Privacy Policy - Man With Van Harrow

This Privacy Policy explains how Man With Van Harrow collects, uses, stores, shares, and protects personal data relating to its customers, prospective customers, and website or service users in the Harrow area. It applies to all Man With Van Harrow customers in area, including individuals who enquire about, book, receive, or pay for removal and transport 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.

By engaging our services, making an enquiry, or otherwise providing us with personal data, you acknowledge the practices described in this Policy. We encourage you to read it carefully so you understand what information we collect, why we collect it, and what rights you have over it.

1. Data We Collect

We collect only the personal data that is necessary to provide our services, manage customer relationships, and operate our business responsibly. The types of information we may collect include:

Identity information such as your name and, where relevant, the name of a business or organisation you represent.
Contact details such as address, email address, and telephone number.
Service information such as pickup and delivery addresses, property access details, moving dates, inventory notes, parking or access requirements, and special instructions.
Payment and billing information such as payment status, invoicing details, transaction references, and limited billing records.
Communication records such as emails, messages, call notes, complaints, service feedback, and correspondence about bookings or quotations.
Technical information where relevant, such as basic device or browsing data if you interact with our digital systems.
Claims and incident information if damage, delays, disputes, or insurance-related matters arise.

We do not intentionally collect special category data unless you choose to provide it and it is necessary for a specific lawful purpose, such as health information needed to support access arrangements during a move. In such cases, we will only use it with appropriate safeguards and where permitted by law.

2. How We Use Personal Data

We use personal data for legitimate business and legal purposes connected with our removal and transport services. These purposes include:

Providing quotations and confirming bookings.
Planning and completing moves, deliveries, and related logistics.
Communicating about schedules, access arrangements, and service updates.
Processing payments and issuing invoices or receipts.
Responding to enquiries, complaints, and claims.
Maintaining internal records, service quality, and business administration.
Meeting legal, tax, accounting, and insurance obligations.
Preventing fraud, misuse, or unauthorised access to our systems or services.

We only use data in ways that are compatible with the purposes for which it was collected, unless we have a valid legal reason to use it differently.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing your personal data. Depending on the context, we may rely on one or more of the following:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes managing quotations, bookings, collections, deliveries, payments, and after-service support.

Legal obligation

We process certain information to comply with legal duties, including tax, accounting, regulatory, and record-keeping obligations.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples include service management, internal administration, fraud prevention, quality control, and record maintenance.

Consent

In some cases, we may rely on your consent, for example where we need to use optional information that is not otherwise required. If consent is used, you can withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

Vital interests or other lawful grounds

In rare circumstances, we may process data to protect someone???s vital interests or where another lawful ground under UK GDPR applies.

4. Sharing and Processors

We do not sell personal data. However, we may share it with trusted third parties where necessary to provide our services or to meet legal obligations. These third parties may act as processors or independent controllers.

Examples of processors and service providers may include:

Payment service providers and invoicing systems.
IT support and data storage providers.
Communication tools used for email, messaging, or customer management.
Professional advisers such as accountants, insurers, or legal advisers.
Subcontracted drivers or operational partners acting under our instructions.

Where a third party acts as a processor, they are only permitted to process personal data on our instructions and must implement appropriate security measures. Where they act as an independent controller, their own privacy practices will apply. We require appropriate contractual and organisational safeguards before sharing any personal data.

5. International Transfers

Some service providers may store or process data outside the UK. Where this occurs, we take steps to ensure an adequate level of protection, such as using approved contractual safeguards or relying on an adequacy decision where available. These protections are intended to ensure your personal data remains secure and handled lawfully.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, and in line with legal, regulatory, insurance, and operational requirements. Retention periods may vary depending on the type of data and the reason for processing.

Customer and booking records are generally retained for the duration of the business relationship and for a reasonable period afterwards.
Payment, invoice, and tax records are retained for the period required by law and accounting rules.
Communication and service records are retained long enough to manage follow-up queries, disputes, or complaints.
Claims or incident records may be retained for longer where necessary to defend or pursue legal claims or to satisfy insurance requirements.

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

7. Data Security

We use appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, staff confidentiality obligations, secure storage, and limited data sharing on a need-to-know basis. While no system can be guaranteed to be completely secure, we work to reduce risks and to respond promptly to any suspected data incident.

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 or exemptions in some situations. Your rights may include:

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 where there is no lawful reason for us to keep it.
Right to restriction ??? to ask us to limit how we use your data in certain circumstances.
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 or have it transferred where technically feasible.
Right to withdraw consent ??? where processing is based on consent, to withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with applicable data protection law. We may need to verify your identity before acting on a request.

9. Marketing

We will only send marketing communications where permitted by law. If we rely on your consent, you may opt out at any time. If we rely on legitimate interests for certain business communications, you can object where those rights apply. We aim to keep such communications relevant, limited, and respectful of your preferences.

10. Children

Our services are not primarily directed at children. We do not knowingly collect personal data from children unless it is provided by an adult customer in connection with a move or service arrangement and is necessary for that service. If we become aware that we have collected data inappropriately, we will take appropriate steps to delete or protect it.

11. 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 revised version will apply from the date it is published or otherwise communicated. We recommend reviewing this Policy periodically so you remain informed about how we protect personal data.

Man With Van Harrow is committed to respecting privacy and ensuring that personal information is handled responsibly, securely, and in accordance with the law. If you use our services in the Harrow area, this Policy explains the standards we apply to your data throughout the service relationship.