Privacy Policy - Man With Van Harrow

This Privacy Policy explains how Man With Van Harrow collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Harrow customers in the area, including anyone who requests a quote, books a service, receives a service, or communicates with us in connection with removals, deliveries, transport, or related moving services.

We are committed to handling personal information in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We encourage you to read this policy carefully so you understand how your information is used and what rights you have.

1. Who We Are

Man With Van Harrow provides moving and transport services to customers in Harrow and the surrounding area. In this policy, references to “we”, “us”, or “our” mean Man With Van Harrow as the data controller for the personal data described below.

As a data controller, we decide why and how your personal information is processed. Where third parties process data on our behalf, they act as data processors under our instructions.

2. Personal Data We Collect

We only collect personal data that is relevant and necessary for providing our services, managing customer relationships, and meeting legal obligations. The types of information we may collect include:

Identity data: your name and, where needed, business name.
Contact data: address, email address, telephone number, and service location details.
Booking and service data: details of the moving job, property access information, inventory descriptions, dates, times, and special service requirements.
Payment and transaction data: billing details, payment status, and transaction records. We do not store full card details where payment services are handled by secure third-party providers.
Communication data: messages, enquiries, complaints, and notes from calls or correspondence.
Technical data: if you interact with digital systems used for enquiries or bookings, we may collect limited device or usage information such as IP address, browser type, or time of access.
Proof and compliance data: documents or records needed to confirm identity, ownership, access rights, or service completion when required.

We do not intentionally collect special category data unless it is necessary and lawfully permitted. If you choose to share such information with us, for example in relation to access needs or health-related considerations affecting a move, we will only process it where appropriate safeguards are in place and there is a valid lawful basis.

3. How We Use Your Personal Data

We use personal data for the following purposes:

to provide quotations and manage bookings;
to plan, carry out, and complete moving and transport services;
to communicate with you about your enquiry, booking, or service;
to process payments and maintain accounts and records;
to respond to complaints, disputes, or customer requests;
to improve service quality, customer care, and operational efficiency;
to meet legal, tax, accounting, and insurance obligations;
to prevent fraud, misuse, or other unlawful activity;
to maintain business records and demonstrate compliance.

We will only use your data for the purposes for which it was collected, unless we reasonably consider that we need to use it for another compatible purpose.

4. Lawful Basis for Processing

We process personal data only where we have a lawful basis under the UK GDPR. Depending on the circumstances, we rely on the following bases:

Performance of a Contract

We process your personal data when it is necessary to enter into or perform a contract with you. This includes providing quotes, managing bookings, delivering services, and handling payment-related administration.

Legal Obligation

We may process data to comply with legal requirements, such as tax, accounting, record-keeping, insurance, and regulatory obligations.

Legitimate Interests

We may process information where it is necessary for our legitimate business interests and where those interests do not override your rights and freedoms. This may include managing enquiries, improving services, safeguarding our business, preventing fraud, and keeping proper business records.

Consent

In limited situations, we may rely on your consent, for example where you voluntarily provide certain optional information or agree to receive specific communications where consent is required. When consent is used, you may withdraw it at any time.

Vital Interests and Other Exceptional Grounds

In rare cases, we may process data where necessary to protect someone’s vital interests or where another lawful ground applies under data protection law.

5. Sharing Your Personal Data

We may share personal data with trusted third parties when necessary and appropriate for the operation of our services. These recipients may include:

Payment service providers for secure transaction processing;
IT and cloud service providers for data storage, email, administration, and system support;
Accounting and professional advisers for tax, audit, legal, or business advice;
Insurance providers where a claim, incident, or loss needs to be handled;
Subcontractors or operational partners involved in delivering the booked service;
Public authorities, regulators, or law enforcement when required by law or to protect rights and safety.

We require processors and other service providers to handle personal data securely, use it only for specified purposes, and comply with relevant data protection obligations. We do not sell your personal data.

6. 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 depend on the type of data and the reason it is held.

Typical retention principles include:

Booking and service records: kept for the duration of the customer relationship and for a reasonable period afterwards for service history and dispute handling.
Financial and tax records: retained for the period required by law and accounting rules.
Complaints and claims data: kept as long as needed to resolve issues and defend or pursue legal claims.
General enquiries: retained only for as long as necessary to respond and follow up appropriately.

When data is no longer needed, we will securely delete, anonymise, or archive it in a controlled manner.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures may include access controls, secure storage, restricted permissions, staff awareness procedures, and use of reputable service providers.

Although no system can be guaranteed to be completely secure, we work to reduce risks and review our practices regularly. Man With Van Harrow expects anyone processing data on our behalf to maintain equivalent safeguards.

8. Your Rights Under GDPR

You have rights in relation to your personal data under the UK GDPR. 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 ask us to correct inaccurate or incomplete data;
Right to erasure: to request deletion of your data in certain circumstances;
Right to restriction: to ask us to limit how we use your data in some cases;
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;
Right to lodge a complaint: you may complain to the relevant supervisory authority if you believe your data protection rights have been breached.

We will respond to valid rights requests within the timeframes required by law. To protect your privacy, we may need to verify your identity before acting on your request.

9. Processors and Third-Party Services

Where we use third-party processors, they process personal data only on our instructions and for the purposes we specify. Typical processor categories may include:

software and booking system providers;
secure file storage and backup services;
payment and invoicing systems;
email and communication tools;
customer administration or scheduling platforms.

We assess these providers to ensure they offer appropriate security and confidentiality measures. If a processor is located outside the UK, we will ensure suitable safeguards are in place for any international data transfer, where required by law.

10. Cookies and Similar Technologies

If digital tools or online services are used, limited technical data may be collected through cookies or similar technologies. Such technologies are generally used to improve functionality, understand usage patterns, and maintain service performance. Where consent is required, it will be obtained in line with applicable rules. You may be able to adjust browser settings to limit cookies, though some features may not function properly as a result.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or 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.

12. Summary of Key Points

In summary, Man With Van Harrow processes personal data to provide moving services, manage bookings, meet legal requirements, and maintain customer records. We use lawful bases such as contract, legal obligation, legitimate interests, and, where appropriate, consent. We retain data only as long as necessary, share it only with trusted processors or where legally required, and respect your rights under data protection law.

This policy applies to all Man With Van Harrow customers in area. By using our services, you acknowledge that your personal data may be processed as described in this Privacy Policy, subject always to applicable law and your rights under it.