Privacy Policy - Man With Van Palmersgreen

This Privacy Policy explains how Man With Van Palmersgreen collects, uses, stores, shares, and protects personal data in relation to all customers in the Palmers Green area. It applies to everyone who uses our moving, collection, delivery, packing, loading, or related services in this area, whether the service is arranged by phone, email, online enquiry, or any other method. 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.

1. Who We Are

Man With Van Palmersgreen provides van and moving services for individuals, households, and businesses in Palmers Green and the surrounding local area. For the purpose of data protection law, we act as the data controller for the personal data we collect and process in connection with our services. This means we decide how and why your personal data is used.

2. Information We Collect

We only collect personal data that is necessary for providing our services, managing bookings, and meeting legal obligations. The information we may collect includes:

Identity information such as your name.
Contact information such as your address, email address, and telephone number.
Booking information including moving dates, pickup and delivery addresses, service preferences, and instructions.
Payment information where required to process invoices, payments, or refunds.
Service records such as correspondence, quotes, confirmations, complaints, and notes relating to the services provided.
Access and property details relevant to carrying out a move safely, such as floor levels, parking restrictions, access issues, or special handling needs.
Technical information if you contact us through electronic systems, including basic device or message metadata where necessary for security and record-keeping.

We do not intentionally collect special category data unless you choose to provide it and it is necessary for the service or to accommodate specific requirements. Special category data may include information about health, disability, or other sensitive matters. Where such information is provided, we handle it with additional care and only where a lawful basis applies.

3. How We Use Your Personal Data

We use personal data for the following purposes:

To provide quotations and manage bookings.
To plan and deliver moving and van services safely and efficiently.
To contact you about your service, updates, changes, or issues.
To process payments and maintain accurate accounting records.
To respond to enquiries, feedback, or complaints.
To maintain business records and demonstrate compliance with legal, tax, and insurance obligations.
To improve the quality, reliability, and security of our services.

We will only use your personal data for the purposes for which it was collected, unless we reasonably believe that we need to use it for a compatible purpose or where the law requires or permits otherwise.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Depending on the circumstances, we rely on the following lawful bases:

Contract — where processing is necessary to enter into or perform a contract with you, such as arranging and completing a move.
Legitimate interests — where processing is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include managing enquiries, keeping service records, improving operations, and protecting against fraud or misuse.
Legal obligation — where processing is necessary to comply with a legal requirement, such as tax, accounting, insurance, or regulatory obligations.
Consent — where we rely on your explicit agreement for certain optional uses of data. If we ask for consent, you may withdraw it at any time.

Where special category data is involved, we will only process it where an additional condition under the UK GDPR applies, such as your explicit consent or where it is necessary for a legal claim or employment-related obligation.

5. Sharing Your Personal Data

We may share personal data with trusted third parties when necessary to deliver our services or comply with legal duties. These third parties may include:

Payment providers that help process transactions securely.
Accounting and bookkeeping service providers that assist with financial administration and tax compliance.
IT and cloud storage providers that support email, data storage, scheduling, and record management.
Professional advisers such as insurers, auditors, or legal advisers where necessary.
Subcontractors or operational partners who assist in delivering a booking, where sharing is required for the service.
Public authorities where disclosure is required by law or necessary to protect rights, safety, or property.

We require processors and service partners to handle personal data securely, use it only for agreed purposes, and comply with applicable data protection obligations. We do not sell personal data.

6. Data Processors

A data processor is a third party that processes personal data on our behalf. When we use processors, we ensure appropriate contractual safeguards are in place. These safeguards require processors to:

act only on our documented instructions;
keep personal data confidential;
implement suitable technical and organisational security measures;
assist us in responding to data subject requests where relevant;
delete or return data when it is no longer required.

Examples of processors may include secure email hosting services, booking and diary systems, invoicing platforms, storage providers, and payment handling services. We assess processors carefully before engaging them and review arrangements where necessary to maintain compliance.

7. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected and to meet our legal, accounting, or insurance obligations. Retention periods vary depending on the type of data and the reason it is held. In general:

Booking and service records may be kept for a reasonable period after completion of the job for administration, dispute resolution, and service history.
Financial and tax-related records are retained for the period required by law.
Correspondence and complaint records may be retained for as long as needed to resolve the matter and demonstrate compliance.
Data that is no longer required is securely deleted, anonymised, or destroyed.

When deciding how long to keep information, we take into account legal requirements, the nature of the data, the risk of harm from continued retention, and whether the data is still needed for business or record-keeping purposes.

8. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, misuse, or disclosure. These measures may include access controls, secure storage, password protection, and limiting access to personnel or processors who need the data to perform their duties. While we work to protect your data, no method of transmission or storage is entirely risk-free, and we cannot guarantee absolute security.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply depending on the legal basis for processing and the circumstances of the request. 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 information.
Right to erasure — in some cases, you can ask us to delete your personal data.
Right to restrict processing — you can ask us to limit how we use your data in certain situations.
Right to object — you can object to processing based on legitimate interests in certain cases.
Right to data portability — you can ask for certain data to be provided in a structured, commonly used format where applicable.
Right to withdraw consent — where processing is based on consent, you may withdraw it at any time.

You also have the right to make a complaint to the UK Information Commissioner’s Office if you believe your data rights have been violated. We encourage you to raise any concerns directly so we can address them promptly.

10. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is necessary in connection with a customer’s booking or household move and where lawful grounds apply. If we become aware that data has been collected improperly, we will take appropriate steps to delete or safeguard it as required.

11. International Transfers

In some cases, your personal data may be stored or processed outside the UK if a processor uses systems or servers in another country. Where this happens, we take steps to ensure appropriate safeguards are in place so that your data remains protected to a standard consistent with UK data protection law.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any revised version will apply from the date it is issued. We encourage customers to review this policy periodically so they remain informed about how their personal data is used.

13. Scope of This Policy

This Privacy Policy applies to all Man With Van Palmersgreen customers in the Palmers Green area, including anyone who requests, books, receives, or enquires about our services in that area. By using our services, you acknowledge that your personal data may be processed in accordance with this policy and with applicable data protection laws.

Privacy and data protection are important to us. We aim to keep your information safe, relevant, and used only when necessary for providing a reliable moving service, meeting our legal responsibilities, and respecting your rights.