Privacy Policy
Man with Van Highbury Privacy Policy
This Privacy Policy explains how Man with Van Highbury collects, uses, stores, shares, and protects personal data relating to customers and prospective customers within the Highbury area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Man with Van Highbury customers and anyone who makes an enquiry or booking for our services in the area.
Data Controller
Man with Van Highbury acts as the data controller for the personal data described in this Privacy Policy. This means we decide how and why your personal data is processed and are responsible for ensuring that such processing complies with applicable data protection laws.
Personal Data We Collect
We may collect and process the following categories of personal data about you when you contact us, request a quote, or use our services:
Identification and contact details, such as your full name, address, collection and delivery addresses, and any other addresses relevant to the service, as well as any contact details you choose to provide, such as an online contact form or messaging details.
Service and booking information, such as details of the items to be moved, property access information, preferred dates and times, and notes relevant to providing the moving or transport service.
Payment and transaction details, such as the amount charged, payment method, and invoice details. Card details are not stored by us where payment is processed by a third-party payment processor.
Communications and correspondence, including messages, instructions or feedback you provide when you communicate with us by phone, text, online form, or other channels.
Technical and usage data, such as basic information collected through our website or online contact tools, including the date and time of your enquiry, the pages you visited, and the device or browser type used. Where used, cookies or similar technologies will be limited to what is necessary for the functioning and security of our site and services or as otherwise required by law.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide our services, including responding to your enquiries, issuing quotations, confirming bookings, planning routes, carrying out moves and deliveries, and providing customer support.
To manage our relationship with you, including handling any changes or cancellations, dealing with complaints or disputes, and maintaining records of the services we have provided.
To process payments and accounting, including generating invoices, recording transactions, and keeping financial and tax records as required by law.
To improve and manage our business, including monitoring service quality, training staff, and reviewing how customers use our services.
To comply with legal and regulatory obligations, including responding to lawful requests from public authorities or regulatory bodies and maintaining records in accordance with applicable laws.
To send you service-related messages, such as booking confirmations, reminders, and essential updates about your move or our terms, where necessary for the service.
Lawful Bases for Processing
We process your personal data only when we have a lawful basis under the UK General Data Protection Regulation. Depending on the context, we rely on the following lawful bases:
Performance of a contract: We process personal data to take steps at your request before entering into a contract, such as providing quotations, and to perform the contract once you have booked our services.
Legitimate interests: We process personal data as necessary for our legitimate interests, such as improving our services, managing our business operations, preventing fraud, and protecting our legal rights. When we rely on legitimate interests, we balance these interests against your rights and freedoms and ensure that they do not override your interests.
Legal obligation: We process personal data when necessary to comply with legal obligations, such as tax, accounting, and record-keeping requirements, or responding to requests from law enforcement or regulatory authorities.
Consent: In limited circumstances, we may rely on your consent, for example for certain forms of marketing or for non-essential cookies. Where we rely on consent, you have the right to withdraw that consent at any time without affecting the lawfulness of processing based on consent before its withdrawal.
Data Retention
We keep your personal data only for as long as necessary for the purposes for which it was collected, including the fulfilment of any legal, accounting, or reporting requirements.
In general, we will retain customer records and related booking and transaction information for a period that reflects applicable limitation periods and tax and accounting requirements. This means that typical retention periods may range from several months for initial enquiries that do not proceed, up to several years for completed bookings and financial records.
When the applicable retention period has expired, or when personal data is no longer required for the purposes for which it was collected, we will either securely delete or anonymise the data so that it can no longer be associated with you.
Data Processors and Third Parties
We may share your personal data with trusted third parties who act as data processors on our behalf. These processors may include:
Payment processing providers who handle payments and refunds and who process limited personal data to complete your transactions securely.
IT and hosting service providers who host our website, email, and related systems and who may have access to personal data solely for the purposes of maintaining and supporting those systems.
Professional advisers such as accountants or legal professionals, where necessary for the management of our business and compliance with legal obligations.
These processors are only permitted to process your personal data in accordance with our written instructions and only for the purposes set out in this Privacy Policy. They are required to implement appropriate technical and organisational measures to protect your personal data and to keep it confidential.
We may also share personal data with third parties acting as independent data controllers where required by law, such as public authorities, law enforcement, or regulatory bodies.
International Data Transfers
Where possible, we aim to keep your personal data within the United Kingdom or the European Economic Area. If we use service providers located in countries outside these areas, we will ensure that appropriate safeguards are in place to protect your personal data, such as standard contractual clauses approved by relevant supervisory authorities, or by relying on an adequacy decision where applicable.
Data Security
We take appropriate technical and organisational measures to protect your personal data from accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or unauthorised access. These measures include restricting access to personal data to those staff, contractors, and processors who have a business need to know it and ensuring that they are subject to confidentiality obligations.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. You may exercise these rights subject to certain conditions and exemptions. These rights include:
Right of access: You have the right to request confirmation as to whether we process your personal data and to request a copy of the personal data we hold about you, together with information about how it is processed.
Right to rectification: You have the right to request that we correct any inaccurate or incomplete personal data relating to you.
Right to erasure: In certain circumstances, you have the right to request that we delete your personal data. This right may be limited where we are required to retain certain data for legal or contractual reasons.
Right to restriction of processing: You have the right to request that we restrict the processing of your personal data in specific situations, for example while we are considering a request for rectification or an objection.
Right to data portability: Where processing is based on consent or on a contract and carried out by automated means, you may have the right to receive the personal data you have provided to us in a structured, commonly used, and machine-readable format and to request that we transmit that data to another controller where technically feasible.
Right to object: You have the right to object to the processing of your personal data where we rely on legitimate interests as our lawful basis. We will stop processing your data unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms or where processing is necessary for legal claims.
Right to withdraw consent: Where we rely on your consent to process your personal data, you may withdraw your consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.
You also have the right to lodge a complaint with a data protection supervisory authority if you believe that your personal data has been processed unlawfully. In the United Kingdom, this authority is the Information Commissioner's Office.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data protection practices. Any updates will be effective from the date of publication. We encourage you to review this Privacy Policy periodically to stay informed about how we process your personal data.
