Privacy Policy - Man With Van Finsbury

This Privacy Policy explains how Man With Van Finsbury collects, uses, stores, shares, and protects personal data when providing removals, transport, loading, unloading, and related moving services. It applies to all Man With Van Finsbury customers in the area, including individuals, households, landlords, tenants, and business clients who use our services. We are committed to handling personal information lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Finsbury is a removals and transport service provider operating in the Finsbury area and surrounding locations. In the context of this policy, we act as the data controller for personal information we determine the purpose and means of processing. This means we decide why and how your personal data is collected and used in connection with the services we provide.

2. Personal Data We Collect

We only collect personal data that is relevant and necessary for delivering our services, managing customer relationships, and meeting our legal or contractual obligations. Depending on your interaction with us, we may collect the following categories of data:

Identity data: name, title, and, where relevant, company name.
Contact data: address, email address, telephone number, and moving address details.
Service data: booking details, moving date, item descriptions, access requirements, packing preferences, and service instructions.
Payment data: billing information, payment status, and transaction records.
Communication data: emails, messages, call notes, complaints, and feedback.
Technical data: limited information such as device or browser details if you submit information through our digital systems.
Legal and compliance data: records needed for tax, accounting, insurance, or dispute handling.

We do not intentionally collect more data than is required for the purpose. Where special category data or sensitive details are incidentally disclosed to us, we will handle them carefully and only where a lawful basis exists.

3. How We Use Personal Data

We process personal data for specific and legitimate purposes related to our moving services. These purposes include:

Providing quotes, confirming bookings, and arranging service delivery.
Managing loading, transport, unloading, and associated logistics.
Communicating with you about your booking, changes, or service updates.
Processing payments, issuing invoices, and maintaining business records.
Responding to questions, complaints, or claims.
Meeting legal, regulatory, accounting, and insurance obligations.
Preventing fraud, safeguarding our business, and protecting our customers.
Improving the quality, efficiency, and reliability of our services.

We use personal data in a way that is adequate, relevant, and limited to what is necessary. We do not sell personal data.

4. Lawful Basis for Processing

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

Contract

We process personal data where it is necessary to enter into or perform a contract with you. For example, we need your contact details, service address, and booking information to provide the requested moving service.

Legal Obligation

We may process data to comply with legal obligations, including tax requirements, accounting duties, insurance recordkeeping, and responding to lawful requests from authorities.

Legitimate Interests

We may process data where it is in our legitimate interests and where those interests are not overridden by your rights and freedoms. This may include managing our operations, improving services, safeguarding property, preventing misuse, and handling customer queries or disputes.

Consent

In limited circumstances, we may rely on your consent, such as where it is necessary for optional communications or certain types of information sharing. Where we rely on consent, you have the right to withdraw it at any time.

5. Data Retention

We retain personal data only for as long as necessary for the purpose it was collected and to meet legal, accounting, or operational requirements. Retention periods may vary depending on the type of information and the context in which it was collected.

Booking and service records: retained for a period necessary to manage the service relationship and handle follow-up queries or disputes.
Financial and invoice records: retained for the period required by tax and accounting law.
Customer communications: retained as needed to document service issues, complaints, or ongoing requests.
Claims or legal records: retained for as long as necessary to defend or establish legal rights.

When personal data is no longer required, it is securely deleted, anonymised, or archived in accordance with our internal retention procedures. We apply the principle of storage limitation so that data is not kept indefinitely without justification.

6. Processors and Data Sharing

We may share personal data with trusted third parties who assist us in operating our business. These third parties act as processors when they handle data on our instructions, and they are required to protect it appropriately. Examples may include:

Payment processors for handling card or electronic payments.
Accounting and bookkeeping providers for financial administration.
IT and cloud service providers for secure storage and business communications.
Customer management or scheduling tools used to organise bookings.
Insurance providers, legal advisers, or dispute resolution services where needed.

We may also disclose personal data where required by law, court order, or regulatory authority. If a third party acts as an independent controller, they will be responsible for their own privacy practices. We only engage processors who provide sufficient guarantees that they implement appropriate technical and organisational measures to protect your data.

7. International Transfers

If any processor or service provider stores or accesses data outside the UK, we will take steps to ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms recognised under UK GDPR.

8. Data Security

We use reasonable technical and organisational measures to protect personal data from loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, confidentiality obligations, and internal procedures designed to minimise risk. However, no system can be guaranteed as completely secure, so we also encourage customers to take care when sharing information.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to legal conditions and exemptions, these may include:

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

You also have the right to raise concerns with the UK Information Commissioner’s Office if you believe your data has been handled improperly. We would appreciate the opportunity to address your concerns first, but you are not required to contact us before exercising your rights.

10. Children’s Data

Our services are intended for adults arranging removals and related services. We do not knowingly collect personal data from children unless it is necessary in connection with a household service request and only to the extent required for that purpose. Where we become aware that we have inadvertently collected data we do not need, we will take steps to delete it.

11. Automated Decision-Making

We do not make decisions about you based solely on automated processing that produce legal or similarly significant effects. Any service decisions are normally made by our team using the information you provide and the requirements of the job.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any revised version will apply from the date it is published. We encourage customers to review this policy periodically so they remain informed about how their information is handled.

13. Summary of Our Approach

Man With Van Finsbury is committed to processing personal data responsibly, securely, and only when necessary. We collect information to provide moving services, manage bookings, comply with legal requirements, and maintain business operations. We rely on lawful bases such as contract, legal obligation, legitimate interests, and, where appropriate, consent. We retain information only for as long as needed, use trusted processors under appropriate safeguards, and respect your rights over your personal data. This policy applies to all Man With Van Finsbury customers in the area and is designed to support fair and transparent data handling at every stage of the service relationship.