Privacy Policy - Man With A Van Finsbury

This Privacy Policy explains how Man With A Van Finsbury collects, uses, stores, shares, and protects personal data when providing moving, transport, packing, loading, unloading, and related services. It applies to all customers of Man With A Van Finsbury in the area, including individuals, households, landlords, tenants, and businesses that request or receive our services.

We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable privacy laws. We only process personal data where we have a lawful basis to do so, and we take appropriate steps to keep your information secure and used fairly.

1. Information 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 and title.
Contact information, such as your address, email address, and telephone number.
Service details, including moving date, collection and delivery addresses, property access information, inventory details, parking or access requirements, and special handling instructions.
Payment information, including transaction records, billing details, and limited financial information necessary to process payments.
Communications, such as messages, emails, call notes, and complaint or feedback records.
Technical data, where relevant, such as device or browsing information if you interact with our digital systems.
Verification information, where needed for fraud prevention, service confirmation, or legal compliance.

We do not intentionally collect more personal data than is necessary for the services we provide. In some cases, you may choose to provide additional information to help us complete a move safely and efficiently, for example details about fragile items, limited access, or storage requirements. Please only share information that is relevant to your service request.

2. How We Use Personal Data

We use personal data for the following purposes:

To provide moving and transport services.
To manage bookings, quotations, and service arrangements.
To communicate with you about your request, schedule, and service updates.
To process payments, invoices, and refunds where applicable.
To deliver customer support and respond to enquiries or complaints.
To maintain records for business, accounting, and legal purposes.
To improve service quality, operations, and customer experience.
To protect against fraud, misuse, and security incidents.
To comply with legal and regulatory obligations.

We only use your information in ways that are compatible with the purposes for which it was collected, unless we have a lawful reason to use it for a new purpose.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each type of personal data we process. The lawful bases we rely on may include:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotations, confirming bookings, carrying out removals, handling payments, and delivering the services you have requested.

Legal obligation

We may process data where it is necessary to comply with legal obligations, such as tax, accounting, record-keeping, and regulatory requirements.

Legitimate interests

We may process certain data for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include service improvement, administration, security, fraud prevention, internal reporting, and record management. We always consider whether such use is reasonable and proportionate.

Consent

In limited situations, we may rely on your consent, for example where it is required for specific optional communications or certain forms of marketing. Where consent is used, you may withdraw it at any time.

4. How We Share Personal Data

We may share personal data with trusted third parties, but only where necessary and lawful. These may include:

Payment processors that handle card or electronic transactions.
IT and software providers that support booking, storage, communication, and record management systems.
Professional advisers, such as accountants, auditors, legal advisers, and insurers.
Subcontractors or service partners involved in delivering part of the service, where necessary.
Public authorities, regulators, or law enforcement agencies where disclosure is required by law.

All processors and service providers are required to handle personal data securely and only in accordance with our instructions or their own legal obligations. We do not sell personal data.

5. Data Processors

Where we use external organisations to process personal data on our behalf, they act as data processors. We ensure appropriate contracts are in place so that processors only use data for specified purposes, apply suitable technical and organisational security measures, and do not keep data longer than necessary.

Examples of processor activities may include hosting data, sending service communications, processing card payments, maintaining accounting systems, or supporting customer relationship management. We assess processors before use and monitor arrangements where appropriate. If any processor is located outside the UK, we will ensure adequate safeguards are in place in line with data protection law.

6. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, and reporting requirements. The retention period depends on the type of data and the reason it is held.

Booking and service records are generally retained for the period needed to manage the service and resolve any follow-up matters.
Financial and accounting records are retained for the time required under tax and accounting laws.
Customer correspondence may be kept for a reasonable period to handle complaints, disputes, or service queries.
Security and fraud-prevention records may be retained for as long as necessary to protect our business and customers.

When data is no longer needed, we will delete it, anonymise it, or securely destroy it. Retention is limited to what is necessary, and we review records periodically to avoid keeping information for longer than required.

7. Data Security

We take appropriate measures to protect personal data from accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, system safeguards, and regular review of our data handling practices. However, no system can be guaranteed to be completely secure, and we encourage customers to share only information that is relevant and necessary.

8. Your Rights

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

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete information.
Right to erasure – you can request deletion of your data in certain circumstances.
Right to restrict processing – you can ask us to limit how we use your data in certain cases.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – you may request transfer of 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.

These rights are not absolute and may be subject to legal limitations. We will respond to valid requests in accordance with applicable law. To protect your privacy, we may need to verify your identity before acting on a request.

9. Automated Decision-Making

We do not use personal data for decisions based solely on automated processing that produce legal or similarly significant effects on customers. If this changes in the future, we will update this policy and explain the safeguards that apply.

10. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is incidental to service delivery and provided by an adult customer. If we learn that personal data has been collected inappropriately, we will take steps to delete it where required.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or service arrangements. Any updates will take effect when published. We encourage customers to review this policy periodically to stay informed about how personal data is handled.

12. Scope of This Policy

This policy applies to all Man With A Van Finsbury customers in the area and covers personal data processed in connection with quotes, bookings, moving services, storage support, customer communications, and related administrative activities. By using our services, you acknowledge that your personal data will be handled in line with this policy and the applicable data protection laws.

In summary, we process personal data fairly, lawfully, and transparently; we keep it only as long as necessary; we use trusted processors under appropriate safeguards; and we respect the rights of every customer whose information we hold.