Privacy Policy - Man And Van Finsbury Park

This Privacy Policy explains how Man And Van Finsbury Park collects, uses, stores, shares, and protects personal data when providing moving, removal, packing, transport, and related services. It applies to all Man And Van Finsbury Park customers in the area, including individuals, households, landlords, tenants, and business customers who use our services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Data We Collect

We only collect personal data that is necessary for delivering our services, managing bookings, meeting legal obligations, and improving customer experience. The types of information we may collect include:

Identity details such as your name and title
Contact details such as telephone number, email address, and postal address
Service information such as move addresses, property access details, item lists, preferred dates, and special handling requirements
Payment-related information such as billing details and transaction records
Communication records such as emails, call notes, messages, complaints, and service requests
Operational data such as job notes, delivery instructions, and risk or access information needed to complete a move safely
Technical data where applicable, such as device or usage information collected through digital forms or online communication tools

We do not intentionally collect special category data unless it is required for a specific service and you have provided it voluntarily, or unless the law allows us to process it for a legitimate reason. If such information is ever shared with us, we will treat it with heightened care and only use it where necessary and lawful.

2. How We Use Your Data

We use personal data for the following purposes:

To provide quotations and assess service requirements
To confirm and manage bookings
To carry out removals, deliveries, loading, unloading, packing, and storage-related tasks
To communicate with you about your service
To issue invoices, process payments, and keep financial records
To respond to enquiries, complaints, and claims
To meet legal, tax, accounting, and insurance obligations
To maintain service quality, staff training, and operational records
To prevent fraud, misuse, or unlawful activity

We will never use your personal data in a way that is incompatible with the purposes explained in this policy.

3. Lawful Basis for Processing

Under data protection law, we must have a valid lawful basis to process your personal data. Depending on the circumstances, we rely on one or more of the following bases:

Performance of a Contract

We process personal data when it is necessary to provide a quote, arrange a booking, deliver moving services, or take steps at your request before entering into a contract. This includes using your contact details, service addresses, and booking information to complete the service you have requested.

Legal Obligation

We may process and retain certain data to comply with legal requirements, including tax law, accounting obligations, health and safety duties, and record-keeping requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided that your rights and interests do not override those interests. Examples include improving services, managing customer communication, preventing fraud, resolving disputes, and maintaining internal records.

Consent

In limited cases, we may rely on your consent, for example where you choose to receive certain types of marketing or voluntarily provide optional information. Where consent is used, you may withdraw it at any time.

4. Sharing Your Data and Processors

We may share personal data with trusted third parties only where necessary and only for lawful purposes. These parties may act as processors on our behalf or as independent controllers in their own right.

Payment service providers who help process transactions
Accounting and bookkeeping providers who assist with invoicing and financial records
IT and cloud service providers who store data, host systems, or support communications
Insurance providers where claims or incidents need to be assessed
Professional advisers such as legal or financial advisers when needed
Subcontractors or operational partners involved in delivering a service you have requested

All processors are required to handle personal data securely, use it only on our instructions, and comply with data protection laws. We do not sell your personal data.

5. International Transfers

If any of our processors store or access data outside the United Kingdom, we will ensure appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms designed to protect your information to the required standard.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, or as required by law. Retention periods may vary depending on the type of information and the reason it is held.

Booking and service records are typically retained for a reasonable period after completion of the job
Financial and tax records are retained for the period required by applicable accounting and tax laws
Complaint, claim, and dispute records may be retained longer where needed to establish or defend legal claims
Communication records are kept only as long as necessary to manage your enquiry and service history

When data is no longer required, we will delete, anonymise, or securely destroy it. Retention is always limited to what is necessary and proportionate.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, disclosure, or destruction. These measures may include restricted access controls, secure storage, password protection, staff confidentiality obligations, and review of service providers’ security standards.

Although we take appropriate steps to protect your data, no system can be guaranteed completely secure. We therefore encourage you to share information only when necessary and to notify us promptly if you believe your data may have been compromised in connection with our services.

8. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be limited in certain circumstances, but we will always assess each request carefully and respond in line with legal requirements.

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 – you can ask us to delete your data where there is a lawful basis to do so
Right to restrict processing – you can ask us to limit the way we use your data in certain circumstances
Right to data portability – you can request certain 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 processing is based on consent, you may withdraw it at any time

If you wish to exercise any of these rights, we may need to verify your identity before responding. We aim to deal with requests within the time limits required by law.

9. Complaints and Supervisory Authority

If you are unhappy with how we handle your personal data, you have the right to raise a complaint with the relevant data protection supervisory authority in the UK. We would also welcome the opportunity to address your concerns directly so that we can try to resolve the matter promptly and fairly.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any updated 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 personal data is handled.

Man And Van Finsbury Park is committed to respecting privacy and handling personal information responsibly. By using our services, you acknowledge that your data may be processed as described in this policy, subject always to your rights under applicable data protection law.