Privacy Policy - Man With Van Tottenhamhale

This Privacy Policy explains how Man With Van Tottenhamhale collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Man With Van Tottenhamhale customers in the area, including individuals and business customers who enquire about, book, or use our removal, delivery, transport, loading, unloading, and related moving services.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy describes what information we collect, why we collect it, the legal grounds we rely on, how long we keep it, who may process it on our behalf, and what rights you have over your personal data.

1. Data We Collect

We only collect personal data that is relevant and necessary for providing our services, managing customer relationships, meeting legal duties, and improving the quality of our work. The types of data we may collect include:

Identity information such as your name, title, and business name where applicable.
Contact information such as phone number, email address, billing address, and service address.
Service details such as moving dates, inventory lists, access instructions, special handling requirements, and preferred service times.
Payment information such as payment status, invoice details, and transaction records. We do not keep unnecessary card data if payment is processed through a secure payment provider.
Communication records such as emails, messages, call notes, and complaints.
Technical information where applicable, such as basic website usage data, device details, and IP address, if you interact with our online services.
Special category data only where strictly necessary and only if you provide it to us voluntarily, for example where access needs or health-related concerns affect the moving service. We will handle such information with extra care and only when there is a valid legal basis.

We do not intentionally collect more personal data than is required to deliver our services. If you provide information about third parties, such as family members, tenants, or building managers, you should ensure that you have the right to share that information with us.

2. How We Use Personal Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To arrange, deliver, and manage moving services.
To confirm bookings and coordinate service logistics.
To issue invoices, process payments, and maintain accounting records.
To communicate about service updates, changes, delays, or customer requests.
To handle complaints, disputes, and insurance-related matters.
To meet legal, tax, accounting, and regulatory obligations.
To protect our business, staff, customers, and property from fraud, misuse, or security risks.
To improve our operations, customer service, and service planning.

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

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing personal data. Man With Van Tottenhamhale relies on the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you, such as providing a quote, confirming a booking, carrying out a move, or dealing with payment and service fulfilment.

Legal Obligation

We may process and retain certain records to comply with tax law, accounting requirements, transport obligations, insurance requirements, and other legal duties.

Legitimate Interests

We may process 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, business record-keeping, fraud prevention, customer support, and operational improvement. We always consider the impact of processing and apply safeguards where appropriate.

Consent

Where consent is required by law, we will ask for it clearly and separately. You may withdraw consent at any time, and this will not affect the lawfulness of processing before withdrawal.

Vital Interests and Public Interest

In rare cases, we may process data to protect someone’s vital interests or where a legal requirement in the public interest applies. This would only occur in exceptional circumstances.

4. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes set out in this policy, including to fulfil contractual obligations, meet legal requirements, and resolve disputes. Retention periods vary depending on the type of data and the reason for processing.

Quotation and enquiry records may be kept for a reasonable period to manage follow-up requests and business administration.
Booking and service records are usually retained for the period needed to complete the service and deal with any later queries, claims, or complaints.
Financial and tax records are retained for the period required by law.
Communication records are kept as long as needed to maintain accurate service history and resolve issues.

When personal data is no longer required, we will securely delete it, anonymise it, or archive it where appropriate. We apply data minimisation principles and review records regularly to make sure we do not keep information for longer than necessary.

5. Processors and Data Sharing

We may share personal data with trusted third parties who help us operate our business. These parties act as processors or, in some cases, independent controllers. We only share data where necessary and require suitable data protection measures to be in place.

Examples of processors or service providers may include:

Accounting and bookkeeping providers.
Payment processing services.
IT, cloud storage, and email service providers.
Customer communication and scheduling tools.
Insurance or claims handling providers, where relevant.
Professional advisers such as lawyers or accountants.

We may also disclose personal data where required by law, court order, regulatory request, or to protect our rights, customers, staff, or property. If business operations are reorganised, transferred, or sold, personal data may be disclosed as part of that transaction, subject to legal safeguards.

We do not sell personal data. We do not share your information with third parties for their own marketing purposes without a proper legal basis.

6. Data Security

We take appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, limited staff access, and internal procedures for handling data securely.

While we work hard to protect information, no system can be guaranteed to be completely secure. If a personal data breach occurs that is likely to result in a risk to your rights and freedoms, we will take appropriate action in line with legal requirements.

7. Your Rights

You have rights under data protection law in relation to your personal data. Subject to legal limits and exemptions, these may include:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to correct inaccurate or incomplete information.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restriction – to request limited use of your data in certain situations.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain information in a structured, commonly used format.
Right to withdraw consent – where processing is based on consent.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed. We encourage you to raise any concerns with us first so that we can try to resolve them promptly.

8. Children’s Data

Our services are not aimed at children, and we do not knowingly collect personal data from children unless it is necessary for a service request made by an adult customer and only to the extent required to complete that service lawfully.

9. International Transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place so that your data receives a level of protection that is consistent with applicable law.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or operational practices. Any revised version will apply from the date it is published or otherwise communicated. We encourage you to review this policy periodically to stay informed about how we process personal data.

11. Summary of Key Principles

In summary, Man With Van Tottenhamhale processes personal data only when necessary, on a valid lawful basis, and with a clear purpose. We keep data for limited periods, share it only with appropriate processors or where legally required, and respect the rights of all customers in the area. Our aim is to use personal data responsibly, securely, and transparently while providing reliable moving services.