Privacy Policy – Man With Van Hornsey

This Privacy Policy explains how Man With Van Hornsey collects, uses, stores, shares, and protects personal data in connection with our moving, delivery, and related services. It applies to all Man With Van Hornsey customers in the area, including individuals, households, landlords, tenants, and businesses that use our services. We are committed to handling personal data in a lawful, fair, transparent, and secure manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Hornsey provides man and van transport services, removals, loading and unloading assistance, and related logistics support. In the course of providing these services, we may process personal data about customers, prospective customers, recipients, suppliers, and other individuals connected with a booking or enquiry. This policy describes the types of data we collect, why we collect it, how long we keep it, and the rights individuals have over their personal information.

2. Personal Data We Collect

We only collect personal data that is relevant and necessary for the services we provide. Depending on how you interact with us, we may collect the following categories of information:

Identity data: your name, title, and any business or organisation name where relevant.
Contact data: address, email address, telephone number, and other communication details.
Booking and service data: moving date, pickup and delivery addresses, service requirements, access notes, inventory details, and special handling instructions.
Payment data: limited billing and transaction details necessary to process payments or issue invoices.
Correspondence data: records of emails, messages, call notes, complaints, and feedback.
Technical data: basic information collected through our digital systems, such as device information or usage data where required for security and service administration.
Proof and verification data: where necessary, documents or information used to confirm identity, address, or booking authority.

We do not intentionally collect special category data unless it is necessary and you choose to provide it. If you share information that may reveal health conditions, accessibility needs, or other sensitive details, we will only use it to meet your service requirements and will apply appropriate safeguards.

3. How We Use Personal Data

We use personal data only for specified and legitimate purposes. These include:

responding to enquiries and providing quotations;
managing bookings and delivering moving or transport services;
communicating with customers about schedules, access, and service updates;
processing payments, deposits, invoices, refunds, and accounting records;
handling customer support, complaints, and service improvement;
maintaining records for legal, tax, insurance, and contractual purposes;
protecting our business, staff, customers, and property from fraud or misuse;
meeting legal obligations and complying with regulatory requirements.

We do not use personal data for purposes that are incompatible with the reasons it was collected, unless we have a valid lawful basis to do so.

4. Lawful Basis for Processing

Under UK GDPR, we rely on one or more lawful bases to process personal data. These may include:

Contract: processing is necessary to take steps at your request before entering into a contract or to perform a contract with you, such as arranging and carrying out a move.
Legal obligation: processing is needed to comply with laws, including accounting, tax, insurance, and record-keeping obligations.
Legitimate interests: processing is necessary for our legitimate business interests, such as responding to enquiries, protecting against fraud, managing operations, improving services, and keeping appropriate records, provided your rights do not override those interests.
Consent: where required, we may rely on your consent, for example for certain marketing communications or optional data uses. You may withdraw consent at any time.

Where we process any special category data, we will do so only where a separate condition under UK GDPR applies, such as explicit consent or necessity for legal claims, employment rights, or substantial public interest in limited circumstances.

5. Sharing and Processors

We may share personal data with trusted third parties who help us operate our business and deliver services. These parties act as processors or, in some cases, independent controllers. We only share the information necessary for the relevant purpose and require appropriate safeguards.

Payment processors and banking services to handle transactions securely.
Accounting and invoicing providers to manage financial records and tax compliance.
IT and cloud service providers that host systems, storage, communications, or backup services.
Customer management tools used to organise bookings, enquiries, and service records.
Professional advisers such as legal, insurance, or tax advisers where necessary.
Public authorities, regulators, courts, or law enforcement where disclosure is required by law.

Where processors handle personal data on our behalf, they are contractually bound to process it only according to our instructions, keep it secure, and use it only for the agreed purpose. 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 for as long as required by law. Retention periods may vary depending on the type of information and the legal or operational need for keeping it.

Booking and service records: retained for a reasonable period after completion of the service to manage queries, claims, and business records.
Financial and tax records: retained for the periods required by applicable law.
Complaints and correspondence: retained for as long as needed to resolve the matter and defend legal claims if necessary.
Marketing preferences: kept until you unsubscribe, opt out, or request deletion where appropriate.

When data is no longer needed, we will securely delete, anonymise, or archive it in accordance with our retention practices and legal obligations.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, password protection, and limited access to personal information on a need-to-know basis. While no system can be guaranteed completely secure, we work to maintain a high standard of protection.

8. International Transfers

If personal data is transferred outside the United Kingdom, we will ensure that suitable safeguards are in place to protect it in line with UK GDPR. Such safeguards may include adequacy regulations, standard contractual clauses, or other approved transfer mechanisms.

9. Your Rights

Individuals whose personal data we process have important rights under data protection law. Subject to legal conditions and exemptions, you may have the right to:

access your personal data and receive a copy of it;
rectify inaccurate or incomplete information;
erase personal data in certain circumstances;
restrict processing in certain situations;
object to processing based on legitimate interests or direct marketing;
data portability for information processed by automated means under certain conditions;
withdraw consent where processing is based on consent;
lodge a complaint with the relevant data protection authority if you believe your rights have been infringed.

We may need to verify your identity before responding to a rights request. We will aim to respond within the time limits required by law.

10. Marketing Preferences

If we send marketing communications, we will do so only where permitted by law. You may opt out of marketing at any time. If you object to direct marketing, we will stop using your data for that purpose. Operational messages related to an active booking or service may still be sent where necessary.

11. Children’s Data

Our services are generally intended for adults arranging transport or removals. We do not knowingly collect personal data directly from children unless it is incidental to a booking and necessary for the service, such as where family household information is provided by an adult customer. If we become aware that we have collected data inappropriately, we will take appropriate steps to delete or protect it.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, technology, or our services. Any updated version will apply from the date it is issued. We encourage customers to review this policy periodically to stay informed about how personal data is handled.

13. Summary of Our Commitment

Man With Van Hornsey is committed to protecting privacy, using personal data responsibly, and being transparent about how information is handled. We process only the data needed to provide our services, retain it only as long as necessary, and respect the rights of all customers in the area. By applying careful safeguards, clear lawful bases, and controlled sharing with processors, we aim to ensure that personal data is treated with fairness, respect, and accountability.