Man with Van Harrow Privacy Policy

This Privacy Policy explains how Man with Van Harrow collects, uses, stores and protects personal data relating to customers and prospective customers in the Harrow area. It is intended to comply with the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Man with Van Harrow customers in the area who contact us, request a quote, make a booking, or otherwise use our services.

Who We Are

Man with Van Harrow provides van and moving services to customers in and around the Harrow area. For the purposes of data protection law, Man with Van Harrow is the data controller in relation to the personal data described in this Privacy Policy. This means we determine how and why your personal data is processed.

Types of Personal Data We Collect

We may collect and process the following categories of personal data when you interact with Man with Van Harrow or use our services:

Identification and contact details such as name, address, pick-up and drop-off addresses, contact preferences, and general location details related to your move.

Communication data such as information you provide when you contact us to request a quote, make a booking, ask a question, send feedback, or make a complaint.

Service and booking information such as dates and times of moves, details of items to be moved in broad terms, special access requirements, and any instructions relevant to the performance of the service.

Payment-related information such as payment method and confirmation of payment from third-party payment providers. We do not store full payment card details when payments are processed through external providers.

Technical and usage data such as basic information about how you access our website or online booking tools, including device type, approximate location, and pages visited, where this is collected by necessary cookies or similar technologies.

How We Collect Your Data

We collect personal data from you in several ways:

Directly from you when you contact us by phone, via online forms, or through any other method to request a quote or book a service.

During the delivery of our services when we attend your premises and record service details necessary to complete your move.

From third parties where necessary, such as partners who may refer you for our services or payment service providers who confirm payment status.

Purposes and Lawful Bases for Processing

We process your personal data only where we have a lawful basis under data protection law. The main purposes and lawful bases are:

To provide quotes and respond to enquiries. When you request information or a quote, we process your contact details and enquiry information to respond and provide you with pricing and availability. The lawful basis is our legitimate interests in operating and growing our business and, where appropriate, taking steps at your request before entering into a contract.

To perform a contract with you. When you book a service, we process your contact details, service and booking information, and relevant communication data to schedule, manage and complete the move. The lawful basis is the performance of a contract and taking steps at your request before entering into a contract.

To process payments and manage invoices. We process payment-related information to confirm that payment has been made and to issue invoices and receipts. The lawful basis is performance of a contract and compliance with our legal obligations in relation to accounting and tax.

To manage customer relationships and support. We may process your data to handle queries, feedback and complaints, and to keep records of our interactions. The lawful basis is our legitimate interests in providing good customer service, maintaining records, and protecting our business.

To comply with legal and regulatory obligations. We may process your personal data in order to comply with legal obligations, for example in relation to tax reporting, business records, or cooperation with lawful requests from authorities.

To improve our services and operations. We may use aggregated and, where possible, anonymised data to analyse how our services are used and to improve efficiency, safety and customer satisfaction. The lawful basis is our legitimate interests in developing and improving our services.

Data Retention

We keep your personal data only for as long as is necessary for the purposes for which it was collected, including to meet any legal, accounting or reporting requirements.

For general enquiries and quotes that do not lead to a booking, we normally retain personal data for up to twelve months from the date of the last contact, unless a shorter or longer period is required or permitted by law.

For customers who book a service, we usually retain booking and invoice records, including relevant contact details, for up to seven years from the end of the financial year in which the service was provided, in order to comply with tax and accounting obligations.

Technical and usage data collected via our website may be retained for shorter periods that are appropriate for security, analysis, and service improvement, after which it will be deleted or anonymised.

Data Sharing and Processors

We do not sell your personal data. We may share your data with trusted third parties where necessary for the operation of our services or for legal reasons. Where third parties process personal data on our behalf, they act as data processors and must follow our instructions and comply with data protection law.

Typical categories of processors include:

IT and hosting providers who store data and provide technical infrastructure for our systems and website.

Payment service providers who securely process your payment transactions and provide us with payment confirmations.

Professional advisers such as accountants or legal advisers where necessary for financial management, audits, or legal claims.

We may also share personal data with third parties who act as independent data controllers, for example insurers or law enforcement authorities, where required by law or to protect our rights, property or safety, or the rights, property or safety of others.

International Transfers

Where our service providers or their systems are located outside the United Kingdom, your personal data may be transferred to countries that may have different data protection standards. In such cases, we will ensure that appropriate safeguards are in place, such as using standard contractual clauses or transferring data to countries with an adequacy decision, to provide a level of data protection essentially equivalent to that in the UK.

Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, unlawful processing, accidental loss, destruction or damage. These measures include access controls, secure storage, regular review of our information security practices, and limiting access to personal data to staff and service providers who need it for the purposes described in this Privacy Policy.

Your Data Protection Rights

As a data subject under the UK General Data Protection Regulation, you have a number of rights in relation to your personal data, subject to certain conditions and legal limitations. These include:

Right of access. You have the right to ask us for confirmation that we process your personal data and to request a copy of that data, along with information about how we use it.

Right to rectification. You have the right to request that we correct or complete any personal data that is inaccurate or incomplete.

Right to erasure. You have the right to request that we delete your personal data in certain circumstances, for example where it is no longer needed for the purposes for which it was collected, or where you withdraw consent and there is no other legal basis for processing.

Right to restriction of processing. You can ask us to restrict the processing of your personal data in certain situations, such as when the accuracy of the data is contested, or you have objected to processing and your request is being considered.

Right to object. You have the right to object to processing that is based on our legitimate interests, on grounds relating to your particular situation. We will stop processing your data unless we have compelling legitimate grounds or the processing is for the establishment, exercise or defence of legal claims.

Right to data portability. In some cases, you have the right to receive the personal data you have provided to us in a structured, commonly used and machine-readable format, and to request that we transmit that data directly to another controller where technically feasible.

Right to withdraw consent. Where we rely on your consent as a lawful basis for processing, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing carried out before withdrawal.

You also have the right to lodge a complaint with the UK data protection authority if you believe that your personal data has been processed in a way that does not comply with data protection law.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time in order to reflect changes in our services, how we process personal data, or legal requirements. Any updates will be made available through our usual customer information channels. We encourage you to review this Privacy Policy periodically so that you remain informed about how we protect your personal data.

Contact About Privacy

If you have any questions about this Privacy Policy or how Man with Van Harrow handles your personal data, or if you wish to exercise any of your data protection rights, you can contact us using the usual contact details you use for our services, clearly stating that your request relates to data protection or privacy.