Privacy Policy - Haringey Man And Van

This Privacy Policy explains how Haringey Man And Van collects, uses, stores, shares, and protects personal data when providing moving, transport, and related services. It applies to all Haringey Man And Van customers in the area, including people who enquire about our services, request a quote, make a booking, or receive services from us. We are committed to handling personal data in a fair, transparent, and secure way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, you acknowledge that we may process your personal data as described in this policy. We only collect and use information that is necessary to manage our services properly, to meet our legal obligations, and to improve the customer experience.

1. Data We Collect

We may collect and process the following categories of personal data:

Identity details such as your name and title.
Contact details such as your phone number and email address.
Service details including pickup and delivery addresses, move date, property access information, item inventories, and special handling instructions.
Payment and billing information where needed to process invoices, issue receipts, or manage refunds.
Communication records such as emails, messages, and notes from calls or enquiries.
Technical data such as basic website or device information if you interact with our digital services.
Safety and operational information including details required to plan the move safely, such as parking constraints, stair access, lift access, or fragile items.

We do not intentionally collect more information than is required. In some situations, you may choose to provide additional information, for example when discussing access needs or delivery preferences. Where such details are relevant to the service, we will process them only for that purpose.

2. How We Use Personal Data

We use personal data to deliver our services effectively and responsibly. This may include:

responding to enquiries and providing quotations;
managing bookings, scheduling, and route planning;
carrying out removals, transport, and related services;
processing payments, invoices, and refunds;
communicating service updates and operational information;
maintaining records for administration and dispute handling;
meeting legal, accounting, tax, and regulatory obligations;
improving service quality, efficiency, and customer support;
protecting against fraud, misuse, or security incidents.

We process personal data only for specific and legitimate purposes. We do not use your data in ways that are incompatible with those purposes unless we have a lawful basis to do so.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each type of processing. Haringey Man And Van relies on the following lawful bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes preparing quotations, confirming bookings, delivering services, and handling payment-related matters.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This can include managing customer communications, improving operations, maintaining service records, and preventing fraud or misuse.

Legal Obligation

We may retain and process information to comply with legal duties such as tax reporting, accounting requirements, insurance obligations, and lawful requests from authorities.

Consent

In limited cases, we may rely on your consent, for example where it is required for a particular form of communication or optional service. Where we rely on consent, you may withdraw it at any time.

4. Data Sharing and Processors

We may share personal data with trusted third parties who help us operate our services. These parties act as processors or independent data controllers depending on the service they provide. We ensure appropriate contractual and security safeguards are in place before sharing data.

Examples of processors and recipients may include:

IT and hosting providers that store secure service records and communication systems.
Email and messaging providers used to communicate with customers.
Payment service providers that handle card or electronic payment processing.
Accounting and bookkeeping providers that assist with financial records and tax compliance.
Insurance providers where information is needed for claims or policy administration.
Professional advisers such as legal or compliance advisers when necessary.
Public authorities where disclosure is required by law.

We do not sell your personal data. If data is transferred to a processor, that processor may only use it according to our instructions and for the agreed purpose. Processors are required to protect your data and must not use it for their own purposes unless separately authorised by law.

5. Data Retention

We retain personal data only for as long as necessary for the purpose it was collected and to satisfy legal, accounting, and operational requirements. Retention periods may vary depending on the type of record and the reason for keeping it.

Quotation and enquiry records may be retained for a reasonable period to manage follow-up questions, service history, and business administration.
Booking and service records may be kept for the period needed to fulfil the service, resolve disputes, and maintain accurate operational history.
Financial and tax records are retained in line with legal obligations and accounting rules.
Claims or complaint records may be kept for as long as needed to investigate and resolve the matter.

When personal data is no longer required, we will securely delete it, anonymise it, or archive it in a restricted manner where appropriate. We review retention needs regularly to ensure data is not kept for longer than necessary.

6. Security of Your Information

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff awareness, and limiting data access to those who need it for legitimate business purposes.

Although we work hard to protect your information, no system can be guaranteed completely secure. If a data incident occurs, we will respond in line with our legal obligations and take reasonable steps to reduce any risk to you.

7. Your Rights

Under data protection law, you have a number of rights regarding your personal data. These rights may apply depending on the circumstances and the lawful basis for processing.

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 - you can ask us to delete your personal data in certain situations.
Right to restriction - you can request limited processing in certain circumstances.
Right to object - you can object to processing based on legitimate interests.
Right to data portability - you can request that certain information be provided in a structured, commonly used format.
Right to withdraw consent - where processing is based on consent, you may withdraw it at any time.

You also have the right to raise concerns about how we handle your data. If you believe your rights have been infringed, you may seek further advice from the relevant data protection supervisory authority in the UK.

8. Children’s Data

Our services are intended for adults and business customers arranging moves or transport services. We do not knowingly collect personal data from children unless it is necessary and lawful in connection with a service arrangement made by an adult. If we become aware that we have collected data unlawfully, we will take appropriate steps to delete it.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, business practice, or service operations. Any revised version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain aware of how their information is used.

10. Contact and Further Information

If you have questions about this Privacy Policy, your rights, or how your personal data is handled, you may raise them through the usual service channels used for customer administration. We will consider and respond to valid data protection requests in line with applicable law.

Summary principle: Haringey Man And Van processes personal data only when necessary, uses it lawfully, stores it securely, and keeps it only for as long as required for service delivery, legal compliance, and legitimate business administration.