Privacy Policy - Man And Van Tottenham

This Privacy Policy explains how Man And Van Tottenham collects, uses, stores, shares, and protects personal data when providing moving and van services. It applies to all Man And Van Tottenham customers in the area, including individuals, households, businesses, and anyone who enquires about or uses our services. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, requesting a quote, or communicating with us, you acknowledge that your information may be processed as described in this policy. We encourage all customers to read this notice carefully so they understand how their data is used and what rights they have.

1. Personal Data We Collect

We collect only the information necessary to provide our services, manage enquiries, and meet our legal obligations. The types of data we may collect include:

Identity details such as your name and, where relevant, business or organisation name.
Contact details including address, phone number, and email address.
Service information such as pickup and delivery addresses, access instructions, moving dates, inventory details, and special handling requirements.
Payment and billing information where needed to process transactions and maintain records.
Communication records including messages, call notes, service requests, complaints, and feedback.
Technical data such as IP address, device type, browser type, and basic usage information if you interact with our digital systems.
Verification details if needed to confirm identity or prevent fraud.

We do not seek to collect more information than is needed for the purpose at hand. In some cases, you may choose to provide additional information to help us deliver a safer or more efficient service. If you do so, we will treat it with the same care as all other personal data.

2. How We Use Your Data

We use personal data for the following purposes:

To respond to enquiries and provide quotes.
To arrange and deliver moving, loading, unloading, and transport services.
To communicate service updates, scheduling changes, and important notices.
To process payments, refunds, and billing matters.
To manage customer records and service history.
To improve our operations, customer experience, and service quality.
To maintain security, prevent misuse, and investigate complaints or disputes.
To comply with legal, tax, insurance, and regulatory obligations.

We may also use data in a limited way for internal reporting and service planning. Where possible, we do this using aggregated or anonymised information so that individuals cannot be directly identified.

3. Lawful Basis for Processing

Under GDPR, we must have a lawful basis to process personal data. Man And Van Tottenham relies on the following lawful bases depending on the situation:

Contract

We process data when it is necessary to enter into or perform a contract with you. This includes handling booking requests, organising moving services, and completing payments.

Legitimate Interests

We may process data for our legitimate interests, such as managing business operations, improving service delivery, handling customer support, preventing fraud, and protecting our rights. We always balance these interests against your privacy rights.

Legal Obligation

We may process and retain data when required to comply with legal obligations, including accounting, tax, insurance, and record-keeping duties.

Consent

In limited situations, we may rely on your consent, for example where it is required for optional communications or certain types of marketing. When consent is used, you can withdraw it at any time.

4. Data Sharing and Processors

We do not sell your personal data. We may share it only where necessary and only with trusted third parties that support our service. These parties act as processors or independent controllers depending on the service they provide.

Examples of processors or service providers may include:

Payment processors that handle secure card or electronic payments.
Accounting and bookkeeping providers that support financial administration.
IT and cloud storage providers that help us store and protect business records.
Communication service providers that support emails, phone systems, or messaging tools.
Insurance, legal, or professional advisers where needed for claims, compliance, or advice.
Subcontractors or operational partners who assist with service delivery under appropriate confidentiality and data protection controls.

When we use processors, we require them to handle personal data securely, only on our instructions, and in accordance with applicable data protection law. We may also disclose information to law enforcement, regulators, or courts where legally required or where necessary to protect our rights, customers, or operations.

5. Retention of Personal Data

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

Enquiry records may be kept for a reasonable period to manage follow-up and customer service.
Booking and service records are retained for operational, contractual, and dispute-resolution purposes.
Financial and tax records are kept for the period required by law.
Complaint and claim records may be stored longer where needed to resolve or defend a claim.

When personal data is no longer needed, we will securely delete, anonymise, or archive it in line with our retention practices. We do not keep data indefinitely without a lawful reason.

6. Data Security

We use appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, limited staff access, and safe disposal procedures. While no system can be guaranteed completely secure, we take data protection seriously and work to maintain a high level of security.

7. 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 correct inaccurate or incomplete information.
Right to erasure in certain situations, also known as the right to be forgotten.
Right to restriction to limit how we use your data in specific cases.
Right to data portability to receive certain data in a structured, commonly used format.
Right to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent where processing is based on consent.

You may also have the right to challenge decisions made solely by automated means, although we do not generally use automated decision-making that produces legal or similarly significant effects.

If you believe your data protection rights have been infringed, you may also have the right to lodge a complaint with the relevant supervisory authority. We encourage customers to raise concerns directly so we can address them promptly and fairly.

8. International Transfers

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place to protect it. These safeguards may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms. We aim to make sure your information receives a level of protection consistent with UK data protection standards.

9. Children’s Data

Our services are intended for adults and businesses. We do not knowingly collect personal data from children unless it is provided by a parent, guardian, or authorised adult in connection with a service booking. If we become aware that data has been collected inappropriately, we will take steps to delete it where required.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or service arrangements. Any revised version will apply from the date it is published or communicated. We recommend reviewing this policy periodically so you remain informed about how your personal data is handled.

11. Summary of Our Commitments

Man And Van Tottenham is committed to processing personal data responsibly, securely, and only where necessary. We collect information to provide moving services, support customer communication, comply with legal duties, and improve our operations. We use lawful bases such as contract, legitimate interests, legal obligation, and consent where appropriate. We retain data only for as long as needed, use trusted processors under strict safeguards, and respect your GDPR rights.

By choosing our services, you can expect a practical, careful, and privacy-conscious approach to your information.