Privacy Policy - Man With Van Tottenham

This Privacy Policy applies to all Man With Van Tottenham customers in the area. It explains how personal data is collected, used, stored, shared, and protected when you request, book, or receive our moving and transport services. We are committed to handling personal information in a lawful, fair, transparent, and secure manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Man With Van Tottenham is the data controller for the personal data described in this policy. This means we decide how and why your personal data is used when you interact with us in connection with our services. We only process data that is relevant and necessary to provide moving, collection, delivery, and related support services.

2. Personal Data We Collect

We may collect and process several types of personal data depending on how you use our services and what information you provide. This may include:

Identity information such as your name and title.
Contact details such as telephone number, email address, and service address.
Booking details including requested dates, move size, item descriptions, and service preferences.
Payment and billing information where needed to process invoices, quotations, and payments.
Service-related information such as access instructions, parking requirements, property details, and delivery notes.
Communication records including messages, calls, complaints, feedback, and claims.
Technical and usage data if you interact with our digital systems, such as IP address, device details, and session information.
Special category data only in exceptional circumstances where you voluntarily provide it and where it is necessary for a specific lawful purpose, for example access needs linked to health or mobility considerations.

We only collect special category data where strictly necessary and with appropriate safeguards. We do not seek more information than we need.

3. How We Collect Your Data

We collect personal data directly from you when you request a quote, make a booking, communicate with us, or provide instructions for a service. We may also receive data from third parties where this is required to fulfil your booking, support payment processing, manage subcontracted services, or handle a complaint. In some cases, we may collect data automatically through website or device interactions, subject to applicable law.

4. Why We Use Your Personal Data

We use personal data for the following purposes:

to provide quotations, confirm bookings, and deliver moving services;
to communicate with you about your service, timing, access, or changes;
to prepare invoices, process payments, and manage accounts;
to plan logistics, allocate staff, and ensure safe transport of items;
to respond to enquiries, complaints, refunds, or claims;
to maintain business records and comply with legal obligations;
to protect our business, customers, staff, and property from fraud or misuse;
to improve our services, operations, and customer experience.

We will only use your data for the reasons described in this policy or for compatible purposes permitted by law.

5. Lawful Basis for Processing

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

Contract

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

Legal Obligation

We may process certain data where required to comply with legal and regulatory obligations, such as tax records, accounting obligations, and lawful business recordkeeping.

Legitimate Interests

We may process data where it is necessary for our legitimate interests and where those interests are not overridden by your rights and freedoms. This may include managing operations, preventing fraud, improving services, and maintaining internal records.

Consent

Where required, we will ask for your consent before processing your data, particularly for optional communications or any special category data that is not otherwise justified by another lawful basis. You can withdraw consent at any time where processing is based on consent.

Vital Interests or Public Interest

In rare situations, we may process data to protect someone’s vital interests or where processing is necessary for reasons of substantial public interest as permitted by law.

6. Data Retention

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

Booking and service records are retained for the period needed to manage the service and resolve any follow-up matters.
Financial and tax records are retained for the period required by law.
Communication and complaint records may be retained to demonstrate how issues were handled and to support service improvement.
Technical data is kept only for as long as needed for security, analytics, or operational purposes.

When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you. Retention is based on necessity, not convenience.

7. Data Sharing and Processors

We do not sell your personal data. However, we may share it with trusted third parties where necessary to provide our services or to comply with the law. These third parties may act as data processors or independent controllers depending on the service they provide.

Processors We May Use

Payment providers to process transactions securely.
Accounting and bookkeeping processors to manage invoices, records, and financial reporting.
IT and cloud service providers to store data, host systems, and support security.
Communication platforms to manage emails, calls, messaging, or booking updates.
Operational subcontractors where required to perform a booked service under our instructions.
Professional advisers such as legal, tax, or insurance advisers where necessary.

Where we use processors, they are required to handle personal data only on our instructions, keep it secure, and comply with data protection law. If data is shared with an independent controller, that party will be responsible for its own lawful use of the information.

8. International Transfers

If any personal data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect it. These safeguards may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms recognised by law.

9. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures include access controls, secure storage, staff awareness, and procedures designed to reduce risk. While no system is completely risk-free, we aim to protect data to a standard that is appropriate to the nature of the information we hold.

10. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

Right of access to request a copy of the personal data we hold about you.
Right to rectification to correct inaccurate or incomplete information.
Right to erasure to request deletion of data in certain circumstances.
Right to restriction to limit how we use your data in certain cases.
Right to object to processing based on legitimate interests or direct marketing.
Right to data portability where processing is based on consent or contract and carried out by automated means.
Right to withdraw consent where we rely on your consent.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been infringed. We encourage you to raise concerns with us first so we can try to resolve the matter appropriately.

11. Children’s Data

Our services are intended for adults and business customers arranging transportation or removal services. We do not knowingly collect personal data from children unless it is necessary in a limited and lawful context connected to a booking or access arrangement. Where we become aware that information has been collected inappropriately, we will take steps to delete it or handle it in accordance with legal requirements.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our data practices. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review the policy periodically so they remain informed about how their information is used.

13. Summary of Our Commitment

Man With Van Tottenham is committed to respecting your privacy, limiting data use to what is necessary, and protecting the information you share with us. We process personal data lawfully, retain it only as long as needed, use trusted processors where appropriate, and support your rights under the UK GDPR. This policy applies to all Man With Van Tottenham customers in area and is intended to provide clear, fair, and transparent information about our privacy practices.