Privacy Policy - Man With Van Islington

Man With Van Islington is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, share, and protect information relating to our customers, prospective customers, and website or service users in the Islington area. It applies to all Man With Van Islington customers in the area, including anyone who requests a quote, books a service, receives a removal, delivery, or related moving service, or otherwise interacts with us in connection with our operations.

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable privacy laws. This policy is written to help you understand what happens to your information and what rights you have over it.

1. Personal Data We Collect

We may collect and process different types of personal data depending on how you engage with us. This may include:

Identity information such as your name, title, and any business or organisation name you provide.
Contact details such as address, email address, telephone number, and delivery or collection addresses.
Service information including booking details, move dates, item descriptions, access requirements, floor level, parking notes, and preferred service instructions.
Payment-related information such as billing details, partial payment records, or transaction references. We do not store full card details where payment is handled by a secure third-party provider.
Communication records including emails, messages, call notes, complaint details, and feedback.
Technical data such as IP address, browser type, device information, and basic usage data if you interact with our digital services.
Special instructions you choose to share, for example access needs or time-sensitive delivery preferences.

We generally do not seek to collect special category data unless it is provided voluntarily and is necessary to meet a specific request. If such information is supplied, we only use it where lawful and appropriate.

2. How We Use Your Data

We use personal data for the following purposes:

To provide quotes, confirm bookings, and carry out moving or transport services.
To communicate with you before, during, and after a service.
To manage payments, invoices, and accounting records.
To respond to enquiries, complaints, and requests for support.
To improve our services, planning, scheduling, and customer experience.
To meet legal, regulatory, tax, insurance, and record-keeping obligations.
To prevent fraud, misuse, or unlawful activity.

We only use your data in ways that are compatible with the reasons it was collected and where we have a valid lawful basis to do so.

3. Lawful Basis for Processing

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

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes providing quotes at your request, arranging a booking, and delivering the moving service you have ordered.

Legal Obligation

We may process information to comply with legal requirements, such as tax rules, accounting obligations, insurance obligations, and lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This can include service administration, customer support, fraud prevention, quality control, and improving our operations. We always consider the impact of this processing on your privacy.

Consent

In some cases, we rely on your consent, for example where it is needed for certain optional communications or where you voluntarily provide specific information. You can withdraw consent at any time where consent is the basis being relied upon.

4. How We Share Personal Data

We do not sell your personal data. However, we may share information with trusted third parties when necessary for business operations or legal compliance. These may include:

Payment processors who securely handle card or online payments.
Accounting and bookkeeping providers who help us manage financial records.
IT, hosting, and software providers who support our systems, scheduling, communication, or record management.
Subcontractors or service partners assisting with a booking where needed to complete the service.
Professional advisers such as insurers, legal advisers, and auditors.
Public authorities where disclosure is required by law or necessary to protect rights, safety, or property.

Where we use third-party processors, they are only allowed to process your data on our instructions and must keep it secure and confidential. We take reasonable steps to ensure appropriate contractual and technical safeguards are in place.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, tax, insurance, and operational requirements. Retention periods vary depending on the type of data and the nature of the relationship.

Booking and service records are usually retained for a period needed to manage the service and resolve potential queries or disputes.
Financial and invoice records are retained in line with statutory accounting and tax obligations.
Communication records are kept for as long as required to handle customer support, complaints, or follow-up matters.
Technical or website usage data is retained for a limited time unless a longer period is necessary for security or legal reasons.

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

6. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include restricted access, secure storage, staff awareness, and supplier controls. While no method of transmission or storage is completely risk-free, we work to maintain a level of security appropriate to the nature of the data processed.

7. International Transfers

If any of our processors or service providers store or process data outside the UK, we take steps to ensure that appropriate safeguards are used and that your personal data remains protected in line with applicable law.

8. Your Rights

Depending on the circumstances and the legal basis for processing, you may have the following rights:

Right of access to request a copy of your personal data.
Right to rectification to correct inaccurate or incomplete information.
Right to erasure to request deletion of your data in certain cases.
Right to restriction to limit how we use your data in certain situations.
Right to object to processing based on legitimate interests or direct marketing.
Right to data portability to receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent where processing is based on consent.

You also have the right to raise concerns about how we handle your personal data. If you believe your rights have not been respected, you may complain to the relevant data protection authority in the UK.

9. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect data from children unless it is necessary in the context of a service request and provided by an adult customer. Where we become aware that children’s data has been collected unnecessarily, we will take appropriate steps to delete it.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal duties, or data handling practices. Any updates will take effect when published, and we encourage you to review this policy periodically.

11. Summary of Our Commitment

Man With Van Islington handles personal data fairly, securely, and only for lawful purposes. We collect only the information needed to provide and improve our services, keep it only as long as required, and share it only with trusted processors or where legally required. We aim to ensure that all customers in the Islington area can rely on a transparent and respectful approach to privacy.

This Privacy Policy is designed to support compliance with applicable UK data protection requirements and to explain how we process personal data in a clear and accessible way.