Privacy Policy - Man With Van Canonbury

This Privacy Policy explains how Man With Van Canonbury collects, uses, stores, and protects personal data. It applies to all Man With Van Canonbury customers in the Canonbury area, including individuals and businesses who request quotes, make bookings, receive removals or delivery services, or otherwise interact with our moving and van services. We are committed to handling personal data in a lawful, fair, and transparent way, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Canonbury provides local moving, transport, and related logistics services. In the course of offering these services, we may act as a data controller for the personal information we collect and use. This means we decide why and how your personal data is processed. We take privacy seriously and aim to collect only the information needed to provide a reliable service, manage our business, and meet legal obligations.

2. Personal Data We Collect

We may collect and process different types of personal data depending on your interaction with us. The information we collect may include:

Identity details such as your name, title, and company name where applicable.
Contact details including your phone number, email address, and service address.
Booking and service details such as move dates, property access information, inventory lists, and special handling requirements.
Payment information necessary to process invoices, payments, or refunds.
Communication records including messages, call notes, complaints, and customer service correspondence.
Technical information such as basic device or browser data if you interact with digital systems used to manage enquiries or bookings.
Legal and compliance information where needed for insurance, dispute handling, or record-keeping obligations.

We do not seek to collect sensitive personal data unless it is necessary for a specific service, required by law, or voluntarily provided by you in the context of an enquiry or booking. Where special category data is involved, we will only process it when permitted by law and when appropriate safeguards are in place.

3. How We Use Your Personal Data

We use personal data for the following purposes:

To respond to enquiries and provide quotes.
To arrange, confirm, and deliver removal or van services.
To manage customer accounts, bookings, and service updates.
To issue invoices, process payments, and maintain financial records.
To handle complaints, claims, and disputes.
To meet legal, tax, insurance, and regulatory obligations.
To improve our services, processes, and customer experience.
To protect against fraud, misuse, or unlawful activity.

We use personal data only where it is necessary and appropriate for these purposes. We do not sell personal data.

4. Lawful Basis for Processing

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

Performance of a Contract

We process personal data when it is needed to provide a quote, enter into an agreement, perform a moving service, or take steps at your request before entering into a contract.

Legal Obligation

We may process and retain data to comply with legal requirements, including tax, accounting, insurance, and record-keeping duties.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, such as service management, customer support, operational planning, fraud prevention, and maintaining secure records, provided these interests are not overridden by your rights and freedoms.

Consent

In limited cases, we may rely on your consent, for example where it is required for a specific optional use of your information. Where consent is used, you may withdraw it at any time.

5. Sharing Your Information and Processors

We may share personal data with trusted third parties that help us run our business. These parties act as processors when they process data on our behalf and only according to our instructions. Typical processors may include:

Payment service providers for handling transactions securely.
Accounting and bookkeeping providers for invoices, records, and tax compliance.
IT and hosting providers that support our systems, storage, and security.
Communication tools providers used for email, messaging, or customer service administration.
Insurance or claims handlers where necessary to assess or manage incidents.
Professional advisers such as lawyers, auditors, or consultants when needed for compliance and business protection.

We may also disclose data if required by law, court order, or a valid request from a public authority. Where data is shared, we aim to ensure that appropriate contractual and security safeguards are in place. All processors are chosen carefully and are expected to protect your data in accordance with data protection law.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, or as required by law. Retention periods may vary depending on the type of information and the reason it was collected.

Enquiry records may be kept for a limited period to manage follow-up questions or future bookings.
Booking, invoice, and payment records may be retained for the period needed for accounting and tax compliance.
Complaint or dispute records may be kept longer where needed to resolve issues or defend legal claims.
When data is no longer required, we will delete it or anonymise it securely.

We review retention regularly to ensure that personal data is not kept longer than necessary. Our retention approach is based on necessity, legal obligations, and the need to maintain accurate business records.

7. Your Rights Under GDPR

You have important rights regarding your personal data. Subject to legal limits, these rights may include:

The right of access to request a copy of the personal data we hold about you.
The right to rectification to ask us to correct inaccurate or incomplete data.
The right to erasure in certain circumstances, also known as the right to be forgotten.
The right to restrict processing in certain situations.
The right to object to processing based on legitimate interests or direct marketing.
The right to data portability for information you have provided to us in some cases.
The right to withdraw consent where consent is the basis for processing.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data protection rights have been infringed. We encourage you to raise any concerns with us first so we can try to resolve them quickly and fairly.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and data minimisation practices. While no system can be guaranteed completely secure, we take reasonable steps to safeguard the information we hold.

9. International Transfers

Where any service provider or system involves the transfer of personal data outside the UK, we will ensure that suitable safeguards are in place to protect that information in accordance with applicable data protection law. This may include approved contractual clauses or equivalent protection measures.

10. Children’s Data

Our services are generally intended for adults. We do not knowingly collect personal data from children except where it is necessary in connection with a booking or service request made by an adult and only to the extent required to deliver the service safely and appropriately.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our operations, or our services. The latest version will apply from the date it is published or otherwise communicated. We recommend reviewing this policy periodically to stay informed about how we protect your data.

12. Summary of Our Commitment

Man With Van Canonbury is committed to using personal data responsibly, lawfully, and transparently. We collect only the information needed to deliver our services, rely on appropriate lawful bases, keep data only as long as necessary, and work with processors who meet data protection standards. If you are a customer in the Canonbury area, this policy explains how your information is handled and the rights available to you under GDPR.