Privacy Policy - Man And Van Tottenhamhale

This Privacy Policy explains how Man And Van Tottenhamhale collects, uses, stores, shares, and protects personal data. It applies to all Man And Van Tottenhamhale customers in area, including anyone who requests a quote, books a service, communicates with us, or otherwise uses our moving and transport services. We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable privacy laws.

1. Who We Are

Man And Van Tottenhamhale provides removal, transport, and related moving services. In the context of this policy, we act as a data controller when we decide why and how personal data is processed. This means we determine the purposes and lawful basis for collecting and using your information. Where we use third-party service providers to process data on our behalf, they act as processors or, in some cases, independent controllers depending on their role.

2. Personal Data We Collect

We collect only the information necessary to provide our services, manage our business, and comply with legal obligations. The types of personal data we may collect include:

Identity data such as your name, title, and any business or organisation name you provide.
Contact data such as your phone number, email address, and service address.
Service data such as moving dates, property access details, inventory information, and service preferences.
Payment and transaction data such as payment confirmations, invoices, billing records, and related payment references.
Communication data such as messages, call notes, complaint records, and correspondence relating to your booking or query.
Technical data where relevant, such as basic device or browsing information if you interact with our digital services.
Usage and marketing preferences where you have expressed preferences about receiving updates or offers.

We do not intentionally collect special category data unless you choose to share it with us and it is necessary for a specific service request. If such information is provided, we handle it with extra care and only where we have a valid lawful basis.

3. How We Use Your Data

We process personal data for the following purposes:

to provide quotes and manage bookings;
to plan and deliver moving services;
to communicate with you before, during, and after the service;
to process payments and issue invoices;
to handle complaints, claims, and customer support;
to maintain internal records and service quality;
to meet legal, tax, accounting, and regulatory obligations;
to protect our business, staff, and customers from fraud or misuse;
to send service-related updates where necessary.

We will only use your data for purposes that are compatible with the reasons it was collected, unless we obtain your consent or have another lawful basis to do otherwise.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. Man And Van Tottenhamhale relies on the following lawful bases:

Contract

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

Legitimate Interests

We may process personal data where it is in our legitimate interests, provided your rights and freedoms do not override those interests. This may include improving our services, maintaining records, preventing fraud, responding to enquiries, and ensuring operational efficiency. We always consider the impact on your privacy before relying on this basis.

Legal Obligation

Some processing is necessary for compliance with legal duties, such as accounting requirements, tax rules, insurance obligations, and record-keeping obligations.

Consent

In limited cases, we rely on your consent, for example where you agree to receive non-essential marketing communications. You can withdraw consent at any time, and this will not affect the lawfulness of any processing carried out before withdrawal.

Vital Interests and Public Interest

These bases are unlikely to apply in ordinary customer service situations, but may be used if necessary to protect someone’s vital interests or where required for a public task permitted by law.

5. Who We Share Data With

We may share your personal data with trusted third parties where necessary to operate our business and deliver our services. These may include:

Processors who provide administration, bookkeeping, IT support, invoicing, storage, communication, or scheduling services;
payment service providers that handle secure payment transactions;
insurance providers or legal advisers when required to manage claims or disputes;
professional advisers such as accountants or auditors;
regulators, law enforcement, or public authorities where disclosure is required by law.

Where third parties process data on our behalf, they do so under written instructions and are required to keep your information secure, confidential, and used only for the agreed purpose. We do not sell your personal data.

6. Data Retention

We keep personal data only for as long as necessary for the purposes described in this policy, including legal, tax, accounting, and dispute-resolution requirements. Retention periods vary depending on the type of data and the reason it was collected.

Booking and service records are generally retained for a reasonable period after completion of the service.
Financial and invoicing records are retained for the period required by law.
Complaint and claims records may be retained until the matter is fully resolved and any related limitation period has expired.
Marketing preferences are retained until you withdraw consent or object to processing.

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

7. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and limiting access to those who need the information for their role. While we work hard to protect your data, no system is completely secure, and we cannot guarantee absolute security.

8. International Transfers

If personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place so the data remains protected. Such safeguards may include adequacy regulations, standard contractual clauses, or equivalent legal mechanisms. We will only transfer data where it is lawful and necessary for our operations.

9. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may not always apply in every situation, but we will assess each request carefully. Your rights include:

Right of access - to request a copy of the personal data we hold about you.
Right to rectification - to ask us to correct inaccurate or incomplete information.
Right to erasure - to request deletion of your data in certain circumstances.
Right to restriction - to ask us to limit how we use your data.
Right to data portability - to receive certain data in a structured, commonly used format.
Right to object - to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent - where we rely on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond within the time limits set by law. We may need to verify your identity before fulfilling your request. In some cases, we may be unable to comply fully if we are required to retain certain data for legal reasons.

10. Children’s Data

Our services are intended for adults arranging transport or moving services. We do not knowingly collect personal data from children. If we become aware that we have collected such information without appropriate authority, we will take steps to delete it promptly.

11. Complaints and Supervisory Authority

If you have concerns about how we handle your personal data, you may contact us using the details provided in your service documentation or request. You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed. We encourage you to contact us first so we can try to resolve any issue quickly and fairly.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any revised version will apply from the date it is published or otherwise communicated. We recommend reviewing this policy periodically to stay informed about how we protect your information.

Summary: This policy explains how Man And Van Tottenhamhale collects, uses, retains, shares, and protects customer data, including lawful bases and user rights for all customers in area.