Privacy Policy - Man With Van Haggerston

This Privacy Policy explains how Man With Van Haggerston collects, uses, stores, shares, and protects personal data in relation to its moving, delivery, clearance, and related services. It applies to all Man With Van Haggerston customers in the area, including individuals, households, landlords, tenants, and business clients who request services from us. We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Haggerston provides local van transport and removal services. In the course of providing these services, we act as a data controller for the personal data we collect and use to manage enquiries, bookings, service delivery, payments, customer communications, and related administrative tasks. We take privacy seriously and aim to collect only the information that is necessary for legitimate business purposes.

2. Personal Data We Collect

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

Identity details such as name and title.
Contact details such as telephone number, email address, and correspondence address.
Booking information such as service date, collection and delivery details, moving inventory, access requirements, and special instructions.
Payment and billing details such as payment status, invoice records, and transaction references.
Communication records including emails, messages, call notes, complaints, and service feedback.
Property and access information such as floor level, parking notes, lift availability, or loading restrictions where relevant to the service.
Technical data if you interact with us electronically, such as device or browser information, although we aim to keep this limited to what is necessary for system security and service management.

We generally do not seek to collect special category data unless it is essential to provide a requested service or to meet a legal obligation. If such data is ever needed, we will handle it with additional care and only where permitted by law.

3. How We Collect Data

We collect personal data directly from you when you:

request a quote or make a booking;
communicate with us by phone, email, or message;
provide details for a moving or delivery service;
make a payment or request an invoice;
submit feedback, make a complaint, or ask a question.

We may also receive data from third parties where necessary, such as property managers, landlords, estate agents, business clients, or payment providers, but only where they have a lawful basis to share that information with us.

4. Lawful Basis for Processing

We process personal data only where a lawful basis under UK GDPR applies. Depending on the situation, we rely on one or more of the following:

Contract: to provide a quote, arrange services, complete a booking, and fulfil our obligations to you.
Legal obligation: to comply with tax, accounting, insurance, and other regulatory requirements.
Legitimate interests: to operate and improve our business, manage customer relationships, prevent fraud, secure our systems, and resolve disputes, provided these interests do not override your rights and freedoms.
Consent: where we ask for your permission, for example for optional marketing or certain non-essential processing activities.

Where we rely on consent, you may withdraw it at any time. This will not affect processing that took place before withdrawal or processing based on another lawful basis.

5. How We Use Your Data

We use personal data to:

respond to enquiries and provide quotations;
plan and deliver moving or van services;
manage bookings, amendments, and cancellations;
process payments and maintain financial records;
communicate important service updates;
handle complaints, claims, and service recovery;
maintain safety, security, and operational efficiency;
meet legal, accounting, and insurance requirements;
improve our services and customer experience.

We will not use your personal data for purposes that are incompatible with those described here unless we have a valid legal basis or your consent.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including legal, accounting, and reporting obligations. Retention periods depend on the type of data and the reason it is held. In general:

Booking and service records may be retained for a reasonable period to manage disputes, service history, and business administration.
Financial and tax records are retained for the period required by law.
Communication records are kept only as long as needed to resolve queries or demonstrate service outcomes.
Marketing consent records are retained while consent remains valid or until you opt out.

When data is no longer required, it is securely deleted, anonymised, or destroyed.

7. Processors and Third Parties

We may share personal data with trusted processors and service providers who help us operate our business. These may include:

payment processors and banking service providers;
accountants and bookkeeping services;
IT support, data storage, and software providers;
customer communication tools;
insurance providers and claims handlers;
professional advisers and legal representatives;
subcontractors or operational partners involved in fulfilling a service.

All processors are required to handle personal data securely, process it only on our instructions, and comply with data protection laws. We do not sell personal data.

8. International Transfers

Where a processor or service provider stores or accesses data outside the United Kingdom, we will ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or equivalent protections recognised under data protection law.

9. Data Security

We use reasonable 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 data access, and staff awareness of privacy responsibilities. However, no system can be guaranteed to be completely secure, so we continually review our practices to improve protection.

10. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. Depending on the circumstances, 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 your data in certain cases.
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 receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent – where processing is based on consent.

You also have the right to lodge a complaint with the Information Commissioner’s Office if you believe your data has not been handled properly. We encourage you to raise any concerns with us first so that we can try to resolve the matter promptly.

11. How We Handle Requests

When you exercise your rights, we may need to verify your identity before responding. This is to protect your information and prevent unauthorised access. We aim to respond within the time limits set by law and may extend the response period where a request is complex or multiple requests are made. Some rights may be limited by legal obligations or by the rights of others.

12. Cookies and Similar Technologies

If we use online tools that involve cookies or similar technologies, these may be used for essential functionality, security, performance measurement, or user preference settings. Where consent is required, we will seek it in advance. You can manage cookie preferences through your browser settings or any available consent tools.

13. Children’s Data

Our services are intended for adults, and we do not knowingly collect personal data from children unless it is provided by an adult customer for the purpose of arranging a service. If we become aware that we have collected data from a child inappropriately, we will take steps to delete it where required.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practices, or service arrangements. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review it periodically so they remain informed about how their data is used.

15. Summary of Our Commitment

Man With Van Haggerston is committed to protecting the privacy of every customer in the area. We collect only the data needed to provide our services, use it only for lawful and legitimate purposes, keep it no longer than necessary, and share it only with trusted processors and partners where required. We respect your rights and will continue to handle personal data in a transparent, secure, and responsible manner.