Privacy Policy - Man With Van Northharrow

Man With Van Northharrow is committed to protecting the privacy and personal data of all customers, prospective customers, and website or service users. This Privacy Policy explains how we collect, use, store, share, and protect personal information in connection with our removal, transportation, delivery, and related moving services. It applies to all Man With Van Northharrow customers in the area, including anyone who requests a quote, books a service, communicates with us, or otherwise interacts with us in relation to our services.

This policy is written to reflect the principles of the UK GDPR and the Data Protection Act 2018. It is intended to be clear, fair, and transparent so that you understand what happens to your personal data and the rights available to you.

1. Personal Data We Collect

We collect only the information we need to provide our services, manage our relationship with you, and meet legal and business obligations. Depending on the nature of your enquiry or booking, we may collect the following categories of data:

Identity details such as your name and title.
Contact details such as address, email address, and telephone number.
Booking and service information such as moving date, collection and delivery addresses, property access details, inventory notes, and service preferences.
Payment-related information such as billing details and payment confirmation records. We do not store full card details where a third-party payment provider is used.
Communication records including emails, call notes, messages, and any feedback or complaints you submit.
Technical data where relevant, such as basic device or usage information if you interact with our digital systems.
Special category data only where strictly necessary and with appropriate safeguards, and only if you voluntarily provide such information in connection with a service requirement.

We aim to collect data that is adequate, relevant, and limited to what is necessary for the intended purpose. We do not intentionally collect unnecessary personal information.

2. How We Use Personal Data

We use personal data to operate our business and provide moving services efficiently and safely. Typical uses include:

handling enquiries and providing quotes;
confirming and managing bookings;
planning, delivering, and improving our services;
communicating with you about your job, including scheduling and service updates;
processing payments, invoices, and account-related matters;
maintaining internal records and service history;
responding to complaints, claims, or disputes;
meeting legal, tax, insurance, and regulatory obligations;
protecting our business, staff, customers, and property;
preventing fraud or misuse of our services.

We may also use anonymised or aggregated data for reporting and service improvement. Once data is anonymised, it is no longer personal data under data protection law.

3. Lawful Basis for Processing

We process personal data only where we have a lawful basis under UK GDPR. Depending on the activity, the lawful basis may be one or more of the following:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes taking your booking, preparing for the move, delivering the service, issuing invoices, and communicating about the contract.

Legitimate Interests

We may process data where it is necessary for our legitimate interests and where your interests and fundamental rights do not override those interests. Examples include managing our business operations, maintaining records, handling customer service matters, and protecting against fraud or misuse.

Legal Obligation

We may process and retain certain data where required to comply with legal obligations, including accounting, tax, insurance, and record-keeping requirements.

Consent

In limited cases, we may rely on your consent, for example where specific optional communications or non-essential processing are involved. Where consent is used, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

Vital Interests

In rare cases, we may process information to protect someone’s vital interests, such as in an emergency involving health or safety.

4. Sharing Your Data and Processors

We may share personal data with trusted third parties who help us deliver our services or support our operations. These parties act as processors or, in some cases, independent controllers. We only share data where necessary and always aim to use appropriate safeguards.

Examples of processors and service providers may include:

Payment processors that handle secure payment transactions;
IT and cloud service providers that store or support our systems;
Accounting or invoicing providers that help manage financial records;
Customer communication tools used for booking confirmations or service updates;
Professional advisers such as insurers, legal advisers, or auditors where necessary;
Subcontractors or operational partners assisting with the delivery of moving services.

Where processors are used, they are required to process personal data only on our instructions, keep it secure, and comply with data protection law. We do not sell personal data.

We may also disclose information where required by law, court order, regulatory authority, or to protect our rights, customers, staff, or the public.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, insurance, or reporting obligations. Retention periods vary depending on the type of information and the purpose of processing.

Booking and service records are retained for a period appropriate to manage the service relationship, handle queries, and resolve disputes.
Financial and tax records are retained for the period required by applicable law.
Correspondence and complaint records may be kept for as long as needed to evidence communications or address claims.
Recruitment or non-customer enquiry data is kept only as long as necessary for the relevant purpose.

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you.

6. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, or alteration. These measures may include access controls, secure storage, staff confidentiality expectations, and careful selection of third-party service providers.

However, no system can be guaranteed to be completely secure. If we become aware of a data breach affecting your personal data, we will respond in line with our legal obligations.

7. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to conditions or legal limitations, but we will always consider and respond to your request appropriately.

Right of access — you may ask for a copy of the personal data we hold about you.
Right to rectification — you may ask us to correct inaccurate or incomplete data.
Right to erasure — you may ask us to delete your data in certain circumstances.
Right to restriction — you may ask us to limit how we use your data in certain situations.
Right to object — you may object to processing based on legitimate interests or direct marketing.
Right to data portability — you may request 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. If you believe your data protection rights have been infringed, you may complain to the relevant supervisory authority in the UK.

8. Children’s Data

Our services are intended for adults acting on their own behalf or on behalf of households, businesses, or organisations. We do not knowingly collect personal data from children except where it is incidental to service delivery and necessary for the move or related arrangements.

9. International Transfers

If any of our processors or service providers store or access data outside the UK, we will ensure that appropriate safeguards are in place to protect the information in accordance with applicable law.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically.

11. Summary of Our Commitment

Man With Van Northharrow will only process personal data where there is a lawful reason to do so, will keep it secure, will share it only when necessary, and will retain it only for as long as needed. We aim to handle all personal data fairly, transparently, and respectfully, and this policy applies to all customers in the Northharrow area who use or enquire about our services.