Privacy Policy - Man With Van Tottenham Green

This Privacy Policy explains how Man With Van Tottenham Green collects, uses, stores, shares, and protects personal data in connection with our moving and transport services. It applies to all Man With Van Tottenham Green customers in the area, including individuals and businesses that enquire about, book, or receive our services. We are committed to handling personal information in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Tottenham Green provides removal, delivery, and related transport services. In the course of operating these services, we may act as a data controller when deciding how and why personal data is processed. This means we are responsible for ensuring that personal data is collected and used appropriately, only for legitimate purposes, and with suitable safeguards.

2. Personal Data We Collect

We only collect information that is necessary for providing our services, managing customer relationships, and meeting legal obligations. The types of data we may collect include:

Identity data: name, title, and any business name provided.
Contact data: address, email address, telephone number, and delivery or collection locations.
Service details: information about the items to be moved, access requirements, preferred dates, and instructions for the job.
Payment data: billing details, transaction records, and payment confirmations. We do not need to retain unnecessary card details where payment is processed securely by a third party.
Communications: messages, enquiries, complaints, quotes, and correspondence relating to our services.
Technical data: limited information such as IP address, device type, or browser data if you interact with our digital systems.

We do not intentionally collect special category data unless it is provided by you and is necessary for a specific service requirement or legal obligation. If such information is ever shared with us, it will be treated with extra care and only processed where the law allows.

3. 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 customers about service details, timing, and any changes;
to manage payments, invoices, and account records;
to respond to enquiries, complaints, or requests for support;
to maintain operational records and service quality;
to comply with legal, tax, accounting, and regulatory requirements;
to protect our business, staff, and customers from fraud or misuse;
to improve our services and internal processes.

We will not use personal data for purposes that are incompatible with the reasons it was collected unless we have a lawful basis to do so and, where required, have informed you accordingly.

4. Lawful Basis for Processing

Under data protection law, we must identify a lawful basis before processing personal data. Man With Van Tottenham Green relies on the following bases, depending on the activity:

Contract

We process data when it is necessary to enter into or perform a contract with you. This includes providing quotes at your request, making bookings, carrying out removals, and handling payments.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided that these interests are not overridden by your rights and freedoms. This may include managing customer records, preventing fraud, maintaining service quality, and improving operational efficiency. Where we rely on legitimate interests, we consider the impact on privacy and take steps to reduce any unnecessary intrusion.

Legal Obligation

We may be required to process and retain certain data to comply with legal duties, such as tax, accounting, insurance, or regulatory requirements.

Consent

In limited situations, we may rely on your consent, for example where you agree to receive optional marketing communications. If consent is used, you can withdraw it at any time without affecting the lawfulness of earlier processing.

5. Data Sharing and Processors

We may share personal data with trusted third parties where necessary to operate our business and deliver our services. These parties act either as data processors or independent controllers, depending on the circumstances.

Processors are service providers that process personal data on our behalf and under our instructions. They may include:

payment service providers that handle secure transactions;
IT, hosting, and software providers that support scheduling, communication, or recordkeeping;
accounting or bookkeeping providers who assist with financial records;
professional advisers such as lawyers, insurers, or auditors where needed;
subcontracted drivers or moving partners engaged to complete a booking.

We require processors to handle personal data securely, only for the agreed purpose, and in compliance with data protection law. We do not sell personal data.

In some situations, we may share data with law enforcement, courts, regulators, or other public bodies where required by law or where necessary to protect our rights, our staff, or the safety of others.

6. International Transfers

If any of our processors store or access data outside the UK, we will take appropriate steps to protect it. This may include using approved contractual safeguards or transferring data only to countries recognised as providing adequate protection. We remain committed to ensuring that any transfer is lawful and secure.

7. Data Retention

We keep personal data only for as long as is necessary for the purpose for which it was collected, including any legal, accounting, or reporting obligations. Retention periods may vary depending on the type of information and the reason for holding it.

Booking and service records: retained for a period necessary to administer the service and address any follow-up issues.
Financial and invoice records: kept for the period required by tax and accounting law.
Communication records: retained for a reasonable period to manage customer support and business continuity.
Marketing preferences: kept until you withdraw consent or object, where applicable.

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

8. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful vetting of processors. While no system can be guaranteed to be completely secure, we work to reduce risks and respond appropriately if an issue occurs.

9. Your Rights

As a data subject, you have a number of rights under the UK GDPR. Subject to legal limits and exceptions, these may include:

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 data.
Right to erasure: in certain circumstances, you can request deletion of your data.
Right to restriction: you can ask us to limit how we use your data in some cases.
Right to data portability: where applicable, you can request that data be provided in a structured, commonly used format.
Right to object: you can object to processing based on legitimate interests or direct marketing.
Right to withdraw consent: if we rely on consent, you may withdraw it at any time.

You also have the right to raise concerns with the relevant data protection authority if you believe your data has been handled unlawfully. We encourage you to contact us first so we can try to resolve any issue promptly and fairly.

10. Children’s Data

Our services are intended for adults arranging removals, deliveries, or transport services. We do not knowingly collect personal data from children except where it is incidentally included in service-related communications and only when necessary. If we become aware that 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 obligations, or operational needs. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically to stay informed about how their data is handled.

12. Summary of Our Commitment

Man With Van Tottenham Green values privacy and handles personal data responsibly. We collect only what we need, use it for clear and lawful purposes, retain it for limited periods, and work with trustworthy processors under proper safeguards. We also respect your rights and aim to make our data practices transparent, fair, and secure for every customer in the area.