Privacy Policy - Man With A Van Islington

This Privacy Policy explains how Man With A Van Islington collects, uses, stores, shares, and protects personal data in connection with our moving and transport services. It applies to all Man With A Van Islington customers in the area, including individuals, households, and business clients who request quotes, make bookings, or use our services. We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Man With A Van Islington provides man and van transport, removals, delivery, collection, and related logistics services. For the purposes of data protection law, we act as the data controller for personal data that we collect and use in the course of operating our services. This means we determine why and how your personal data is processed.

We take privacy seriously and aim to collect only the information we need to deliver a reliable, safe, and efficient service. We also expect any third parties we work with to handle personal data appropriately and to comply with relevant data protection obligations.

2. Personal Data We Collect

We may collect and process different categories of personal data depending on the nature of your enquiry or booking. The data we collect may include:

Identity details such as your name, title, and, where relevant, business name.
Contact details such as your phone number, email address, and service address.
Booking details including requested dates, time slots, collection and delivery locations, property access information, and service preferences.
Payment information such as payment status, transaction references, billing details, and limited payment-related information needed to complete transactions.
Service and communication records including messages, instructions, complaint notes, and correspondence relating to your booking or enquiry.
Operational information such as parking instructions, item descriptions, access notes, and estimates required to carry out the work safely and accurately.
Technical information where you interact with our digital systems, such as device details, browser type, and basic usage logs, if applicable.

We do not intentionally collect special category data unless it is necessary and you choose to provide it, or it is required for a specific legal or service-related reason. If such data is ever provided, we will handle it with additional care and only where a lawful basis exists.

3. How We Use Your Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To manage bookings, plan routes, and deliver moving or transport services.
To communicate with you about service arrangements, changes, or follow-up matters.
To process payments, invoices, and related administrative tasks.
To maintain service quality, handle complaints, and improve customer experience.
To keep appropriate business records, support accounting, and meet legal obligations.
To prevent fraud, misuse, or security incidents.
To protect our legal rights and resolve disputes where necessary.

We process personal data only where it is relevant and necessary for the service being provided. We do not sell your personal data.

4. Lawful Basis for Processing

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

Contract

We process your personal data where it is necessary to enter into or perform a contract with you. This includes handling quotations, bookings, delivery instructions, and payment administration.

Legal Obligation

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

Legitimate Interests

We may process data where it is in our legitimate interests to do so and where those interests are not overridden by your rights. This may include improving our services, responding to customer enquiries, ensuring operational efficiency, and protecting against fraud or misuse.

Consent

Where required by law, we will ask for your consent before processing your data. If consent is used as the basis for any processing, you may withdraw it at any time. Withdrawal of consent will not affect processing carried out before it was withdrawn.

5. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including to meet legal, accounting, or reporting requirements. Retention periods may vary depending on the type of record and the reason for processing.

In general:

Enquiry records may be kept for a limited period to manage follow-up communications and service administration.
Booking, invoice, and payment records may be retained for longer periods to satisfy tax and accounting obligations.
Complaint, incident, or dispute records may be retained until the matter is resolved and for a reasonable period afterwards.
Where data is no longer needed, it will be securely deleted, anonymised, or otherwise disposed of in a safe manner.

We apply retention practices based on necessity, proportionality, and legal requirements. We do not keep personal data indefinitely.

6. Processors and Third Parties

We may share personal data with trusted third-party service providers, known as processors, who help us run our business and deliver our services. These parties only process data on our instructions and are required to protect it appropriately.

Examples of processors and third parties may include:

Payment processors that handle secure payment transactions.
Accounting or bookkeeping providers that support financial record management.
IT and data storage providers that support email, file storage, or operational systems.
Customer management tools used to organise bookings and communications.
Professional advisers such as accountants, insurers, or legal advisers where needed.
Public authorities where disclosure is required by law or in response to lawful requests.

Where we use processors, we seek appropriate contractual protections and only share the minimum information necessary. If data is transferred outside the UK, we will take steps to ensure that appropriate safeguards are in place.

7. Data Security

We use reasonable technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff awareness, and restricted handling of sensitive records.

Although no system can be guaranteed to be completely secure, we continuously review our practices to reduce risk and improve protection. If we identify a data breach that poses a risk to your rights and freedoms, we will act in line with applicable legal requirements.

8. Your Rights

As a data subject under UK GDPR, you have several rights in relation to your personal data. These rights may be subject to legal limitations in certain situations.

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 information.
Right to erasure – you may request deletion of your data in certain circumstances.
Right to restriction – you can ask us to limit how we use your data in some cases.
Right to object – you can object to processing based on legitimate interests.
Right to data portability – you may request your data in a structured, commonly used format where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

To exercise any of these rights, you should provide enough information for us to identify you and understand your request. We may need to verify your identity before responding. We aim to respond within the timeframes required by law.

9. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is provided by an adult customer in connection with household services or where necessary for a specific service arrangement. If we become aware that we have collected data from a child without appropriate justification, we will take steps to delete or protect it as required.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data protection practices. Any updates will take effect when published in the revised version. We encourage customers in the Islington area to review this policy periodically so they remain aware of how their information is handled.

11. Contact and Complaints

If you have any questions about this Privacy Policy or how your personal data is processed by Man With A Van Islington, you may raise them through the usual customer communication channels used for your booking or enquiry. If you are not satisfied with our response, you also have the right to complain to the UK Information Commissioner’s Office (ICO).

By using our services, you acknowledge that your personal data will be processed as described in this Privacy Policy and for the purposes of providing moving and transport services to customers throughout the Islington area.