Privacy Policy - Man With Van Finchley

This Privacy Policy explains how Man With Van Finchley collects, uses, shares, stores, and protects personal data when providing moving and van services. It applies to all Man With Van Finchley customers in the Finchley area, including anyone who requests a quote, books a service, communicates with us, or receives services from us in connection with removals, deliveries, transport, or related support.

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. This policy is written to help you understand what information we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have.

1. Who We Are

Man With Van Finchley provides moving, transport, collection, delivery, and related logistics services for homes and businesses in Finchley and nearby areas. For the purposes of data protection law, we act as the data controller for the personal data described in this policy. This means we decide how and why your personal data is used.

We take privacy seriously and only process personal data where there is a valid legal reason to do so. We also aim to keep data accurate, relevant, and limited to what is necessary for service delivery and business administration.

2. Data We Collect

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

Identity details such as your name and title.
Contact details such as address, email address, and telephone number.
Service information such as pickup and delivery addresses, moving dates, access notes, inventory details, and special handling instructions.
Billing and payment details such as payment records, invoice information, and transaction references.
Communication records such as emails, messages, call notes, and complaints.
Technical data such as device and browser information if you interact with us through digital channels.
Usage and administrative data such as booking history, quote requests, and service preferences.

In some cases, we may also process limited special category data if you choose to provide it and it is necessary for the service, for example where access needs or health-related mobility considerations affect moving arrangements. Where this occurs, we will only process such data when permitted by law and when strictly necessary.

3. How We Collect Your Data

We collect personal data in several ways:

Directly from you when you request a quote, make a booking, or contact us.
During the performance of our services, for example when we confirm move details or record instructions.
From third parties acting on your behalf, such as a family member, letting agent, landlord, or business representative.
From payment providers or accounting systems used to process transactions.
From publicly available sources where necessary to verify business or address details.

We only collect what is relevant to the service being provided and keep unnecessary data to a minimum.

4. Lawful Basis for Processing

We process personal data only when we have a lawful basis under UK GDPR. Depending on the situation, we rely on the following bases:

Contract – to provide quotes, manage bookings, carry out removals or delivery services, and fulfil our obligations to you.
Legitimate interests – to operate and improve our business, manage customer relationships, prevent fraud, maintain records, and respond to enquiries or complaints, provided these interests do not override your rights.
Legal obligation – to comply with tax, accounting, insurance, and other regulatory requirements.
Consent – where required, for example in certain marketing situations or when processing particular optional information.

Where we rely on consent, you may withdraw it at any time. This will not affect any processing that has already taken place before consent was withdrawn.

5. How We Use Your Personal Data

We use personal data for the following purposes:

To provide quotes and manage bookings.
To plan and deliver moving or transport services.
To communicate about changes, delays, or service details.
To issue invoices and process payments.
To maintain business and tax records.
To handle complaints, feedback, and claims.
To protect against fraud, misuse, or unlawful activity.
To improve the quality, efficiency, and safety of our services.

We do not use personal data in a way that is incompatible with the purposes for which it was collected. If we need to use data for a new purpose, we will ensure there is a lawful basis and provide additional information where required.

6. Data Sharing and Processors

We may share personal data with trusted third parties who act as processors on our behalf. These organisations only process data according to our instructions and are required to protect it appropriately.

Examples of processors may include:

Payment processors used to handle card or electronic payments.
Accounting and invoicing providers used for bookkeeping and financial administration.
IT and cloud storage providers used to store documents, emails, and operational records.
Communication service providers used for email, phone, or messaging support.
Scheduling or booking tools used to manage service appointments.

We may also disclose data where required by law, for example to HMRC, courts, insurers, or law enforcement authorities. If a business transaction occurs, such as a restructuring or transfer, personal data may be shared with relevant parties under appropriate safeguards.

We do not sell personal data.

7. International Transfers

If any of our processors store or access data outside the UK, we will ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent protective measures required by law. We only transfer data where it is lawful and necessary for business operations.

8. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, insurance, and reporting requirements. Retention periods may vary depending on the nature of the record.

Quote and enquiry records are typically kept for a reasonable period to support customer service and business administration.
Booking and service records may be retained longer to manage disputes, claims, or repeat services.
Financial and tax records are kept for the period required by law.
Complaint or claim records may be retained until the matter is fully resolved and for an additional period where necessary.

When data is no longer needed, we will securely delete, anonymise, or archive it in accordance with our retention practices.

9. Data Security

We use reasonable technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include restricted access, password protection, secure storage, and staff awareness practices.

Important: no method of transmission or storage is entirely risk-free, but we work to protect your information to a standard appropriate to the nature of the data we handle.

10. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These include:

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 request limited use of 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 can request transfer of certain data where applicable.
Right to withdraw consent – where processing is based on consent, you can withdraw it at any time.

To exercise your rights, please make a clear request through the appropriate communication channel used for service administration. We may need to verify your identity before responding. We will respond within the time limits required by law unless an extension is permitted.

Complaints

If you believe your data has not been handled correctly, you have the right to raise a complaint with the UK supervisory authority, the Information Commissioner’s Office (ICO). We encourage you to contact us first so we can try to resolve your concern promptly and fairly.

11. Children’s Data

Our services are intended for adults arranging moving and transport services. We do not knowingly collect personal data from children unless it is incidentally included in a booking or service context and is necessary for the arrangement. If we become aware that we have collected unnecessary data relating to a child, we will take steps to delete it where appropriate.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, service delivery, or data handling practices. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers in Finchley and the surrounding area to review this policy periodically so they remain informed about how their data is used.

By using Man With Van Finchley services, requesting a quote, or communicating with us, you acknowledge that you have read and understood this Privacy Policy.