Privacy Policy - Man With A Van Finsburypark

This Privacy Policy explains how Man With A Van Finsburypark collects, uses, stores, shares, and protects personal data in connection with our moving, transport, delivery, and related services. It applies to all Man With A Van Finsburypark customers in the area, including individual customers, household clients, landlords, tenants, and business customers who use our services. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK GDPR and the Data Protection Act 2018.

1. Who we are

Man With A Van Finsburypark provides man and van transport services, removals, collections, deliveries, and related logistical support. In order to deliver these services effectively, we may need to collect and process personal data about customers, recipients, site contacts, and other relevant individuals. This policy describes how such data is handled.

2. Personal data we collect

We collect only the personal data needed to manage enquiries, bookings, service delivery, administration, and legal obligations. Depending on the service requested, this may include:

Identity details such as your name and, where necessary, the name of a contact person.
Contact details such as telephone number and email address.
Address and location information such as pickup and delivery addresses, property access details, floor numbers, parking notes, and instructions needed for the job.
Booking and transaction information such as dates, times, service type, service notes, payment status, invoices, and service history.
Communication records including messages, call notes, complaint details, and correspondence relating to bookings or service issues.
Operational information such as inventory lists, item descriptions, access requirements, and special handling instructions.
Technical data such as basic website or device information if you interact with our online systems, where applicable.

We do not intentionally collect special category data unless it is strictly necessary and you choose to provide it. If such data is provided accidentally, we will handle it with appropriate care and only for the limited purpose for which it was disclosed.

3. How we use personal data

We use personal data to manage and deliver our services, including:

responding to enquiries and providing quotes;
confirming bookings and scheduling jobs;
delivering moving, collection, or transport services;
communicating job updates, access requirements, or changes to arrangements;
issuing invoices, handling payments, and maintaining records;
dealing with complaints, disputes, and service follow-up;
meeting legal, tax, accounting, and insurance obligations;
protecting our business, staff, customers, and property from fraud or misuse;
improving our services and keeping accurate operational records.

4. Lawful basis for processing

We only process personal data when we have a valid lawful basis under the GDPR. 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, planning the service, completing the move, and managing payment-related administration.

Legal obligation

We may process data to comply with legal duties, including tax records, accounting requirements, insurance obligations, and responses to lawful requests from public authorities.

Legitimate interests

We may process data for our legitimate business interests where those interests are not overridden by your rights and freedoms. This may include managing customer relationships, preventing fraud, improving service quality, maintaining internal records, and protecting our operations.

Consent

In limited cases, we may rely on your consent, for example where you have specifically agreed to optional communications or certain types of data use. Where consent is used, you may withdraw it at any time.

5. Sharing personal data and processors

We may share personal data with trusted third parties who support the delivery and administration of our services. These parties act as processors or, in some cases, independent controllers. We only share data where necessary and appropriate safeguards are in place.

Payment providers to process transactions and reduce payment risk.
Accounting and bookkeeping providers to maintain financial records and comply with tax obligations.
IT and cloud service providers to store, secure, or manage business systems and records.
Communication service providers to help us send messages, confirmations, or service updates.
Insurance providers where information is needed to manage claims or cover arrangements.
Professional advisers such as legal, tax, or compliance advisers when required.

We require processors to handle data securely, act only on our instructions where applicable, and implement appropriate technical and organisational measures. We do not sell personal data.

6. Data retention

We keep personal data only for as long as necessary for the purpose for which it was collected, or as required by law. Retention periods may vary depending on the type of information and our legal duties.

Booking and service records are normally retained for a reasonable period after completion to manage queries, disputes, and service history.
Financial and tax records are retained for the periods required by applicable law.
Communication records may be kept for a period needed to resolve complaints or support legitimate business administration.
General customer information is deleted or anonymised when no longer needed for the purposes set out in this policy.

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

7. Data security

We take appropriate steps to protect personal data against unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include restricted access, secure storage, staff awareness measures, and access controls for digital records. While no system is completely risk-free, we aim to use safeguards that are proportionate to the nature of the data we hold.

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 lawful basis used for processing.

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 information.
Right to erasure - in some cases, you can ask us to delete your data.
Right to restriction - you can ask us to limit the way we use your data in certain situations.
Right to data portability - where applicable, you can request a copy of data 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 - where we rely on consent, you can withdraw it at any time.

If you exercise any of these rights, we may need to verify your identity before responding. Some rights may be limited where we have a legal obligation or another lawful basis to keep processing the information.

9. International transfers

If any processor or service provider stores data outside the United Kingdom, we will ensure appropriate safeguards are in place in accordance with applicable data protection law. These safeguards may include adequacy decisions, standard contractual terms, or equivalent protections.

10. Children’s data

Our services are generally intended for adults. We do not knowingly collect personal data from children unless it is necessary in connection with a booking or service arrangement and provided by an authorised adult. If we become aware that we have collected data inappropriately, we will take reasonable steps to delete it.

11. Changes to this policy

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

12. Summary of your privacy protections

In summary, Man With A Van Finsburypark collects only the personal data needed to provide services safely and effectively, uses it on a lawful basis, shares it only with necessary processors and trusted partners, retains it for appropriate periods, and respects your rights under GDPR. Our approach is designed to keep customer information secure, limited, and used only for legitimate business and legal purposes.

By using our services, you acknowledge that this Privacy Policy applies to all Man With A Van Finsburypark customers in the area.