Privacy Policy - Man With Van Tufnell Park

This Privacy Policy explains how Man With Van Tufnell Park collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Tufnell Park customers in the area, including people who request quotations, make bookings, receive removals or van services, or communicate with us in connection with our services. We are committed to processing personal data fairly, lawfully, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

For the purposes of data protection law, Man With Van Tufnell Park acts as the data controller for the personal data we collect and use in the course of providing our services. This means we determine the purposes and means of processing personal data relating to our customers, prospective customers, suppliers, and service users.

2. Personal data we collect

We collect only the information that is necessary to deliver our services effectively, manage customer enquiries, and meet legal and administrative obligations. The categories of data we may collect include:

Identity details such as your name and, where relevant, the name of your business or organisation.
Contact details such as address, email address, and telephone number.
Booking information including collection and delivery addresses, moving dates, access details, item descriptions, and service preferences.
Payment and billing data such as payment status, invoice information, and transaction records.
Communication records including emails, messages, call notes, and any correspondence relating to your enquiry or booking.
Service and operational data such as movement requirements, volume estimates, scheduling notes, and customer instructions.
Website or technical data if you interact with our digital services, such as basic device or usage information collected through cookies or similar technologies where applicable.

We do not intentionally collect special category personal data unless it is strictly necessary and you have provided it to us voluntarily, or another lawful basis applies. Special category data may include information about health, religion, ethnicity, or other sensitive details. If such data is provided, it will be handled with additional care and only where required.

3. How we collect personal data

We may collect personal data directly from you when you:

request a quote or make an enquiry;
book a van service or removal service;
communicate with us by phone, email, or message;
provide instructions for a job;
complete forms or otherwise submit information to us.

We may also receive personal data from third parties where necessary to perform our services, for example from landlords, estate agents, employers, building managers, or payment service providers. Where we receive information about you from another person, we will handle it in accordance with this Privacy Policy.

4. Lawful basis for processing

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

Contract - to take steps at your request before entering into a contract and to perform our services once a booking has been made.
Legitimate interests - to manage and improve our business, respond to enquiries, keep appropriate records, prevent fraud, and maintain effective service operations, provided that your rights and freedoms do not override those interests.
Legal obligation - to comply with tax, accounting, regulatory, or other legal requirements.
Consent - where required, for example for certain marketing or optional processing activities. You may withdraw consent at any time where processing is based on consent.

Important: we only use personal data for the purpose for which it was collected, unless we reasonably consider that another compatible purpose applies or we are required to do otherwise by law.

5. How we use your data

We use personal data to:

provide quotations and manage bookings;
plan and carry out moving and van services;
communicate with you about your service request or booking;
issue invoices, process payments, and manage accounts;
maintain business records and fulfil legal obligations;
handle complaints, claims, and service queries;
protect our business, staff, and customers from misuse or unlawful activity;
improve service quality and customer experience.

Where we use personal data for legitimate interests, we do so carefully and only after considering the impact on your privacy. We do not sell personal data.

6. Data sharing and processors

We may share personal data with trusted third parties who act as processors or, in some cases, independent controllers. Processors are only permitted to process personal data on our instructions and must keep it secure.

Examples of processors and service providers may include:

IT and cloud storage providers;
accounting and invoicing software providers;
payment processing providers;
communication and messaging service providers;
professional advisers such as accountants or legal advisers;
customer record management tools;
subcontracted service partners, where required to complete a booking.

We may also disclose personal data where necessary to comply with the law, respond to lawful requests, enforce our rights, or protect the rights, property, or safety of our customers, staff, or others.

Where data is shared with third parties outside the UK or EEA, we will ensure appropriate safeguards are in place as required by data protection law.

Processor safeguards

We take reasonable steps to ensure that any processor handling personal data on our behalf:

has appropriate technical and organisational security measures;
processes data only on documented instructions;
does not retain data longer than necessary;
supports us in meeting our data protection obligations where required.

7. Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including meeting legal, accounting, tax, and reporting requirements. The retention period depends on the type of data and the context in which it is used.

Quotation and enquiry data may be kept for a reasonable period to manage follow-up queries and business records.
Booking and transaction records are generally retained for the period needed to complete the service and meet financial or legal obligations.
Correspondence may be retained where necessary to evidence communications, resolve disputes, or improve service handling.
Technical data is retained only as long as necessary for operational and security purposes.

When personal data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you. Retention periods may vary depending on legal requirements and the nature of the service provided.

8. Security of personal data

We use appropriate technical and organisational measures to protect personal data against accidental loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff awareness, and limited access to personal data on a need-to-know basis.

While no system can be guaranteed to be completely secure, we take the protection of your information seriously and review our safeguards regularly.

9. Your rights under data protection law

You have a number of rights regarding your personal data. Subject to legal limitations, 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 circumstances.
Right to restrict processing - 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 request that certain data be provided in a structured, commonly used format, where applicable.
Right to withdraw consent - where processing is based on consent, you can withdraw it at any time.

To exercise your rights, you may make a request through our usual communication channels. We may need to verify your identity before responding. We will respond within the time limits required by law.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you are unhappy with how your personal data has been handled.

10. Marketing communications

We may send service-related communications where necessary for bookings, quotations, or customer administration. Where we send marketing communications, we will only do so where permitted by law and, where required, with your consent. You may opt out of marketing at any time.

11. Children’s data

Our services are intended for adults. We do not knowingly collect personal data from children unless it is necessary for a service request and provided by an adult with authority to act on their behalf. If we become aware that we have collected child-related data without appropriate authorisation, we will take steps to delete it where required.

12. Changes to this Privacy Policy

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

13. Summary of our approach

In summary, Man With Van Tufnell Park processes personal data to provide moving and van services efficiently, lawfully, and securely. We collect only what we need, use it for clear and legitimate purposes, retain it only as long as necessary, and share it only with trusted processors or where required by law. We respect the rights of all customers in the area and work to protect personal data at every stage of processing.