Privacy Policy
Man with Van North Finchley Privacy Policy
This Privacy Policy explains how Man with Van North Finchley collects, uses, stores, and protects personal data relating to customers and prospective customers in the North Finchley area. It also describes your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all services provided by Man with Van North Finchley within the North Finchley area and any related communication or enquiry about those services.
1. Who we are and scope of this policy
Man with Van North Finchley is a local moving and transport service provider operating in and around the North Finchley area. In this Privacy Policy, we are the data controller, meaning we determine the purposes and means of processing your personal data. This policy applies to all customers, prospective customers, and individuals who contact us in relation to our man and van services in the North Finchley area, regardless of how they contact us.
2. Personal data we collect
We only collect personal data that is necessary to provide our services and to manage our relationship with you. The types of personal data we may collect include:
Identification and contact details: name, address, delivery or collection addresses, and other contact details that you provide to arrange or receive our services.
Service details: information about the moving or transport service you request, including dates, times, locations, access information, inventory or item descriptions, and special instructions.
Communication data: information contained in enquiries, messages, and correspondence you send to us, including by phone, online forms, or other communication methods.
Billing and payment information: limited information needed to issue quotes, invoices, and payment confirmations. Where we use external payment providers, we do not receive your full card details and rely on information that provider shares with us for accounting and record-keeping.
Technical and usage data: if you use our website or online forms, we may collect technical information such as IP address, device and browser details, and basic usage data such as pages visited and the date and time of access, through standard logging and cookies or similar technologies.
3. How we collect your data
We collect personal data directly from you when you contact us to request a quote, make a booking, or ask a question. This may be by phone, through an online form, or in other written or verbal communications. We may also receive your data indirectly if another person books a service on your behalf or if you are named as a contact or recipient of items being moved. In some cases, we may receive information from third-party platforms that you use to find and contact local moving services. In those cases we only receive the details necessary to respond to your enquiry and provide the requested service.
4. Lawful bases for processing personal data
We process personal data only when we have a lawful basis under data protection law. The main lawful bases we rely on are:
Contract: we process your data to enter into and perform a contract with you, such as arranging a man and van service, confirming bookings, and providing the service you requested, including managing payments and responding to service-related communications.
Legitimate interests: we may process your data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This includes managing our business operations, improving our services, handling enquiries and complaints, maintaining security and preventing fraud, and keeping limited records of past services for reference and dispute resolution.
Legal obligation: we process certain data to comply with legal and regulatory requirements, such as record-keeping, tax, accounting, and responding to lawful requests from public authorities.
Consent: in limited situations, we may rely on your consent, for example for certain types of optional marketing or the use of cookies that are not strictly necessary. Where we rely on consent, you can withdraw it at any time.
5. How we use your personal data
We use your personal data primarily to:
Provide and manage the man and van services you request, including planning routes, organising staff and vehicles, confirming collection and delivery details, and carrying out the agreed service.
Respond to your enquiries, provide quotes, and communicate with you before, during, and after the service.
Issue invoices, process payments via chosen payment providers, and manage accounting and financial records.
Improve and develop our services, including using aggregated or anonymised data where possible.
Maintain safety and security for our staff, vehicles, and customers, including verifying addresses and access arrangements.
Handle disputes, complaints, and legal claims, and enforce our contractual rights.
6. Data retention and storage
We keep personal data only for as long as necessary for the purposes described in this Privacy Policy, and to meet legal, accounting, and reporting requirements. In general:
Service and booking records, including basic contact and service details, are typically kept for up to six years after the end of the relevant tax year to comply with legal and accounting obligations and to manage any potential disputes.
Enquiry-only data, where no booking is made, may be kept for a shorter period, usually up to two years, to help us manage repeat enquiries, improve our services, and maintain records of past quotations.
Technical and usage data collected through our website or forms may be kept for shorter periods, subject to our operational needs and security practices.
When data is no longer required, we securely delete or anonymise it. Retention periods may vary depending on the type of data, the context of collection, and any specific legal requirements that apply.
7. Data processors and third parties
We may share your personal data with trusted third-party service providers who act as data processors on our behalf. These may include:
Payment processing providers who handle card payments and related transactions.
IT and hosting service providers who support our website, online forms, email systems, and data storage.
Professional advisers such as accountants or legal advisers, where necessary for our business and legal obligations.
These processors are only permitted to process your personal data according to our instructions and for the purposes set out in this Privacy Policy. They are required to implement appropriate technical and organisational measures to protect your data and to comply with applicable data protection laws.
We may also need to share your personal data with public authorities, regulators, or law enforcement agencies where we are legally required to do so, or where this is necessary to protect our rights, property, or safety, or that of our customers or staff.
8. International transfers
Where we use service providers or store data in locations outside the United Kingdom, we will ensure that appropriate safeguards are in place in accordance with data protection laws. This may include using countries that have been formally recognised as providing an adequate level of data protection or entering into standard contractual clauses or equivalent arrangements to protect your personal data.
9. Data security
We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include restricting access to personal data to those staff and service providers who need it for legitimate business purposes, using secure systems and devices, and regularly reviewing our security practices. However, no method of transmission or storage is entirely risk-free, so we cannot guarantee absolute security.
10. Your data protection rights
Under data protection laws, you have a number of rights in relation to your personal data, subject to certain conditions and exceptions. These rights include:
Right of access: you can request a copy of the personal data we hold about you, together with information about how we process it.
Right to rectification: you can ask us to correct inaccurate or incomplete personal data.
Right to erasure: in some circumstances, you can ask us to delete your personal data, for example where it is no longer needed for the original purpose and no overriding legal basis exists to keep it.
Right to restriction: you can ask us to restrict the processing of your data in certain situations, for example while we verify its accuracy or consider an objection you have raised.
Right to object: you can object to our processing of your personal data where we rely on legitimate interests. We will consider your objection and stop processing unless we have compelling legitimate grounds to continue or we need the data for legal claims.
Right to data portability: where processing is based on consent or contract and carried out by automated means, you can request that we provide your data in a commonly used, machine-readable format or transfer it to another controller where technically feasible.
Right to withdraw consent: where we rely on your consent, you may withdraw it at any time, and we will stop the specific processing covered by that consent.
If you wish to exercise any of these rights, you can contact us using the usual contact methods you have for Man with Van North Finchley. We may need to verify your identity before responding to your request.
11. Complaints and contact
If you have any concerns or questions about how we handle your personal data, or about this Privacy Policy, you are encouraged to contact us in the first instance so we can try to resolve the issue. You also have the right to lodge a complaint with the UK data protection regulator, the Information Commissioner's Office, if you believe your data protection rights have been infringed.
12. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any updated version will apply to all new and existing customers in the North Finchley area from the date it is published. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.
