Privacy Policy - Man With A Van Tottenham

This Privacy Policy explains how Man With A Van Tottenham collects, uses, stores, shares, and protects personal data when providing removal, transport, and related services. It applies to all Man With A Van Tottenham customers in the area, including individuals and businesses who request a quote, book a service, communicate with us, or otherwise engage with our services. We are committed to handling personal data in accordance with the UK General Data Protection Regulation (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 be transparent, fair, and limited in the way we collect and use information.

1. Data We Collect

We collect only the personal data necessary to deliver our services effectively, manage customer relationships, and comply with legal obligations. The categories of data we may collect include:

Identity information, such as your name and, where needed, company name.
Contact details, including your telephone number and email address.
Service details, such as moving addresses, collection and delivery points, property access information, and preferred service dates.
Billing and payment information, such as invoice details and payment records.
Communication records, including emails, messages, and notes from calls or enquiries.
Operational information, such as inventory lists, instructions, and job-related notes.
Technical information, where relevant, such as limited website or device data used for basic service administration and security.

We do not intentionally collect special category data unless you voluntarily provide it and it is necessary for a specific service request. If such information is received, we process it only where permitted by law and where appropriate safeguards are in place.

2. How We Use Personal Data

We use personal data for the following purposes:

To provide quotes and respond to enquiries.
To arrange, manage, and complete moving and transport services.
To confirm bookings, delivery schedules, and service instructions.
To process payments, issue invoices, and maintain accounting records.
To communicate with you about your booking or service.
To handle complaints, disputes, and insurance matters.
To meet legal, tax, and regulatory obligations.
To improve service quality, internal administration, and operational planning.

We only use personal data in ways that are relevant, proportionate, and necessary for legitimate business and legal purposes.

3. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for every activity involving personal data. Depending on the situation, we rely on one or more of the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing a quote at your request, confirming a booking, and carrying out the agreed moving service.

Legal obligation

We may process personal data when required to comply with legal obligations, including tax, accounting, insurance, or record-keeping duties.

Legitimate interests

We may process personal data where it is necessary for our legitimate interests, provided your rights and freedoms do not override those interests. Examples include managing customer enquiries, improving service delivery, preventing fraud, and maintaining internal records.

Consent

In limited cases, we may rely on your consent, for example where you have clearly agreed to receive certain optional communications. Where consent is used, you may withdraw it at any time.

We do not rely on consent where another lawful basis is more appropriate.

4. Data Sharing and Processors

We may share personal data with trusted third parties who help us operate our services. These third parties act as processors when they handle data on our behalf and under our instructions. They are only permitted to use the data for the services they provide to us and must protect it appropriately.

Examples of processors may include:

IT and cloud service providers, who support secure storage, email, or systems administration.
Accounting and invoicing providers, who help with financial records and payment processing.
Customer communication providers, who assist with message delivery or scheduling tools.
Professional advisers, such as accountants or legal advisers, where necessary.
Insurance providers and claims handlers, where a claim or incident needs to be assessed.

We may also disclose personal data where required by law, court order, or lawful request from a public authority. We do not sell 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, including to satisfy legal, accounting, or reporting requirements. The retention period may vary depending on the nature of the information and the relevant legal obligations.

In general:

Enquiry records may be kept for a limited period if no booking is made.
Booking and service records may be retained for the duration of the contract and for a further period afterward.
Financial and tax-related records may be retained for the period required by law.
Complaint, dispute, and insurance-related records may be retained for as long as needed to resolve the matter.

When personal data is no longer required, we will securely delete, anonymise, or destroy it.

6. Security of Personal Data

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, disclosure, or destruction. These measures are designed to reflect the nature of the data and the risks involved in processing it. While no system can be guaranteed completely secure, we work to reduce risk and review our safeguards regularly.

7. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These 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 data.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restriction – to ask us to restrict processing 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 certain data to you or another organisation.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

These rights are not absolute and may be subject to legal limitations. If you exercise any of these rights, we may need to verify your identity before responding.

8. International Transfers

Where any processor or service provider stores or processes data outside the UK, we will ensure appropriate safeguards are in place, such as adequacy regulations or recognised contractual protections, so that your personal data remains protected in line with UK GDPR requirements.

9. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from minors except where it is incidentally provided in the course of a household move or similar booking. If we become aware that personal data has been collected unlawfully from a child, we will take reasonable steps to delete it.

10. Changes to This Privacy Policy

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

11. Summary of Our Commitment

Man With A Van Tottenham is committed to processing personal data fairly, lawfully, and transparently. We collect only what we need, use it for clear purposes, keep it for no longer than necessary, and share it only with trusted processors or where required by law. We respect your rights and aim to handle all information responsibly for every customer we serve in the area.

This Privacy Policy is intended to support compliance with applicable data protection law and to explain our practices in clear, accessible terms.