Privacy Policy - Man With Van Finsbury Park

This Privacy Policy explains how Man With Van Finsbury Park collects, uses, stores, and protects personal data in relation to the services we provide. It applies to all Man With Van Finsbury Park customers in the area, including prospective customers, current customers, and individuals who enquire about our services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who we are

Man With Van Finsbury Park provides moving, delivery, and related transport services. In the course of delivering these services, we may process personal data about customers, recipients, property owners, and other individuals involved in a booking or delivery. This Privacy Policy applies whenever we act as a data controller for personal information collected in connection with our services.

2. Personal data we collect

We may collect and process the following categories of personal data:

Identity data such as your name, title, and any business name if you are acting on behalf of a company.
Contact data such as your address, email address, and telephone number.
Booking and service data including move dates, collection and delivery addresses, property access details, inventory notes, and service preferences.
Payment data such as billing details and payment confirmations. We do not normally store full card details where payment processing is handled by a third party.
Communication data including messages, enquiries, complaints, feedback, and notes from phone calls or emails.
Usage and technical data where relevant, such as device information or limited logs generated when you interact with our systems.
Special category data only if you voluntarily provide it and only where it is necessary for the service, for example if it affects access arrangements or health-related handling instructions.

We aim to collect only the data that is necessary and proportionate for arranging and performing our services.

3. How we collect personal data

We may obtain personal data directly from you when you:

request a quote or make a booking;
communicate with us by phone, email, or other messaging methods;
provide instructions relating to a move or delivery;
submit feedback, a complaint, or an enquiry;
make a payment or request an invoice.

We may also receive data from third parties where this is necessary to provide the service, for example from a person arranging a booking on your behalf, property managers, business clients, or payment providers.

4. Lawful basis for processing

We process personal data only where we have a lawful basis under UK GDPR. Depending on the situation, our lawful bases may include:

Contract — processing is necessary to provide a quote, arrange a booking, perform the move or delivery, and manage related customer service.
Legal obligation — processing is necessary to comply with legal and regulatory requirements, such as tax, accounting, or record-keeping obligations.
Legitimate interests — processing is necessary for our legitimate business interests, such as managing operations, improving services, preventing fraud, and maintaining secure records, provided those interests are not overridden by your rights and freedoms.
Consent — where required, for example if we process certain optional information or send non-essential marketing communications. You may withdraw consent at any time.

Where special category data is processed, we will only do so if a specific condition under UK GDPR applies, such as your explicit consent or another lawful condition permitted by law.

5. How we use your data

We use personal data to:

provide quotations and manage bookings;
plan and carry out moving or delivery services;
communicate with you about the service;
issue invoices and process payments;
respond to complaints, queries, and requests;
maintain accurate business and financial records;
protect our business, staff, and customers;
meet legal and regulatory obligations.

We do not use personal data for purposes that are incompatible with the reasons it was collected. If we need to use your data for a new purpose, we will only do so where permitted by law and will inform you if necessary.

6. Processors and third-party services

We may share personal data with trusted processors and service providers who act on our behalf and only under our instructions. These may include:

payment processing providers;
accounting and bookkeeping services;
IT and cloud storage providers;
communication tools such as email or messaging platforms;
professional advisers, including accountants or legal advisers;
subcontractors or operational partners involved in delivering the service.

Where processors are used, we require appropriate contractual safeguards and only allow them to process data to the extent necessary for the services they provide. We do not sell your personal data.

We may also disclose personal data where required by law, court order, or regulatory request, or to protect the rights, safety, or property of Man With Van Finsbury Park, our customers, or others.

7. Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, and reporting requirements. Retention periods may vary depending on the type of data and the reason for processing.

Typical retention approach

Booking and service records are retained for a period reasonably necessary to manage the service relationship, handle queries, and resolve disputes.
Financial and invoice records are retained for the period required by tax and accounting law.
Complaints and correspondence may be retained for longer where needed to evidence how an issue was handled.
Marketing preferences are kept until you withdraw consent or opt out.

When data is no longer required, we will securely delete, anonymise, or archive it in line with our retention practices.

8. Data security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limiting access to data on a need-to-know basis. While no system can be guaranteed completely secure, we continuously review our measures to help protect your information.

9. International transfers

If any personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place, such as an adequacy decision or legally approved transfer mechanism. These safeguards are designed to keep your data protected to a standard consistent with UK GDPR.

10. Your rights

Under data protection law, you may have the following rights in relation to your personal data:

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 your data in certain circumstances.
Right to restriction — to ask us to limit the processing of your data in certain situations.
Right to object — to object to processing based on legitimate interests or direct marketing.
Right to data portability — to receive certain data in a structured, commonly used, machine-readable format.
Right to withdraw consent — where processing relies on consent, you may withdraw it at any time.

These rights are not absolute and may be subject to legal limits. If you make a request, we may need information to verify your identity and to understand the scope of your request.

11. Complaints and supervisory authority

If you are concerned about how we handle personal data, you may raise the issue with us so that we can review and respond to your concern. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection matters.

12. Children’s data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is incidentally provided in connection with a household move or delivery. Where this occurs, we will only process the data as necessary for the service and in accordance with applicable law.

13. Changes to this Privacy Policy

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

14. Summary of key points

In summary, Man With Van Finsbury Park collects only the personal data needed to deliver moving and delivery services, uses it under a valid lawful basis, shares it only with appropriate processors or where legally required, and retains it only for as long as necessary. Customers in the Finsbury Park area have rights over their personal data, and we are committed to respecting those rights in a clear and responsible way.