Privacy Policy - Man With Van South Tottenham

This Privacy Policy explains how Man With Van South Tottenham collects, uses, stores, and protects personal data relating to its customers and prospective customers in the area. It applies to all Man With Van South Tottenham customers in the area, including individuals who request a quote, make a booking, receive a service, or otherwise interact with us in connection with removals, transportation, loading, unloading, packing, and related moving services.

We are committed to handling personal information in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We only collect the data we need, only use it for specified purposes, and retain it for no longer than necessary.

1. 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. This may include:

Identity information such as your name, title, and any business name you provide.
Contact details such as your address, email address, and telephone number.
Service information such as moving addresses, preferred dates, inventory details, access information, and special handling requirements.
Payment information such as billing details and transaction records. We do not store full card details where payment is processed through secure payment providers.
Communication records such as enquiries, complaints, feedback, and notes from phone calls or messages.
Usage and technical data if you interact with us digitally, including device information, browser type, and limited analytics data where applicable.
Special category data only where strictly necessary and where you voluntarily provide it, for example access needs or health-related information relevant to safe moving arrangements.

We generally collect personal data directly from you. In some cases, we may receive information from third parties such as estate agents, landlords, contractors, or payment service providers when it is necessary for providing the service or completing a transaction.

2. How We Use Personal Data

We use personal data only for legitimate business and operational purposes connected to our services. These purposes include:

Providing quotations and responding to enquiries.
Managing bookings and delivering moving services.
Planning routes, vehicle allocation, staffing, and logistics.
Processing payments and maintaining accounting records.
Communicating with customers about service details, updates, and follow-up matters.
Handling complaints, disputes, or insurance-related issues.
Meeting legal, regulatory, tax, and insurance obligations.
Improving our services, operational efficiency, and customer experience.
Preventing fraud, abuse, and unauthorised use of our services.

We do not use personal data in ways that are incompatible with the purposes for which it was collected.

3. Lawful Basis for Processing

We process personal data only when we have a lawful basis under data protection law. Depending on the context, our lawful basis may include:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes at your request, arranging collections and deliveries, managing your booking, and completing the moving service.

Legal Obligation

We may process data to comply with legal obligations, such as tax compliance, record keeping, financial reporting, and responding to lawful requests from authorities.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include service administration, customer support, business improvement, fraud prevention, and internal record management.

Consent

Where required by law, we will rely on your consent. For example, if we need to process optional special category information that is not otherwise necessary for the service, we will ask for your clear permission. You may withdraw consent at any time, where processing is based on consent.

4. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, and operational requirements. The length of time may vary depending on the type of information and the reason for processing.

Quotation and booking records may be retained for a reasonable period to manage enquiries, service delivery, and follow-up matters.
Payment and invoicing records are usually retained for the period required by tax and accounting laws.
Communication records may be retained for customer service, dispute resolution, and evidence of instructions provided.
Insurance or claims-related information may be retained for longer if necessary to defend or establish legal claims.

When personal data is no longer required, we will securely delete, anonymise, or archive it in line with our retention practices.

5. Processors and Third Parties

We may share personal data with trusted third-party processors and service providers who help us run our business. These parties only process data on our instructions and are required to protect it appropriately. They may include:

Payment processors for secure transaction handling.
Accounting and bookkeeping providers for invoicing and financial record management.
IT and cloud storage providers for secure data hosting, communication, and backup services.
Customer service tools used to manage enquiries and service records.
Insurance providers, surveyors, or claims handlers where needed in connection with damage, liability, or dispute matters.
Professional advisers such as legal or tax advisers where necessary for compliance and risk management.

We may also disclose personal data where required by law, court order, or to protect our rights, safety, or property, or the rights, safety, or property of others.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful selection of processors. While no system can be guaranteed to be completely secure, we work to maintain a high standard of data protection.

7. International Transfers

If any of our processors store or process data outside the UK, we will ensure that appropriate safeguards are in place to protect your personal data and to keep it protected to a standard consistent with UK data protection law.

8. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

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 ask us to delete personal 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 direct marketing.
Right to data portability – to request transfer of data you provided to us, where applicable.
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. In some cases, we may need to confirm your identity before acting on your request.

9. Children’s Data

Our services are intended for adult customers and business clients arranging moving services. We do not knowingly collect personal data from children unless it is necessary and provided by an adult customer as part of a service arrangement.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

11. Summary of Our Commitment

Man With Van South Tottenham is committed to processing personal data with care, transparency, and respect. We only collect information needed to deliver our services, use it under a lawful basis, retain it for no longer than necessary, and share it only with trusted processors or when legally required. Customers in the area can rely on us to treat their personal data responsibly and in line with applicable data protection law.