Privacy Policy - Man With Van Finchley

This Privacy Policy explains how Man With Van Finchley collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Finchley customers in the Finchley area, including anyone who enquires about, books, or receives our moving, delivery, or related van services. We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, you acknowledge that your information may be processed as described in this Privacy Policy. We only collect data that is necessary for the purposes set out below and we take appropriate steps to safeguard it.

1. Data We Collect

We may collect and process the following categories of personal data:

• Identity information: your name and, where necessary, the name of a business or organisation.
• Contact information: your address, email address, and telephone number.
• Booking details: service dates, moving requirements, property access information, inventory notes, and any special instructions.
• Payment information: billing details, payment status, and limited transaction records. We do not store full card details where payments are handled by a secure third-party payment processor.
• Communication data: records of emails, messages, or notes from calls relating to enquiries, quotations, complaints, or service updates.
• Service and operational data: information needed to carry out the move safely and efficiently, such as floor level, parking restrictions, item dimensions, and logistics notes.
• Technical data: if you interact with our digital systems, we may collect basic device or browser information and usage data for security, troubleshooting, and service improvement.

We do not intentionally collect special category data unless it is strictly necessary and you have provided it, or we are required to process it for a lawful reason. We ask that you only share information that is relevant to your booking or enquiry.

2. How We Use Your Data

We use personal data for the following purposes:

• to respond to enquiries and provide quotations;
• to arrange, manage, and deliver moving or van services;
• to communicate about bookings, changes, delays, or service issues;
• to process payments and handle accounting matters;
• to keep records of services provided;
• to manage complaints, disputes, and claims;
• to protect our staff, customers, and property;
• to meet legal, regulatory, tax, and insurance obligations;
• to improve our operations, customer experience, and internal procedures.

We will only use your information where there is a valid lawful basis to do so, and we will not use it in ways that are incompatible with the original purpose unless permitted by law.

3. Lawful Basis for Processing

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

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes taking booking details, arranging services, carrying out the move, and managing payment or service fulfilment.

Legal Obligation

We may process and retain data where needed to comply with legal obligations, including accounting, tax, insurance, fraud prevention, or regulatory requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. Examples include improving our services, maintaining records, preventing misuse, and handling customer enquiries efficiently.

Consent

In limited situations, we may rely on your consent, for example where you voluntarily provide information for a purpose that is not covered by another lawful basis. Where consent is used, you may withdraw it at any time.

4. Sharing and Processors

We may share personal data with trusted third parties only where necessary and lawful. These third parties may act as processors on our behalf or may independently determine how to use information they receive.

Examples of processors or service providers may include:

• Payment processors who securely handle card or online transactions;
• IT and cloud service providers who store or support our business systems;
• Accounting and bookkeeping providers who help manage records and tax-related obligations;
• Communication tools used for email, messaging, or customer management;
• Insurance or claims-related service providers where data is needed to assess or process an incident;
• Professional advisers such as lawyers, insurers, or auditors where required.

Where a processor acts on our behalf, we require them to process data only according to our instructions, keep it secure, and comply with applicable data protection requirements. We do not sell your personal data.

In some cases, we may also disclose information where required by law, court order, or other legal process, or where disclosure is necessary to protect the rights, safety, or property of our business, our customers, or others.

5. International Transfers

If any of our service providers store or process data outside the UK, we will take appropriate safeguards to ensure your information remains protected. These safeguards may include approved contractual clauses or other lawful transfer mechanisms recognised by UK data protection law.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, tax, and insurance requirements.

Typical retention periods may include:

• Quotation and enquiry records: retained for a limited period to manage follow-up communications and business administration.
• Customer and booking records: retained for the duration of the service relationship and for a reasonable period afterwards.
• Accounting and tax records: retained in line with legal requirements.
• Claims, disputes, and incident records: retained for as long as necessary to resolve the matter and protect legal interests.

When personal data is no longer needed, we will delete it securely or anonymise it so that it can no longer identify you. Retention periods may vary depending on the nature of the information and any legal obligations that apply.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff awareness, and limiting access to information on a need-to-know basis.

While we take reasonable steps to protect your information, no system is completely secure. If a data security incident occurs, we will assess the situation and take action in line with our legal obligations.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply depending on the circumstances and the legal basis for processing.

• Right of access: you may request a copy of the personal data we hold about you.
• Right to rectification: you may ask us to correct inaccurate or incomplete information.
• Right to erasure: you may request deletion of your data in certain situations.
• Right to restriction: you may ask us to limit how we use your information in certain circumstances.
• Right to object: you may object to processing based on legitimate interests, including direct marketing where applicable.
• Right to data portability: you may ask for certain information to be provided in a structured, commonly used format where processing is based on consent or contract and carried out by automated means.
• Right to withdraw consent: where we rely on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond within the timescales required by law. In some cases, we may need to verify your identity before acting on your request. There may also be situations where we are legally allowed to refuse or limit a request.

9. Children’s Data

Our services are not intended to be used by children as direct customers. We do not knowingly collect personal data from children except where it is necessary in connection with a customer booking, for example where family or household information is relevant to the service. If we become aware that data has been collected inappropriately, we will take appropriate steps to delete or protect it.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, business practices, or service arrangements. Any updates will take effect when published or otherwise communicated to you. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

11. Summary of Our Commitment

We aim to handle personal data responsibly and transparently. Our approach is based on data minimisation, purpose limitation, and security. We only collect the information needed to provide our services, keep it only as long as necessary, and share it only with trusted processors or where required by law. We also respect your rights and will respond appropriately to requests concerning your personal data.

This Privacy Policy applies to all Man With Van Finchley customers in the Finchley area.