Privacy Policy - Man With A Van Palmers Green

This Privacy Policy explains how Man With A Van Palmers Green collects, uses, stores, shares, and protects personal data. It applies to all Man With A Van Palmers Green customers in the Palmers Green area, including anyone who requests a quote, books a service, receives a service, or communicates with us in connection with a move, delivery, collection, or related transport service.

We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is written to help you understand what information we process, why we process it, how long we keep it, who may process it on our behalf, and what rights you have over your data.

1. Data We Collect

We collect only the information that is necessary to provide our services, manage our business, and meet our legal obligations. Depending on how you interact with us, the personal data we may collect includes:

Identity details: name, title, and any relevant business or organisation name.
Contact details: address, email address, and telephone number.
Service details: moving date, pickup and delivery locations, property access information, item lists, and special handling requirements.
Billing information: payment status, invoice details, and transaction records.
Communication records: messages, call notes, complaints, feedback, and service-related correspondence.
Technical information: limited information such as device or browser data may be collected if you communicate with us electronically, where applicable.
Special instructions: any access notes, storage requirements, or other details you choose to provide for the safe completion of a job.

We do not seek to collect special category data unless it is voluntarily provided and necessary for a specific service arrangement. If you choose to share such information, we will only process it where permitted by law and where it is needed to deliver the requested service or protect your interests.

2. How We Use Your Data

We use personal data for the following purposes:

to provide quotes and confirm bookings;
to plan and carry out removals, deliveries, and related transport services;
to communicate with you about your booking, schedule, access arrangements, or changes;
to issue invoices, process payments, and manage financial records;
to maintain service quality, resolve disputes, and handle complaints;
to meet legal, tax, accounting, and regulatory obligations;
to protect our business, staff, vehicles, and customers from fraud or misuse;
to improve our services and keep accurate internal records.

We only use your data where we have a valid reason to do so and where such use is consistent with the original purpose for which the data was collected.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each use of personal data. We rely on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing quotes, confirming bookings, completing removals, and managing payment and service delivery.

Legal Obligation

We process certain information to comply with legal requirements, including tax, accounting, insurance, and record-keeping obligations. This may involve retaining invoices or transaction records for a set period.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests do not override your rights and freedoms. Examples include preventing fraud, maintaining service records, improving operations, responding to enquiries, and protecting property and safety.

Consent

In limited situations, we may rely on your consent, particularly where processing is optional and not required for service delivery. If consent is used, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

4. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, and reporting requirements. Retention periods may vary depending on the type of data and the reason for processing.

Quotation and enquiry records: retained for a reasonable period to manage follow-up enquiries and business administration.
Booking and service records: retained for the duration of the service relationship and for a further period where needed for dispute handling or business records.
Invoice and payment records: retained in line with tax and accounting obligations.
Complaint and correspondence records: retained as long as necessary to resolve the issue and maintain evidence of handling.

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

5. Processors and Data Sharing

We may use trusted third-party processors to support our business operations. These processors only act on our instructions and must keep personal data secure and confidential. They may include:

payment service providers used to process transactions;
accounting or bookkeeping providers;
IT, email, cloud storage, or software providers;
administrative support services;
professional advisers such as insurers, auditors, or legal advisers where necessary.

We may also share data where required by law, for example with tax authorities, regulators, law enforcement, or courts. If a third party is involved in delivering a service, we will only share the minimum information necessary for that purpose.

We do not sell your personal data. Any sharing is limited to what is necessary, lawful, and proportionate.

6. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff awareness, and limited access to data on a need-to-know basis.

Although we work to protect your information, no system can be guaranteed to be completely secure. If a personal data incident occurs and we are legally required to do so, we will take appropriate steps in line with applicable law.

7. Your Rights

You have rights over your personal data under the UK GDPR. These rights may apply depending on the circumstances and any legal exemptions. Your rights 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 information.
Right to erasure: you can request deletion of your data where it is no longer needed or where another legal basis allows it.
Right to restriction: you can ask us to limit processing in certain situations.
Right to object: you can object to processing based on legitimate interests in certain cases.
Right to data portability: you can request your data in a structured, commonly used format where applicable.
Right to withdraw consent: where processing is based on consent, you may withdraw that consent at any time.

If you wish to exercise any of these rights, we will assess your request in line with data protection law and respond within the required timeframes. You may also have the right to complain to the relevant data protection authority if you believe your rights have not been respected.

8. Children’s Data

Our services are directed to adults and businesses arranging transport and moving services. We do not knowingly collect personal data from children except where it is incidentally included in service-related information provided by an adult customer, and only where necessary for the service.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any revised version will apply from the date it is made available. We encourage customers to review the policy periodically to remain informed about how personal data is handled.

10. Summary of Our Commitment

Man With A Van Palmers Green is committed to processing personal data responsibly, securely, and only for legitimate purposes. We aim to be transparent about what information we collect, why we collect it, and how long we keep it. We use lawful bases that are appropriate to each processing activity, work with carefully selected processors, and respect your rights under data protection law.

This policy applies to all Man With A Van Palmers Green customers in the Palmers Green area. By using our services or sharing your information with us, you acknowledge that your personal data will be handled in accordance with this Privacy Policy and applicable data protection legislation.