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, delivery, transport, and related services. It applies to all Man With A Van Tottenham customers in the area, including anyone who requests a quote, makes a booking, uses our services, or communicates with us in connection with a move or delivery.

We are committed to handling personal data in a lawful, fair, and transparent way in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is written to help you understand what information we process, why we process it, and what rights you have.

1. Data We Collect

We collect only the information that is necessary to provide our services, manage our relationship with you, and meet legal and operational obligations. The types of personal data we may collect include:

Identity details such as your name and, where relevant, the name of a business or organisation.
Contact details such as your telephone number, email address, and service address.
Booking and service information including move dates, item lists, access details, delivery instructions, and property information relevant to the job.
Payment and invoicing data such as billing information, transaction records, and payment status.
Communication records including emails, messages, notes from calls, and complaints or feedback.
Technical information such as basic website or device data if you submit forms online, where applicable.
Special instructions that you choose to share, for example handling requirements for fragile items or access arrangements.

We do not intentionally collect more data than is required for the purpose involved. If you provide information about other people, such as family members, tenants, landlords, or business contacts, you should make sure you have permission to share it with us.

2. How We Use Your Data

We process personal data for the following purposes:

to provide quotes and assess service requirements;
to manage bookings, rescheduling, and service delivery;
to communicate about your move, arrival times, access needs, and related arrangements;
to issue invoices, record payments, and manage accounts;
to respond to questions, complaints, or service issues;
to improve our services, operations, and customer experience;
to maintain business records and comply with legal obligations;
to prevent fraud, misuse, or unlawful activity;
to defend or establish legal claims where necessary.

We only use your personal data for purposes that are compatible with the reason it was collected, unless we have a lawful basis to use it differently.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for every type of processing. Depending on the circumstances, Man With A Van Tottenham relies on one or more of the following lawful bases:

Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes providing quotes at your request, arranging collection and delivery, and completing services you have booked.

Legal Obligation

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

Legitimate Interests

We may process data where it is necessary for our legitimate interests and where those interests are not overridden by your rights and freedoms. Examples include managing customer relationships, improving our services, protecting against fraud, and maintaining operational records. When we rely on this basis, we consider the impact on your privacy and ensure it is appropriate.

Consent

In limited cases, we may rely on your consent, for example where you have explicitly agreed to certain optional forms of communication or data use. Where consent is used, you can withdraw it at any time. Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.

4. Data Sharing and Processors

We may share personal data with trusted third parties that help us operate our services. These organisations act as processors or, in some cases, independent controllers. We require them to handle personal data securely and in accordance with data protection law.

Examples of processors and service providers may include:

Payment providers that process card or transfer payments.
IT and cloud service providers that store emails, files, or business records.
Accounting and bookkeeping providers that support financial administration.
Communication platforms used to send messages or manage customer enquiries.
Professional advisers such as accountants, insurers, or legal advisers when required.
Subcontractors or operational partners who assist with carrying out a move or delivery, where necessary.

We may also disclose data where required by law, court order, regulatory request, or to protect our rights, property, staff, or customers. We do not sell your personal data.

5. International Transfers

If any processor or service provider stores or accesses data outside the United Kingdom, we will take appropriate safeguards to protect your information. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent legal protections. We aim to ensure that any transfer is lawful and secure.

6. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purpose for which it was collected, unless a longer retention period is required by law or needed to protect our legal interests. Retention periods depend on the type of information and the nature of the service provided.

Booking and service records are usually kept for a period needed to manage the customer relationship and handle any follow-up queries.
Financial and tax records are kept for the period required under accounting and tax law.
Communication records may be retained for a reasonable time to deal with complaints, disputes, or service history.
Legal or insurance-related records may be kept for longer where necessary to establish, exercise, or defend legal claims.

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you. We regularly review stored data to ensure it is not kept longer than needed.

7. Security of Your Data

We use appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality expectations, and careful management of data sharing with processors. While no system can be guaranteed completely secure, we take data protection seriously and aim to minimise risk at all times.

8. Your Rights

Depending on the circumstances and applicable 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 request deletion of your data where there is no good reason for us to keep it.
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 certain data in a structured, commonly used format, where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to raise concerns about how your data is handled and to contact the relevant data protection authority if you believe your rights have not been respected. We encourage you to contact us first so we can try to resolve the matter promptly and fairly.

9. Children’s Data

Our services are intended for adult customers and business clients. We do not knowingly collect personal data from children unless it is incidental to a service and necessary for a specific booking or delivery arrangement. If we become aware that we have collected children’s data without a valid reason, we will take appropriate steps to delete it.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, guidance, or the way we operate. Any updates will apply from the date they are published. We recommend reviewing this policy periodically so you remain informed about how your data is used.

In summary: we collect only the personal data needed to provide and manage our removal and delivery services, process it under valid lawful bases, retain it only for as long as necessary, and use trusted processors who are required to protect it. This policy applies to all Man With A Van Tottenham customers in the area.