Privacy Policy
Man with Van Hornsey Privacy Policy
This Privacy Policy explains how Man with Van Hornsey collects, uses, stores and protects personal data relating to customers and potential customers. It is intended to comply with the UK General Data Protection Regulation and relevant data protection laws. This Privacy Policy applies to all Man with Van Hornsey customers and prospective customers in the Hornsey area, including individuals and business clients who use or enquire about our services.
Who we are and scope of this policy
Man with Van Hornsey provides moving, transport and related services to customers in the Hornsey area. In providing these services, we act as a data controller for the personal data that you give to us or that we collect about you. This means we determine the purposes and means of processing that personal data.
This Privacy Policy covers personal data collected through our bookings, quotations, telephone enquiries, online enquiries, in-person conversations and any other communication or interaction you have with us as a customer or potential customer.
Types of personal data we collect
We may collect and process the following categories of personal data when you interact with Man with Van Hornsey:
Identification and contact details such as your name, address, collection and delivery addresses, email address, and other contact details you choose to provide
Service and booking information such as dates and times of your move or transport service, details of properties we are collecting from and delivering to, access information, parking information and special instructions
Communication records such as notes from calls, messages and other correspondence relating to quotes, bookings, complaints and feedback
Payment and billing information such as amounts charged, payment method used and billing address. We do not store full payment card numbers or security codes where payments are processed through external payment providers
Technical and usage information where applicable, such as basic details about how you interact with our online forms or digital communications if those are used
How we collect your personal data
We collect personal data directly from you when you request a quote, make a booking, contact us by phone or online, provide details in person or otherwise communicate with us about our services.
We may also collect personal data from third parties where this is necessary for providing our services to you. For example, we may receive contact or access details from a landlord, estate agent, employer or another person arranging a move on your behalf. In these cases, we rely on those third parties to have your permission to share your information with us.
Lawful bases for processing your data
We will only process your personal data where we have a lawful basis to do so. Depending on the context, we rely on the following legal bases:
Performance of a contract: We need to process your personal data to provide our services, including giving you a quote, confirming a booking, carrying out the move or transport service and handling payments and associated communications.
Legitimate interests: We may process your personal data where it is necessary for our legitimate business interests and where these interests are not overridden by your data protection rights. This includes managing and improving our services, handling customer enquiries, maintaining business records, preventing fraud and protecting our property and rights.
Legal obligations: We may process and retain certain personal data to comply with legal requirements, such as tax, accounting and regulatory obligations.
Consent: In limited circumstances, we may rely on your consent, for example for certain types of direct marketing. Where we rely on consent, you have the right to withdraw it at any time.
How we use your personal data
We use your personal data for the following purposes:
To provide and manage our services, including giving quotes, confirming bookings, planning routes, completing moves and delivering items as requested
To communicate with you about your enquiries, bookings, changes to scheduled services and after-service follow up
To manage payments, issue invoices, handle refunds and address payment related queries
To respond to complaints, disputes or claims and to provide customer support
To maintain business and financial records, perform internal administration and carry out auditing and reporting
To improve our services, understand customer needs and develop our operations within the Hornsey area
To protect our rights, property and safety and to assist with fraud prevention or misuse of our services
Data retention and storage
We will keep your personal data only for as long as necessary for the purposes for which it was collected, or as required by law.
In general, we will retain:
Basic customer and booking records for a period that allows us to manage ongoing services, respond to queries after completion of work and meet tax and accounting obligations
Financial and invoicing records for the minimum period required under applicable tax and company laws
Complaint and dispute records for as long as necessary to resolve the issue and to protect our legal rights
When personal data is no longer needed, we will either securely delete it or anonymise it so that it can no longer be linked to an identifiable individual.
Data processors and third party recipients
We may share your personal data with selected third parties that act as data processors on our behalf. These organisations process your data only according to our instructions and for the purposes set out in this Privacy Policy.
Types of processors and third parties we may use include:
Payment service providers that process payments and manage card transactions
Providers of booking, scheduling, accounting or administration software that we use to manage our business operations
Professional service providers such as accountants, auditors or legal advisers where this is necessary for our business and compliance obligations
IT and communications providers that support our systems, data storage and communication tools
Where required, we may also share personal data with regulatory, tax or law enforcement authorities, or with other parties where we are legally obliged to do so, or where this is necessary to establish, exercise or defend legal claims.
We require all processors and third parties that handle personal data on our behalf to keep it secure and to treat it in accordance with applicable data protection laws.
International data transfers
Our intention is to store and process personal data within the United Kingdom or the European Economic Area wherever possible. If we or our service providers transfer personal data outside these regions, we will ensure that appropriate safeguards are in place to protect your information in accordance with data protection law, such as standard contractual clauses or equivalent protective measures.
Security of your personal data
We take reasonable and appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include restricting access to personal data to staff and service providers who need it for the purposes described in this Privacy Policy and who are bound by confidentiality obligations.
Your data protection rights
Under data protection law, you have certain rights in relation to your personal data held by Man with Van Hornsey. These rights include:
The right of access: You can request confirmation of whether we process your personal data and obtain a copy of that data, together with information about how we use it.
The right to rectification: You can ask us to correct inaccurate or incomplete personal data we hold about you.
The right to erasure: In certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected or where you withdraw consent and there is no other lawful basis for processing.
The right to restrict processing: You can ask us to limit the way we use your personal data in specific situations, such as while we are considering an objection or a request to correct data.
The right to object: You can object to our processing of your personal data where we rely on legitimate interests as our lawful basis, including for certain forms of direct marketing.
The right to data portability: In some cases, you can request that we provide your personal data in a structured, commonly used and machine readable format, or that we transmit it directly to another controller where this is technically feasible.
The right to withdraw consent: Where we rely on your consent to process personal data, you can withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before you withdraw your consent.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe your data protection rights have been infringed.
Children's data
Our services are not directed at children and we do not knowingly collect personal data from children. If you believe that a child has provided us with personal data without appropriate permission, you should contact us so that we can review and, where appropriate, delete the information.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, services or legal obligations. When we make significant changes, we will take reasonable steps to inform you, for example by updating the date at the top of this Privacy Policy or by providing a notice through our usual communication channels. We recommend that you review this Privacy Policy periodically to stay informed about how we handle your personal data.
