Privacy Policy - Man With A Van Wood Green

This Privacy Policy explains how Man With A Van Wood Green collects, uses, stores, shares, and protects personal data. It applies to all Man With A Van Wood Green customers in the area, including individuals and businesses using our removal, delivery, loading, unloading, packing, and related moving services. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Man With A Van Wood Green provides van-based moving and transport services for customers in and around Wood Green. In the course of delivering our services, we may process personal data relating to customers, recipients, suppliers, and other individuals involved in a booking or delivery.

For the purposes of data protection law, we act as the data controller in relation to the personal data we collect and determine how and why it is used.

2. Information We Collect

We collect only the personal data that is necessary for arranging, managing, and completing our services, as well as for legal, accounting, and operational purposes.

Categories of personal data

Identity information such as your name and, where relevant, the name of a business or recipient.
Contact details such as telephone number and email address.
Address and location details such as pickup, delivery, billing, and access information.
Booking and service information including service dates, job notes, item descriptions, and special handling requirements.
Payment and transaction data such as payment status, invoice details, and records of charges paid or due.
Communications including emails, messages, call notes, complaint records, and feedback.
Technical data if you interact with our systems, which may include device and usage information where relevant.
Identification documents only where needed for lawful, security, or verification purposes.

We do not intentionally collect special category data unless it is necessary and you choose to provide it, or unless required by law. If such information is shared with us incidentally, we will handle it with appropriate safeguards.

3. How We Use Personal Data

We use personal data to provide our services efficiently, safely, and professionally. This includes:

processing enquiries and confirming bookings;
planning routes, timings, access, and vehicle requirements;
delivering moving and transport services;
communicating service updates and changes;
issuing invoices, recording payments, and managing accounts;
responding to complaints, queries, and claims;
meeting legal, tax, insurance, and regulatory obligations;
improving service quality, internal operations, and customer experience;
preventing fraud, misuse, and unauthorised access.

We only use personal data for the purposes for which it was collected, unless we reasonably determine that we need to use it for a compatible purpose or another lawful reason.

4. Lawful Basis for Processing

We process personal data only when we have a valid lawful basis under the UK GDPR. Depending on the circumstances, we rely on one or more of the following:

Performance of a contract

We process personal data to take steps at your request before entering into a service agreement and to perform that agreement once a booking is made. This includes organising collections, transport, delivery, and related customer support.

Legal obligation

We may process personal data where necessary to comply with legal requirements, such as tax, accounting, safety, insurance, and record-keeping rules.

Legitimate interests

We may use personal data for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. These interests may include service administration, business management, communications, fraud prevention, and defending legal claims. Where required, we balance our interests against your privacy rights.

Consent

In limited cases, we may rely on your consent, for example where it is needed for a specific optional purpose. If we rely on consent, you have the right to withdraw it at any time.

5. Sharing Personal Data and Processors

We may share personal data with trusted third parties where necessary to operate our business and provide our services. These third parties may act as processors or, in some cases, independent controllers.

Typical processors and service providers

Payment processors that handle card or electronic payments securely.
Accounting and bookkeeping providers that assist with invoicing, tax, and financial records.
IT and cloud service providers that store or support business systems, email, or document management tools.
Customer communications providers that support messaging, telephone systems, or scheduling tools.
Professional advisers such as accountants, insurers, or legal advisers where necessary.
Delivery or subcontracted service partners when additional help is required to fulfil a booking.

All processors are required to process personal data only on our instructions, use appropriate security measures, and comply with data protection law. We do not sell personal data.

We may also disclose personal data if required by law, regulation, court order, or to protect our rights, customers, staff, or property.

6. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including to satisfy legal, accounting, insurance, or reporting requirements.

Retention periods may vary depending on the type of data and the reason for processing. In general:

Booking and service records are kept for a period needed to manage the customer relationship and resolve disputes.
Invoice, payment, and accounting records are kept for the time required by tax and financial laws.
Communication records are kept as long as necessary to answer queries, handle complaints, or maintain business records.
Claims or incident records may be kept longer if needed for insurance, legal defence, or ongoing investigations.

When data is no longer needed, we will securely delete, anonymise, or archive it in accordance with our retention practices.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, password protection, staff awareness, and careful management of paper and electronic records.

While no method of transmission or storage is completely secure, we work to maintain a level of protection that is appropriate to the risk of the data we handle.

8. International Transfers

Where a processor or service provider stores or accesses data outside the UK, we take steps to ensure that appropriate safeguards are in place. This may include relying on adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms recognised under data protection law.

9. Your Rights

As a data subject, you have a number of rights in relation to your personal data. These rights may be subject to legal conditions and exemptions.

Your rights include:

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 data.
Right to erasure – you can request deletion of your data in certain circumstances.
Right to restrict processing – you can ask us to limit how your data is used in specific situations.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – you can request transfer of certain data to you or another provider, where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will review your request and respond within the time limits set by law. We may need to verify your identity before taking action.

10. Complaints and Further Information

If you have concerns about how we handle personal data, you can raise them with us so we can review and address the matter. You also have the right to complain to the relevant data protection authority if you believe your data protection rights have been infringed.

This Privacy Policy may be updated from time to time to reflect changes in our practices, legal requirements, or operational needs. The latest version will apply to the processing of personal data by Man With A Van Wood Green.

By using our services, you acknowledge that you have read and understood this Privacy Policy.