Privacy Policy - Man With Van Stamford Hill

Effective for all Man With Van Stamford Hill customers in the Stamford Hill area and surrounding local service area. This Privacy Policy explains how we collect, use, store, share, and protect personal data when you use our man and van, removals, delivery, packing, storage support, and related moving services. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who this policy applies to

This policy applies to all customers, prospective customers, recipients, and other individuals whose personal data we process in connection with our services in and around Stamford Hill. It also applies when you make an enquiry, request a quote, book a service, communicate with us, or otherwise interact with Man With Van Stamford Hill.

2. Personal data we collect

We collect only the data necessary to provide and improve our services. Depending on how you interact with us, this may include:

Identity details such as your name and title.
Contact details such as your phone number, email address, and moving address.
Booking details including service date, collection and delivery locations, item lists, access notes, and special handling instructions.
Payment and billing information where needed to process transactions, issue invoices, and keep financial records.
Communication records including messages, emails, call notes, and service-related correspondence.
Service information such as job history, preferences, claims, complaints, and feedback.
Technical information if you visit our digital channels, such as device details, browser type, and basic usage data collected through standard security and functionality tools.

We do not intentionally collect special category data unless you choose to provide it and it is necessary for a specific service request. If such data is shared, we will only process it where a lawful basis applies and appropriate safeguards are in place.

3. How we use your data

We use personal data for the following purposes:

to provide quotes and respond to enquiries;
to plan, arrange, and deliver moving and transport services;
to manage bookings, payments, and invoices;
to communicate about service updates, delays, access issues, and completion details;
to handle complaints, claims, and customer support;
to maintain accounting, operational, and business records;
to improve service quality, efficiency, and safety;
to comply with legal, tax, and regulatory obligations;
to prevent fraud, misuse, or unlawful activity.

We only use your data for purposes that are relevant to the services we provide and for compatible related purposes.

4. Lawful basis for processing

Under data protection law, we must have a lawful basis to process your personal data. Depending on the context, we rely on the following grounds:

Contract

We process personal data where it is necessary to enter into or perform a contract with you, such as managing bookings, carrying out removals, and handling payment or delivery arrangements.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include customer service, operational planning, service improvement, record keeping, and fraud prevention.

Legal obligation

We process certain data to comply with legal obligations, including tax, accounting, transport, insurance, and business record requirements.

Consent

In limited cases, we may rely on your consent, for example where it is required for a specific optional service or communication. Where we rely on consent, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

Vital interests and public task

These bases are unlikely to apply in ordinary service provision, but may be used in exceptional situations where necessary to protect someone’s vital interests or where processing is required by law.

5. Data sharing and processors

We do not sell your personal data. However, we may share it with trusted third parties who help us operate our business and deliver our services. These parties act as processors or independent controllers depending on the service provided.

Payment providers that process card or electronic payments securely.
Accounting and bookkeeping providers that help manage invoices, records, and tax compliance.
IT and cloud service providers that store data, maintain systems, and support communications.
Customer management and communication tools used to organise bookings and correspondence.
Insurance providers, claims handlers, or legal advisers where necessary to manage incidents, disputes, or compliance matters.
Subcontracted service providers involved in fulfilling a booking, where sharing is required to complete the job.

All processors are required to handle personal data securely, only use it on our instructions, and protect it with appropriate technical and organisational measures. Where we share data with independent controllers, they are responsible for their own privacy practices.

6. Retention of personal data

We keep personal data only for as long as necessary for the purposes for which it was collected, including satisfying any legal, accounting, insurance, or reporting requirements. The retention period depends on the type of information and the reason for processing.

Enquiry data may be kept for a limited period if no booking follows, to manage follow-up and service continuity.
Booking and service records are generally retained for the duration of the customer relationship and for a reasonable period afterwards.
Financial and tax records are retained for the period required by law.
Claims, disputes, and complaint records may be kept longer where necessary to establish, exercise, or defend legal claims.

When data is no longer required, we will securely delete it or anonymise it so that it can no longer identify you.

7. Data security

We take appropriate measures to protect personal data against accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and restricted sharing with processors on a need-to-know basis. While no system can be guaranteed completely secure, we work to maintain a level of protection appropriate to the nature of the data and the risks involved.

8. Your rights

Under GDPR, you have rights in relation to your personal data. Subject to legal limits and exemptions, you may have the right to:

access the personal data we hold about you;
rectify inaccurate or incomplete information;
erase your data in certain circumstances;
restrict how we process your data in some situations;
object to processing based on legitimate interests;
data portability for information you provided to us, where applicable;
withdraw consent where processing is based on consent;
not be subject to automated decision-making that has legal or similarly significant effects, where applicable.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data rights have not been respected. We encourage you to contact us first so we can try to resolve any concern promptly and fairly.

9. International transfers

If any of our processors store or access data outside the UK, we will only allow this where appropriate safeguards are in place and the transfer complies with applicable data protection law. Such safeguards may include approved contractual protections and assessment of the receiving country’s protections.

10. Children’s data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is incidentally provided in the course of arranging a household move or delivery. Where necessary, we will process such data only to the extent required to provide our services lawfully and safely.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or service offerings. The most current version will apply to all Man With Van Stamford Hill customers in the Stamford Hill area and surrounding service area from the date it is published.

12. Summary of key points

We collect only the data needed to provide quotes, bookings, moving services, billing, and support.
We process data using lawful bases such as contract, legitimate interests, legal obligation, and consent where needed.
We share data only with trusted processors and necessary third parties.
We retain data only for as long as required for service delivery and legal compliance.
You have rights over your personal data, including access, correction, deletion, objection, and portability.

This policy is designed to be clear, fair, and GDPR-compliant for all customers using Man With Van Stamford Hill services in the area.