Privacy Policy - Man With Van Harlesden

This Privacy Policy explains how Man With Van Harlesden collects, uses, shares, stores, and protects personal data when providing moving, delivery, packing, loading, unloading, and related services. It applies to all Man With Van Harlesden customers in the area, including individuals, households, landlords, tenants, businesses, and anyone who requests or receives our services. We are committed to handling personal data in a lawful, fair, and transparent way 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 Harlesden acts as the data controller for the personal data we collect and use in connection with our services. This means we decide how and why personal data is processed. We only process personal data where we have a valid lawful basis, and we only keep it for as long as necessary for the relevant purpose.

2. Personal Data We Collect

We collect only the personal data that is necessary to provide and manage our services. The exact information may vary depending on the type of service requested and the way we interact with you.

Information you provide directly

Identity details such as your name and, where needed, company name.
Contact details such as telephone number and email address.
Service details such as pickup and delivery addresses, moving dates, property access details, item lists, and special handling instructions.
Payment information such as billing details and payment confirmation records.
Communication records including enquiries, complaints, quotes, and service feedback.

Information we collect automatically

Technical information such as device type, browser type, and IP address when you interact with our digital systems.
Usage information relating to how you engage with our communications or service platforms.
Location-related information where needed to plan routes, estimate service requirements, or complete a move.

Information from third parties

In some cases, we may receive personal data from third parties, such as property managers, landlords, business partners, payment providers, or individuals arranging a service on your behalf. We treat this information in the same careful manner as information provided directly by you.

3. How We Use Personal Data

We use personal data only where it is necessary for a specific and legitimate purpose. Typical uses include:

Providing quotes and arranging bookings.
Preparing for, carrying out, and completing moving or delivery services.
Contacting you about scheduling, access, delays, changes, or service updates.
Managing invoices, payments, and receipts.
Responding to questions, complaints, or claims.
Maintaining business records and service quality.
Meeting legal, tax, insurance, and regulatory obligations.
Preventing fraud, misuse, or unsafe activity.

We will not use your personal data for purposes that are incompatible with the reasons it was originally collected, unless we have a lawful basis to do so and you would reasonably expect such use.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. We rely on the following bases where appropriate:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing quotes, making bookings, planning moves, delivering services, and handling payment administration.

Legal obligation

We may process personal data to comply with legal and regulatory obligations, such as tax recordkeeping, accounting requirements, fraud prevention, insurance matters, and lawful requests from authorities.

Legitimate interests

We may process personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This may include managing our operations, improving our services, protecting our property and staff, and maintaining accurate records.

Consent

In limited situations, we may rely on your consent, for example for certain optional communications or specific processing activities. Where we rely on consent, you can withdraw it at any time.

5. Sharing Personal Data and Processors

We may share personal data only when necessary and only with appropriate safeguards in place. We do not sell personal data.

Processors and service providers

We may use trusted third-party processors to help us operate our business. These processors may include:

Payment service providers.
Accounting and bookkeeping providers.
IT, cloud storage, and data backup providers.
Communication and scheduling tools.
Insurance or claims handling providers.
Professional advisers such as legal or tax specialists.

These processors are only allowed to process personal data on our instructions, for agreed purposes, and with adequate confidentiality and security measures. They are not permitted to use your data for their own unrelated purposes.

Other disclosures

We may also disclose personal data where necessary to comply with the law, enforce our agreements, protect our rights, prevent fraud, or respond to lawful requests from public authorities or courts.

6. International Transfers

If any processor or service provider stores or accesses personal data outside the United Kingdom, we will take steps to ensure appropriate safeguards are in place. These may include approved contractual clauses or other lawful transfer mechanisms to protect your information to a standard consistent with UK data protection requirements.

7. Data Retention

We keep personal data only for as long as needed for the purposes for which it was collected, including any legal, accounting, insurance, or reporting obligations. Retention periods may vary depending on the type of record.

Booking and service records are generally kept for a period necessary to manage the service, deal with disputes, and maintain business records.
Financial and tax records are retained for the period required by law.
Complaint and claims records may be retained longer where needed to resolve issues or defend legal claims.
Enquiry records may be retained for a shorter period if no booking is made.

When personal data is no longer needed, we will delete it or anonymise it securely.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality duties, and regular review of our data handling practices. While no system can be completely secure, we work to maintain a level of security appropriate to the nature of the data we process.

9. Your Rights

As a data subject, you have rights under data protection law in relation to your personal data. These rights may apply depending on the circumstances and the legal basis for processing.

Right of access — to request a copy of the personal data we hold about you.
Right to rectification — to ask us to correct inaccurate or incomplete information.
Right to erasure — to request deletion of your data in certain situations.
Right to restriction — to ask us to limit how we use your data in certain cases.
Right to object — to object to processing based on legitimate interests or direct marketing.
Right to data portability — to receive certain 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.

You also have the right to raise concerns with the UK Information Commissioner’s Office if you believe your data rights have been infringed. We encourage you to contact us first so we can try to resolve any issue promptly.

10. Automated Decision-Making

We do not rely on fully automated decision-making that produces legal or similarly significant effects about you. If this changes, we will update this policy and explain the logic, significance, and potential consequences of such processing where required by law.

11. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is necessary for a service arrangement made by a parent, guardian, or lawful representative. Where such data is processed, it will be done lawfully and only to the extent required to provide the relevant service.

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 handling practices. Any updated version will apply from the date it is issued. We encourage you to review this policy periodically so that you remain informed about how your personal data is handled.

13. Summary of Key Commitments

Man With Van Harlesden is committed to handling personal data responsibly, securely, and lawfully. We only collect what we need, use it for clear and legitimate purposes, keep it for no longer than necessary, and share it only with trusted processors or where required by law. We respect your rights and aim to process all customer data in a fair and transparent way. This policy applies to all customers in the Harlesden area who use our moving and related services.