Privacy Policy

Man With a Van Highbury Privacy Policy

This Privacy Policy explains how Man With a Van Highbury collects, uses, stores and protects your personal data when you use our services. It applies to all customers and prospective customers of Man With a Van Highbury in our service area, including anyone who contacts us to request a quote, make a booking, or otherwise engage with our services.

Who We Are

Man With a Van Highbury is a removals and transport service provider operating in the Highbury area and surrounding locations. For the purposes of the UK General Data Protection Regulation and the EU General Data Protection Regulation, Man With a Van Highbury is the data controller for the personal data described in this policy.

Personal Data We Collect

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

Identification and contact details, such as your name, address, and preferred contact method. Service and booking details, such as collection and delivery addresses, access information, property type, inventory details, dates and times of moves, and any special requirements you tell us about. Communication records, including the content of messages you send to us and our responses, as well as notes from phone conversations where relevant to your booking. Payment and transaction information, such as records of services purchased, amounts charged, payment method used, and payment status. We do not store full card details. Technical and usage information, such as information about how you use our website or how you found our services, to the extent that this is collected through cookies or similar technologies where you have consented to their use.

How We Collect Your Data

We collect your personal data in several ways:

Directly from you when you contact us by phone, via online forms, or in writing to request a quote or make a booking. During the provision of services, when we record details necessary to complete your move or transport job. Indirectly, through technology such as cookies or analytics tools used on our website, where applicable and where you have given consent where required.

Lawful Bases for Processing

We only process your personal data where we have a lawful basis under the GDPR. Depending on the situation, this will be:

Contract. We process your data where it is necessary to enter into or perform a contract with you, for example to provide a quote, confirm a booking, carry out a move, or manage payments. Legal obligation. We may process your data where we are required to comply with legal or regulatory obligations, such as record keeping and tax requirements. Legitimate interests. We may process your data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This may include managing our business operations, improving our services, and responding to enquiries or complaints. Consent. In some cases, for example certain types of marketing communications or the use of non-essential cookies, we may rely on your consent. Where consent is used, you can withdraw it at any time.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide quotes and manage your bookings, including assessing your requirements and confirming service details. To deliver our services, including planning routes, allocating staff and vehicles, and completing your move or transport job as requested. To communicate with you, including responding to enquiries, sending booking confirmations and updates, and handling any queries before, during or after the service. To manage billing and payments, including issuing invoices, processing payments, and dealing with any payment-related queries. To manage our business operations, including accounting, auditing, reporting and service improvement. To comply with legal and regulatory obligations, including record keeping and responding to lawful requests from public authorities. To send you information about our services or related offerings where you have consented to receive such communications or where we are otherwise permitted under data protection law.

Data Retention

We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected and to meet legal, accounting, or reporting requirements.

In general, we retain booking and transaction records for a period that aligns with applicable legal limitation periods and tax obligations. Communications related to bookings and enquiries may be retained for a similar period to enable us to resolve disputes or queries. Where we process your data based on consent, we will generally retain it until you withdraw your consent or until it is no longer needed for the purpose for which it was collected. When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer be linked to you.

Data Processors and Sharing Your Data

We may share your personal data with trusted third parties who act as data processors on our behalf. These processors are only permitted to process your data in accordance with our instructions and are required to keep your data secure.

Examples of processors include payment processing providers that handle card or online payments, information technology and hosting providers that support our website and business systems, and providers of business tools used for scheduling, communications, or document storage. We may also share data with professional advisers such as accountants or legal advisers where necessary for legitimate business or legal purposes. Where required by law, we may share your information with public authorities or law enforcement bodies.

We do not sell your personal data. We will not share your data with third parties for their own marketing purposes without your explicit consent.

International Data Transfers

Where any of our service providers or systems are located outside the United Kingdom or the European Economic Area, we take steps to ensure that your personal data is afforded an equivalent level of protection. This may include using countries that have been recognised as providing an adequate level of data protection, or putting in place appropriate safeguards such as standard contractual clauses approved by relevant authorities.

Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration, or disclosure. These measures may include physical security for any paper records, access controls and authentication for digital systems, encryption or pseudonymisation where appropriate, and procedures for data backup and recovery. While we take reasonable steps to protect your data, no system can be guaranteed as completely secure, and you should take care when sharing information with us, especially over open networks.

Your Data Protection Rights

Under the GDPR, you have various rights in relation to your personal data. These rights apply to all Man With a Van Highbury customers in our service area, subject to certain limitations and exemptions under the law.

Right of access. You have the right to request confirmation of whether we process your personal data and to receive a copy of the data we hold about you. Right to rectification. You can ask us to correct or complete any inaccurate or incomplete personal data we hold about you. Right to erasure. In certain circumstances, you may 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 legal basis for processing. Right to restriction. You may ask us to restrict the processing of your data in certain situations, such as while we are verifying its accuracy or considering an objection to processing. Right to object. You have the right to object to processing that is based on our legitimate interests, including profiling based on those interests. You also have an absolute right to object to direct marketing. Right to data portability. Where processing is based on consent or contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used and machine-readable format and to have it transmitted to another controller.

To exercise any of these rights, you can contact us using the contact details provided in our general service information. We may need to verify your identity before responding to your request. We aim to respond without undue delay and within the time limits set by law.

Complaints

If you have concerns about how we handle your personal data, you are encouraged to contact us first so we can try to resolve the issue. You also have the right to lodge a complaint with the relevant supervisory authority for data protection in your country of residence or where the alleged infringement took place.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. Any updates will apply from the date they are published. We encourage you to review this policy periodically to stay informed about how we protect your personal data.