Privacy Policy
Man with Van Tottenham Privacy Policy
This Privacy Policy explains how Man with Van Tottenham collects, uses, discloses and protects personal data relating to customers and potential customers in the Tottenham area. It is intended to provide clear information in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all services provided by Man with Van Tottenham and to all individuals whose personal data we process in connection with our man and van services in the Tottenham area.
Data Controller
For the purposes of data protection law, Man with Van Tottenham is the controller of the personal data described in this Privacy Policy. This means that we decide how and why your personal data is used and are responsible for ensuring that it is handled lawfully, fairly and transparently.
Categories of Personal Data We Collect
We may collect and process the following categories of personal data about you when you enquire about or use our services:
Identification and contact details, such as your name, address, pick-up and delivery addresses, and any other location details relevant to the service.
Communication details, such as your preferred contact methods and the content of communications you send to us.
Booking and service details, such as requested dates and times, inventory lists or descriptions of items to be transported, access information for properties, special handling instructions and service history.
Billing and payment-related details, such as records of invoices issued, amounts paid, payment method used and transaction identifiers. We do not store full payment card details if you pay via a third-party payment processor.
Technical and usage information when you visit our website, such as the pages you visit, the device and browser you use, and basic diagnostic data collected through cookies or similar technologies where applicable and permitted by law.
Any additional information you choose to provide to us that is relevant to arranging or delivering our services, for example details about timing constraints, access codes or contact information for third parties involved in the move.
How We Collect Your Personal Data
We collect personal data directly from you when you contact us to request a quotation, make a booking, amend an existing booking or communicate with us in any way about our services. This may be through telephone calls, online enquiry forms, messages sent via our website or other communication channels.
We may also receive personal data about you from third parties if they arrange services on your behalf, such as an estate agent, landlord, employer or family member who provides your details so that we can carry out a move or delivery for you. Where appropriate, we will inform you that we have received your details from another source.
Purposes and Lawful Bases for Processing
We process your personal data only where we have a lawful basis under data protection law. The main purposes and lawful bases are as follows:
To provide quotations and respond to enquiries. We use your contact and service details to respond to your requests for information or estimates. The lawful basis is taking steps at your request prior to entering into a contract, and our legitimate interest in running and growing our business.
To perform a contract with you. When you book our services, we use your personal data to plan and deliver the move or transport service, communicate with you about timings and access, and manage the contract between us. The lawful basis is performance of a contract and taking steps at your request prior to entering into a contract.
To manage billing and payments. We use your personal data to issue invoices, record payments and handle any billing queries or disputes. The lawful basis is performance of a contract and compliance with our legal obligations relating to financial and tax records.
To communicate service updates and customer support. We may contact you about changes to bookings, service confirmations, follow-up queries and general customer service issues. The lawful basis is performance of a contract and our legitimate interest in providing effective customer support.
To manage our business and improve services. We may use information about how our services are used to analyse performance, improve efficiency, train staff and develop new offerings. The lawful basis is our legitimate interest in improving and developing our business, providing that such use does not override your rights and freedoms.
To comply with legal and regulatory obligations. We may process and retain certain personal data to meet our obligations under tax, accounting, health and safety, insurance and other applicable regulations. The lawful basis is compliance with legal obligations.
To protect our rights and prevent misuse. We may use your personal data to help prevent fraud, misuse of services, or to enforce or defend our legal rights. The lawful basis is our legitimate interest in protecting our business and complying with the law.
Data Retention
We retain your personal data only for as long as is necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting or reporting requirements.
Booking and service information is generally retained for a period that allows us to respond to queries, handle complaints and maintain accurate business records, typically up to six years after the end of the relevant financial year, in line with statutory limitation and tax rules.
Enquiry information from individuals who do not proceed to a booking may be kept for a shorter period, provided there are no outstanding issues that reasonably require us to retain the information.
Technical and usage data collected via our website may be retained for shorter periods where this is sufficient for analytics and security purposes.
When personal data is no longer required, we will delete it or anonymise it so that it can no longer be associated with you.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with trusted third parties who act as processors on our behalf. These may include:
IT and website hosting providers who support the operation of our website, communication systems and data storage.
Payment service providers who process payments made for our services.
Professional advisers, such as accountants or insurance providers, who require access to certain information for legitimate business or legal purposes.
These processors are only permitted to use your personal data under our instructions and must implement appropriate technical and organisational measures to protect it.
We may also share personal data with other third parties where required by law, for example with regulatory or law enforcement authorities, or where necessary to establish, exercise or defend legal claims.
International Transfers
Where we use service providers located outside the United Kingdom or the European Economic Area, or where data may be stored or accessed from other countries, we will ensure that appropriate safeguards are in place to protect your personal data to a standard that is essentially equivalent to UK data protection law. These safeguards may include the use of recognised contractual clauses or other approved transfer mechanisms.
Security of Your Personal Data
We take appropriate technical and organisational measures to protect the personal data we hold against unauthorised or unlawful processing, accidental loss, destruction or damage. Measures may include access controls, secure storage, staff training and regular review of our procedures. While we work to protect your personal data, no method of transmission or storage can be guaranteed completely secure, so you should take care when providing information to us.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. Subject to certain conditions and exemptions, these include:
The right of access, which allows you to request confirmation that we process your personal data and to receive a copy of that data, along with certain supplementary information.
The right to rectification, which allows you to ask us to correct inaccurate or incomplete personal data we hold about you.
The right to erasure, sometimes known as the right to be forgotten, which allows you to request deletion of your personal data where there is no good reason for us to continue processing it.
The right to restrict processing, which allows you to ask us to suspend the use of your personal data in certain circumstances.
The right to data portability, which allows you to receive your personal data in a structured, commonly used and machine-readable format and to transmit it to another controller, where the processing is based on consent or contract and carried out by automated means.
The right to object, which allows you to object to processing based on our legitimate interests, on grounds relating to your particular situation. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims.
The right to withdraw consent, where we rely on your consent as the lawful basis for processing. Withdrawing consent does not affect the lawfulness of processing carried out before withdrawal.
You also have the right to lodge a complaint with the relevant supervisory authority if you are concerned about how we handle your personal data. We encourage you to contact us first so that we can try to resolve your concerns directly.
Scope and Updates to This Policy
This Privacy Policy applies to all Man with Van Tottenham customers and prospective customers in the Tottenham area whose personal data we process in connection with our services. It does not create any contractual rights but is intended to provide transparent information about our data protection practices.
We may update this Privacy Policy from time to time to reflect changes in the law, our services or our internal processes. Any updated version will apply from the date it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.
