Privacy Policy - Man And Van Tottenham

This Privacy Policy explains how Man And Van Tottenham collects, uses, stores, shares, and protects personal data in connection with its moving, transport, and related services. It applies to all Man And Van Tottenham customers in the area, including individuals and businesses who request quotes, make bookings, receive services, or otherwise interact with us. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man And Van Tottenham provides local moving and transport services. In delivering these services, we may need to collect and process certain information about customers, their recipients, and other relevant individuals. This policy describes the data processing activities that apply whenever we act as a data controller for personal data we collect and determine how it is used.

2. Personal Data We Collect

We only collect data that is necessary for the purposes of providing our services, administering bookings, responding to enquiries, meeting legal obligations, and improving our operations. The categories of personal data we may process include:

Identity data: name, surname, and title
Contact data: address, email address, telephone number, and other communication details
Service data: booking details, move date, item descriptions, access information, and service instructions
Billing and transaction data: payment status, invoice records, and relevant financial information
Correspondence data: messages, emails, calls, complaints, and feedback
Technical data: basic website or device data if you interact with our online systems, such as IP address or browser type, where applicable
Special circumstances data: limited information provided voluntarily to support service delivery, such as access needs or timing constraints

We do not seek to collect special category data unless it is strictly necessary, explicitly provided by you, and permitted by law. If such information is shared, we process it only with appropriate safeguards and only where there is a lawful basis to do so.

3. How We Use Personal Data

We use personal data for the following purposes:

to provide quotations and answer service enquiries
to manage bookings and schedule jobs
to carry out moving and transport services safely and efficiently
to communicate about service changes, delays, or issues
to process payments and issue invoices or receipts
to handle customer support requests, complaints, and claims
to maintain business records and meet legal, tax, and accounting obligations
to prevent fraud, misuse, and unauthorized access
to improve service quality, training, and operational planning

We only use personal data in ways that are relevant to the purposes stated in this policy. We do not sell personal data.

4. Lawful Basis for Processing

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

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, carrying out moving services, and managing payments.

Legal Obligation

We process certain data where required to comply with legal obligations, including tax, accounting, record-keeping, and regulatory requirements.

Legitimate Interests

We may process data for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. This may include improving services, maintaining internal records, managing customer communications, ensuring security, and preventing misuse.

Consent

Where required by law, we will rely on your consent, for example for specific optional communications or where you choose to provide certain information voluntarily. You may withdraw consent at any time, where processing is based on consent.

Vital Interests

In rare situations, we may process data to protect someone’s vital interests, such as in an emergency involving health or safety.

5. Sharing Personal Data and Processors

We may share personal data with trusted third parties who help us operate our business. These parties act either as processors or independent controllers, depending on the service they provide.

Processors are third parties who process data on our instructions and only for the agreed purpose. They may include:

payment service providers
accounting and bookkeeping providers
IT support and data storage providers
communication and messaging providers
administrative tools used for scheduling, invoicing, or customer records

We require processors to keep personal data secure, use it only for the services they provide to us, and comply with applicable data protection laws.

We may also disclose data to:

law enforcement, regulators, or courts where legally required
professional advisers such as accountants or legal advisers
insurance providers in connection with claims or incidents
other parties where necessary to deliver the service or protect our rights

Where personal data is shared with another controller, that party is responsible for its own compliance with data protection obligations.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, or for longer if required by law. Retention periods depend on the type of information and the reason it is held.

Booking and service records: kept for a reasonable period to manage the service, respond to queries, and resolve disputes
Financial and tax records: kept for the period required by accounting and tax laws
Complaints and correspondence: kept long enough to handle the matter and evidence our response
Consent-based information: kept until consent is withdrawn or the purpose ends

When personal data is no longer needed, we delete it securely or anonymize it so that it can no longer identify you. Retention is reviewed periodically to ensure data is not kept for longer than necessary.

7. Data Security

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

8. International Transfers

Where personal data is transferred outside the UK, we will only do so where appropriate safeguards are in place and where the transfer complies with applicable law. This may include using approved contractual protections or relying on adequacy regulations, where relevant.

9. Your Rights

Depending on the circumstances, you have the following rights under data protection law:

Right of access: to request a copy of the personal data we hold about you
Right to rectification: to ask us to correct inaccurate or incomplete data
Right to erasure: to request deletion of your data in certain circumstances
Right to restriction: to ask us to limit how we use your data in certain situations
Right to object: to object to processing based on legitimate interests or direct marketing
Right to data portability: to request transfer of data you provided to us, where applicable
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time

You also have the right to lodge a complaint with the relevant supervisory authority if you believe your data protection rights have been infringed. We encourage you to raise concerns with us first so we can try to resolve them promptly.

10. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is provided by a parent, guardian, or authorized adult in connection with service arrangements and only where lawful to do so.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, business operations, or data processing practices. Any updated version will apply from the date it is published or otherwise communicated. We recommend reviewing this policy periodically to stay informed about how we handle personal data.

12. Summary of Our Commitment

Man And Van Tottenham is committed to processing personal data responsibly, transparently, and securely. We collect only what we need, use it only for clear and lawful purposes, keep it only as long as necessary, and respect the rights of every customer in the area. By using our services, you acknowledge that this Privacy Policy applies to you as a customer of Man And Van Tottenham in the area and that your personal data will be handled in line with the principles described above.