Privacy Policy

Man With Van Highbury is committed to protecting your privacy and handling your personal data in a lawful, fair, and transparent way. This Privacy Policy explains how we collect, use, store, share, and protect personal information when you use our services. It applies to all Man With Van Highbury customers in the area, including anyone who enquires about, books, or receives our moving, transport, or related services.

1. Who we are

For the purposes of data protection law, Man With Van Highbury is the data controller for the personal data described in this policy. This means we decide why and how your data is used when you interact with us as a customer, prospective customer, supplier, or service recipient.

We are responsible for ensuring that personal data is processed in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information we collect

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

Identity data: your name, title, and any other identifying details you provide.
Contact data: address, email address, and telephone number.
Booking and service data: details of the move, collection and delivery locations, item descriptions, access requirements, dates, times, and service preferences.
Payment and transaction data: records of payments, invoices, quotes, and payment-related information.
Communication data: messages, emails, notes from calls, and any feedback or complaints you send us.
Technical data: limited information such as device type, browser type, or basic usage details if you interact with our digital systems.
Special category data: we do not intentionally collect sensitive personal data unless you choose to provide it and it is necessary for a service request, such as access or health-related instructions relevant to the move.

We only collect data that is relevant and necessary for the purposes set out in this policy.

3. How we use your data

We use personal data for the following purposes:

to respond to enquiries and provide quotes;
to arrange and carry out removals and related services;
to communicate with you about bookings, schedules, and service changes;
to process payments and keep financial records;
to manage complaints, disputes, and customer support requests;
to maintain business records and meet legal obligations;
to improve our services, operations, and customer experience;
to protect against fraud, misuse, or other unlawful activity.

We only use your data where we have a valid lawful basis to do so.

4. Lawful basis for processing

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

Contract

We process your data when it is necessary to perform a contract with you or to take steps at your request before entering into a contract. For example, this includes providing quotes, confirming bookings, delivering moving services, and managing payment.

Legal obligation

We may process certain information to comply with legal and regulatory obligations, including tax, accounting, and record-keeping requirements.

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 managing our business, preventing fraud, improving services, and handling customer communications. We always consider whether the processing is proportionate and necessary.

Consent

In limited cases, we may rely on your consent, particularly where it is required by law for certain types of optional communication or the handling of sensitive information you choose to provide. Where we rely on consent, you can withdraw it at any time.

5. Sharing your information

We may share personal data with trusted third parties when necessary to run our business and deliver services. These third parties act as processors or, in some cases, independent controllers.

IT and cloud service providers: for secure data storage, email, and system management.
Payment service providers: for processing card or electronic payments.
Accountants and professional advisers: for legal, financial, tax, or audit purposes.
Operational partners: where required to assist with completing a move or related service.
Regulators, authorities, or law enforcement: when disclosure is required by law or to protect our rights.

We require our processors to handle your data securely, use it only for authorised purposes, and comply with data protection obligations.

6. Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, or reporting obligations. Retention periods may vary depending on the type of data and the context in which it was collected.

Customer and booking records: kept for a reasonable period after service completion to manage queries, disputes, and business records.
Financial records: retained for the period required by tax and accounting law.
Correspondence and complaints: retained as long as needed to resolve issues and maintain evidence of our dealings.
Unused enquiry details: normally kept only for a limited time unless a longer period is justified by legitimate business needs or legal obligations.

When data is no longer needed, it is securely deleted, anonymised, or otherwise disposed of in a safe manner.

7. Data security

We use appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, misuse, or alteration. These measures may include restricted access, secure storage, password protection, and staff confidentiality controls. However, no system can be guaranteed to be completely secure, and we encourage you to take care when sharing information with us.

8. International transfers

If personal data is transferred outside the UK, we take steps to ensure that appropriate safeguards are in place and that your information remains protected in line with applicable data protection laws.

9. Your rights

You have a number of rights in relation to your personal data under UK GDPR. These rights may be subject to legal exceptions or limitations.

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

If you wish to exercise your rights, we will review your request and respond within the timeframe required by law. We may need to verify your identity before acting on your request.

10. Children???s data

Our services are intended for adults and business customers arranging removals or transport services. We do not knowingly collect personal data from children unless it is unavoidable in the context of a household move and is necessary for the service. If we become aware that we have collected data inappropriately, we will take appropriate steps to remove it.

11. Cookies and similar technologies

If we use online tools that rely on cookies or similar technologies, they are used only for essential operation, performance, or basic analytics where appropriate. Any non-essential tracking, if used, will be managed in a way that respects your privacy and applicable consent requirements.

12. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in law, technology, or our services. Any updated version will apply from the date it is published, and we encourage customers to review it periodically.

13. Summary of our commitment

Man With Van Highbury respects your privacy and uses personal data only when necessary, proportionately, and lawfully. We aim to be transparent about how data is collected and used, to keep it secure, to retain it only as long as needed, and to support your rights as a data subject. This policy applies to all Man With Van Highbury customers in the area and forms part of our commitment to responsible and compliant data handling.