Privacy Policy - Man With A Van Highbury

This Privacy Policy explains how Man With A Van Highbury collects, uses, stores, shares, and protects personal data when providing removal, transport, delivery, and related services. It applies to all Man With A Van Highbury customers in area, including anyone who requests a quote, books a service, communicates with us, or uses our services in connection with a move or delivery.

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. We only collect information that is necessary for legitimate business and service purposes, and we take reasonable steps to ensure that personal data is accurate, secure, and retained only for as long as required.

1. Information We Collect

We may collect and process personal data directly from customers, prospective customers, and other individuals involved in a booking. The information collected depends on the nature of the service requested and the way you interact with us.

Personal data may include:

Identity information such as your name
Contact information such as phone number and email address
Address details including collection and delivery addresses
Booking information such as moving date, service type, item descriptions, and access requirements
Payment information needed to process invoices, payments, or refunds
Communication records including messages, emails, notes, and call details related to your enquiry or booking
Property and access information such as parking details, floor levels, lift availability, or special handling needs
Identification details where necessary for fraud prevention, compliance, or contractual purposes

We may also collect limited technical information if you contact us electronically, such as device type, approximate location, or browsing activity where relevant to security and service delivery. We do not intentionally collect more data than is necessary for the purposes set out in this policy.

2. How We Use Personal Data

We use personal data to manage enquiries, provide services, and meet legal and contractual obligations. In particular, we may use your data to:

respond to quote requests and service enquiries
arrange and deliver moving or transport services
confirm booking details and schedule jobs
communicate important service updates
prepare invoices, process payments, and issue receipts
resolve complaints, claims, or disputes
maintain business records and service history
protect against fraud, misuse, or unlawful activity
comply with legal, regulatory, accounting, and tax obligations

We may also use data to improve our operations, such as reviewing service performance, training staff, and ensuring the safety and efficiency of our work. Where possible, we rely on the minimum amount of personal data needed to complete each purpose.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing personal data. We may rely on one or more of the following bases depending on the situation:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes taking steps before a booking, providing the service you requested, and handling payment and billing matters.

Legal Obligation

We may process personal data when required to comply with laws, including tax, accounting, insurance, health and safety, and record-keeping obligations.

Legitimate Interests

We may process data where it is reasonably necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include managing customer relationships, protecting our business, preventing fraud, improving services, and maintaining secure operations.

Consent

In limited cases, we may rely on your consent, for example where it is specifically required for a particular type of communication or optional use of your information. Where consent is used, you have the right to withdraw it at any time.

We do not use personal data for purposes that are incompatible with the original reason it was collected unless we have a lawful basis to do so and have informed you appropriately.

4. Sharing Data and Processors

We may share personal data with trusted third parties where necessary to operate our business, provide services, or comply with legal requirements. These third parties may act as processors or independent controllers depending on the service they provide.

Examples of processors or service providers may include:

Payment service providers who process card or electronic payments
Accounting and bookkeeping providers who assist with financial records and tax compliance
IT and cloud storage providers who securely host or manage data systems
Communication tools used for email, messaging, or customer administration
Insurance providers where a claim, incident, or risk assessment requires data sharing
Professional advisers such as legal or financial advisers where needed for compliance or dispute resolution

We require processors to act only on our instructions, to use appropriate security measures, and to keep personal data confidential. We do not sell personal data. If data is shared with another independent controller, this is done only when necessary and in line with applicable data protection law.

5. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including any legal, accounting, or reporting requirements. Retention periods vary depending on the type of data and the nature of the service provided.

As a general approach:

booking and service records are retained for a reasonable period after completion
financial and invoicing data is retained for the period required by law and accounting rules
communication records are kept long enough to respond to queries, disputes, or claims
data that is no longer required is securely deleted or anonymised

Where it is not practical to identify a precise retention period in advance, we assess retention based on necessity, legal obligations, and the risk associated with holding the data. We regularly review records to ensure they are not kept longer than needed.

6. Security of Personal Data

We implement appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, confidentiality obligations, and restricted data handling practices.

While no system can be completely secure, we work to reduce risks and review our safeguards periodically. Where a data breach is likely to result in a risk to your rights and freedoms, we will respond in line with legal requirements.

7. Your Rights

Under data protection law, you have several rights in relation to your personal data. These rights may apply depending on the circumstances and any exemptions under law.

You may have the right to:

access the personal data we hold about you
rectification of inaccurate or incomplete data
erasure of your data in certain situations
restriction of processing in certain circumstances
object to processing based on legitimate interests or direct marketing
data portability for information provided by you in a structured format, where applicable
withdraw consent where processing is based on consent

If you exercise any of these rights, we may need to verify your identity before responding. We will respond within the time limits required by law and will explain any reasons if we are unable to fully comply with a request.

You also have the right to complain to the relevant data protection authority if you believe your personal data has been handled improperly. We encourage you to raise concerns with us first so we can try to resolve the issue promptly and fairly.

8. Children’s Data

Our services are intended for adults arranging removal and transport services. We do not knowingly collect personal data from children unless it is necessary and lawful in connection with a booking or household arrangement. If we become aware that we have collected data from a child without appropriate justification, we will take steps to delete it or handle it in line with legal requirements.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, operational practices, or service arrangements. 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 your data is handled.

Man With A Van Highbury is committed to protecting your privacy and respecting your rights. By using our services, requesting a quote, or making a booking, you acknowledge that your personal data may be processed as described in this policy, subject always to applicable data protection law.