Privacy Policy - Man With Van Finchley

This Privacy Policy explains how Man With Van Finchley collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Man With Van Finchley customers in the Finchley area, including individuals, households, and businesses who use our removal, transport, and related services. We are committed to handling personal data lawfully, fairly, transparently, and 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 Finchley acts as the data controller for personal information collected in the course of providing our services. This means we determine the purposes and means of processing your personal data. We take our responsibilities seriously and only process data where we have a valid lawful basis to do so.

2. Personal Data We Collect

We collect only the information necessary to arrange, deliver, and manage our services. The types of personal data we may collect include:

Identity details such as your name and title;
Contact details such as your phone number and email address;
Address information including collection and delivery locations;
Service details such as booking times, property access notes, item descriptions, and service preferences;
Payment and billing information where needed to process transactions and issue invoices;
Communication records including emails, messages, or notes from phone calls;
Complaint or feedback information if you contact us with a query, concern, or review;
Technical data if you interact with us through digital systems, such as basic device or usage information used for security and performance purposes.

We do not intentionally collect special category data unless it is strictly necessary and you choose to provide it, or the law requires us to do so. If such information is ever shared with us, we will handle it with extra care and in line with legal requirements.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotes and confirm bookings;
To plan and carry out moving or transport services;
To communicate with you before, during, and after a service;
To manage payments, invoices, and records;
To handle complaints, queries, or service requests;
To maintain internal records and service quality;
To meet legal, regulatory, tax, and insurance obligations;
To improve our operations, scheduling, and customer experience;
To protect against fraud, misuse, or unlawful activity.

We will only use your personal data for the purpose for which it was collected, unless we reasonably need to use it for another compatible purpose and the law allows this. We do not sell your personal data.

4. Lawful Basis for Processing

We rely on one or more of the following lawful bases under the UK GDPR:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing quotes, confirming bookings, arranging collections and deliveries, and completing payments.

Legal Obligation

We may process and retain data where required to comply with legal duties, such as tax records, accounting obligations, insurance requirements, and lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where these interests are not overridden by your rights. This may include managing customer relationships, improving services, preventing fraud, and maintaining business records. We always consider the impact on your privacy before relying on this basis.

Consent

In limited situations, we may rely on your consent, for example where you choose to receive certain marketing communications or provide optional information. When consent is used, you can withdraw it at any time.

5. Sharing Your Information

We may share your data with trusted third parties only when necessary and only to the extent required to deliver our services or meet legal obligations. These third parties may include:

Payment providers for processing transactions;
Accountants and tax advisers for financial and compliance purposes;
Insurance providers where claims or cover verification is needed;
IT and system providers who support our booking, communication, or record-keeping tools;
Subcontractors or service partners who assist with deliveries or related operational tasks;
Public authorities where disclosure is required by law or necessary to protect legal rights.

All processors and service providers are required to handle personal data securely and in accordance with data protection law. We only engage processors who provide suitable guarantees regarding technical and organisational security measures.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, and no longer than required by law. Retention periods depend on the type of information and the reason it was collected. In general:

Booking and service records are kept for the period needed to manage the customer relationship and resolve any disputes;
Financial and tax records are retained for the legally required accounting period;
Communication records may be stored for a reasonable time to support customer service, record-keeping, and legal protection;
Complaint and claims information may be held longer where necessary to defend or establish legal claims.

When data is no longer needed, we will securely delete, anonymise, or destroy it. We do not retain personal information indefinitely.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, alteration, or disclosure. These measures may include access restrictions, secure storage, staff awareness, and controlled data sharing. While no system can be guaranteed to be completely secure, we work hard to maintain a high standard of protection.

8. International Transfers

If any personal data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect it. This may include using approved transfer mechanisms and verifying that the recipient provides an adequate level of data protection.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These may include:

The right of access to obtain a copy of the personal data we hold about you;
The right to rectification to correct inaccurate or incomplete data;
The right to erasure in certain circumstances, often known as the right to be forgotten;
The right to restrict processing in certain situations;
The right to data portability where processing is based on consent or contract and carried out by automated means;
The right to object to processing based on legitimate interests or direct marketing;
The right to withdraw consent at any time where consent is the lawful basis;
The right to lodge a complaint with the Information Commissioner???s Office if you believe your data has been handled improperly.

We will respond to valid requests within the time limits required by law. In some cases, we may need to verify your identity before acting on a request. Certain rights may be limited where legal exceptions apply.

10. Children???s Data

Our services are intended for adults who arrange moving or transport services. We do not knowingly collect personal data from children for marketing purposes. If information relating to a child is provided as part of a booking or service arrangement, we will only process it where necessary and in accordance with applicable law.

11. Marketing Communications

If we send you marketing information, we will do so only where permitted by law. You may opt out of marketing at any time. We will continue to send essential service messages where necessary, as these are not marketing and are required to manage your booking or account.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any updates will take effect when published in the revised version. We encourage customers in Finchley and the surrounding area to review this policy periodically so they remain informed about how their data is handled.

13. Summary of Our Commitment

Man With Van Finchley is committed to respecting your privacy and protecting your personal information. We collect only what we need, use it for clear and lawful purposes, keep it only for the necessary period, and limit access to trusted processors and service partners. We aim to ensure that every customer in the Finchley area can use our services with confidence, knowing that their personal data is treated responsibly, securely, and transparently.