Privacy Policy - Man With Van Stroud Green

This Privacy Policy explains how Man With Van Stroud Green collects, uses, stores, shares, and protects personal data in connection with our moving, delivery, loading, unloading, and related services. It applies to all Man With Van Stroud Green customers in the area, including individuals, households, landlords, tenants, and businesses that use our services locally. We are committed to handling personal data lawfully, fairly, and transparently in accordance with the UK GDPR and the Data Protection Act 2018.

1. Information We Collect

We collect only the information necessary to provide our services, manage our operations, and meet legal obligations. Depending on how you interact with us, we may collect the following categories of personal data:

Identity information such as name, title, and any business name used when arranging a service.
Contact details such as address, email address, and phone number.
Service details such as pickup and delivery locations, access instructions, preferred dates and times, inventory lists, and special handling requirements.
Billing and payment information such as transaction details, invoice records, and limited payment-related data necessary to process charges.
Communication records such as emails, messages, notes from calls, and customer service correspondence.
Technical information if you interact with our digital systems, including device details, log data, and usage information where applicable.
Legal or verification data where needed for fraud prevention, insurance, claims handling, or compliance purposes.

We do not seek to collect special category data unless it is strictly necessary and you have chosen to provide it, or we are required to do so by law. If such information is shared with us, we will handle it with additional care and only where a valid legal basis applies.

2. How We Use Your Data

We use personal data for the following purposes:

To provide quotes, arrange bookings, and deliver moving services.
To communicate with you about your service, including changes, access arrangements, and confirmations.
To process payments, issue invoices, and manage refunds or adjustments.
To handle customer support, complaints, and service feedback.
To protect against fraud, misuse, or unlawful activity.
To maintain records for accounting, tax, audit, and insurance purposes.
To comply with legal and regulatory requirements.

We only use your data for purposes that are compatible with the reason it was originally collected, unless we have informed you otherwise or are permitted by law to do so.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Depending on the situation, we rely on one or more of the following:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes providing quotations, arranging removals, carrying out the service, and handling payment.

Legal Obligation

We may process data to comply with legal duties, including tax, accounting, insurance, and regulatory record-keeping requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided that your rights and freedoms do not override those interests. Examples include managing operations, improving services, preventing fraud, and keeping accurate business records.

Consent

In limited cases, we may rely on your consent, for example where we need permission for certain optional communications or to process information that requires explicit permission. Where consent is used, you may withdraw it at any time.

We do not rely on consent where another lawful basis is more appropriate and permitted by law.

4. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including for legal, accounting, insurance, and reporting requirements. Retention periods depend on the type of data and the reason for holding it.

Booking and service records are usually retained for a period needed to manage the customer relationship and any follow-up issues.
Financial records are retained for the period required by tax and accounting laws.
Communication records may be retained for quality, dispute resolution, and evidence of instructions given.
Claims and incident records may be kept longer where necessary to manage insurance matters or legal claims.

When personal data is no longer needed, we will securely delete, anonymise, or destroy it. We do not keep data indefinitely, and retention is reviewed periodically to ensure it remains appropriate.

5. Processors and Data Sharing

We may share personal data with trusted third parties that help us operate our business. These third parties act as processors when they process data on our behalf and only under our instructions. They are required to protect the data and use it only for authorised purposes.

Examples of processors or recipients may include:

Payment service providers that handle transactions securely.
Accounting and bookkeeping providers that support financial administration.
IT and cloud storage providers that host systems, files, or communications.
Insurance providers and claims handlers where an incident or claim arises.
Professional advisers, including legal and tax advisers, where necessary.

We may also disclose data where required by law, court order, or lawful request from a public authority. If a business transfer, restructuring, or sale occurs, personal data may be shared as part of that process where permitted by law and subject to appropriate safeguards.

We do not sell your personal data.

6. Data Security

We use reasonable 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 awareness, and restricted use of personal data.

Although we take data security seriously, no system can be guaranteed completely secure. If a personal data breach occurs and it is likely to result in a risk to your rights and freedoms, we will take appropriate steps in line with our legal obligations.

7. Your Rights

As a data subject under UK GDPR, you have a number of rights in relation to your personal data. These rights may be subject to conditions or exemptions in some cases.

Right of access – you can ask for a copy of the personal data we hold about you.
Right to rectification – you can request correction of inaccurate or incomplete data.
Right to erasure – you can ask us to delete your data in certain circumstances.
Right to restrict processing – you can ask us to limit how we use your data in specific situations.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – you can request a structured, commonly used electronic copy of certain data.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you exercise any of these rights, we may need to verify your identity before responding. We will respond within the time limits required by law and aim to deal with requests promptly and fairly.

8. Data Accuracy and Updates

We rely on the information you provide to us, so it is important that your personal data is accurate and kept up to date. If any of your details change, please ensure that the information you provide to us is corrected where necessary so that we can deliver services properly and maintain reliable records.

9. International Transfers

If personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it, in line with applicable data protection law. These safeguards may include approved contractual terms or other lawful transfer mechanisms.

10. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is incidental to a booking or service arrangement and processed lawfully. If we become aware that we have collected data from a child without a valid basis, we will take appropriate steps to delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any updates will take effect when published in the revised version. We encourage customers to review this policy periodically so they remain informed about how we protect personal data.

12. Summary of Our Commitment

Man With Van Stroud Green is committed to handling personal data responsibly, securely, and in a way that respects your privacy. We collect only what we need, use it for clear and lawful purposes, retain it only for as long as necessary, share it only with trusted processors or where required by law, and respect your data protection rights. This policy applies to all customers in the area who use our services.