services. It applies to all Man With A Van Tottenham Hale customers in the area, including individuals and businesses that request quotes, book services, communicate with us, or otherwise use our services. We are committed to handling personal information in line with the UK GDPR and the Data Protection Act 2018.

By using our services, you acknowledge that your personal data may be processed as described in this policy. We aim to keep our practices lawful, fair, transparent, and limited to what is necessary.

1. Personal Data We Collect

We may collect and process different types of personal data depending on the service requested and the way you interact with us. The information we collect may include:

Identity information such as your name and, where relevant, company name.
Contact details such as telephone number, email address, and service address.
Booking details including service date, collection and delivery points, item descriptions, access notes, and moving instructions.
Payment information such as transaction references and billing details. We do not store more payment card information than is necessary to complete the transaction through secure payment systems.
Communication records including emails, messages, call notes, complaint details, and customer service correspondence.
Property and access information such as parking notes, lift availability, stair access, and loading restrictions.
Technical data where applicable, such as basic device or usage information if you interact with our digital systems.

We generally do not intentionally collect special category data. If such information is voluntarily disclosed to us, for example in relation to access needs or vulnerable person arrangements, we will only process it where permitted by law and only for the limited purpose for which it was provided.

2. How We Use Your Data

We use personal data for the following purposes:

To provide quotes, confirm bookings, and deliver moving or transport services.
To plan routes, allocate vehicles, and manage staff or subcontractor attendance.
To communicate with you about your service, including schedule changes, access requirements, and completion updates.
To process invoices, payments, refunds, and account administration.
To handle complaints, claims, and service issues.
To maintain records for business, tax, and legal compliance.
To improve our services, operations, training, and customer experience.
To protect our business, staff, customers, and property from fraud, misuse, or unlawful activity.

We only use personal data where we have a valid reason to do so and where the processing is appropriate for the service requested.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing your personal data. Depending on the situation, we rely on the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes preparing a quote, arranging a move, communicating about the job, and completing payment.

Legal Obligation

We may process and retain certain information to comply with legal obligations, including accounting, tax, insurance, and record-keeping requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests do not override your rights and freedoms. Examples include managing operations, responding to enquiries, preventing fraud, and improving our services. We always consider whether such processing is proportionate and necessary.

Consent

In limited situations, we may rely on your consent, for example where you voluntarily provide information that is not essential to the service or where specific marketing activity requires it. Where consent is used, you may withdraw it at any time.

4. Data Sharing and Processors

We may share personal data with trusted third parties who act as processors on our behalf. These parties only process your data according to our instructions and are required to protect it appropriately. Examples of processors may include:

Payment service providers used to process card or online payments securely.
Accounting and bookkeeping providers used for invoicing, financial records, and tax compliance.
IT and cloud storage providers used to store emails, files, records, and business systems.
Scheduling or administration tools used to manage bookings and operational tasks.
Insurance, claims, or legal advisers where needed to handle disputes, claims, or compliance matters.
Subcontracted service providers who may assist with delivery of the booked moving or transport service.

We may also disclose personal data where required by law, court order, or a public authority. We do not sell your personal data.

5. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes for which it was collected, and to satisfy legal, accounting, or reporting requirements. Retention periods may vary depending on the type of record and the nature of the service.

Booking and service records are usually retained for a reasonable period after service completion to manage follow-up queries, claims, or disputes.
Financial and invoice records are retained for the period required by tax and accounting law.
Communication records may be retained for customer service, quality control, or evidence of instructions.
Claims and legal records may be retained longer where necessary to defend or establish legal rights.

When personal data is no longer required, we will take appropriate steps to delete, anonymise, or securely archive it.

6. Security of Your Data

We use appropriate technical and organisational measures to help protect personal data from unauthorised access, loss, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful handling of records. While no system can be guaranteed completely secure, we work to maintain a level of protection that is appropriate to the risk.

7. Your Data Protection Rights

You have rights in relation to your personal data under data protection law. These rights may include:

The right to be informed about how we use your data.
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 information.
The right to erasure in certain circumstances, sometimes called the right to be forgotten.
The right to restrict processing in certain situations.
The right to data portability for information processed by automated means and based on consent or contract, where applicable.
The right to object to processing based on legitimate interests or direct marketing.
The right to withdraw consent where processing is based on consent.

Please note that some rights may not apply in every case, as legal exemptions and business obligations can limit their scope. We will assess each request carefully and respond in accordance with the law.

8. Automated Decision-Making

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

9. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is necessary in connection with a service request and provided by an authorised adult. Where children’s data is unavoidably involved, we process it only for the limited purpose of delivering the requested service.

10. International Transfers

Where any processor or service provider is located outside the UK, we will ensure that appropriate safeguards are in place so that personal data remains protected to a standard consistent with UK data protection law.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. The latest version will apply to your use of our services from the date it is published. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

12. Our Commitment

Man With A Van Tottenham Hale is committed to treating personal information with care and respect. We only collect what we need, use it for clear purposes, keep it only as long as necessary, and share it only with trusted processors or where required by law. This policy applies to all Man With A Van Tottenham Hale customers in area, and it is designed to ensure your personal data is handled lawfully and responsibly throughout the service relationship.

If you have concerns about how your data is handled, you have the right to raise them with the appropriate data protection authority. However, we encourage you to review your rights carefully and make requests in line with the principles set out in this policy.