Privacy Policy - Man And A Van Harrow

This Privacy Policy explains how Man And A Van Harrow collects, uses, stores, shares, and protects personal data when providing moving, delivery, and related services. It applies to all Man And A Van Harrow customers in the area, including individuals, households, landlords, tenants, and businesses who request or receive our services. We are committed to handling personal data lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man And A Van Harrow is a service provider that arranges and carries out removal, transport, loading, unloading, and associated logistics services. For the purposes of data protection law, we are the data controller for the personal data we collect and process in connection with our services, quotations, bookings, and communications.

This policy sets out what information we collect, why we use it, the legal grounds we rely on, how long we keep it, who may process it on our behalf, and the rights available to you.

2. Personal Data We Collect

We collect only the personal data necessary to manage enquiries, provide quotes, deliver services, and comply with legal or contractual obligations. The categories of data may include:

Identity details such as your name and, where relevant, business name.
Contact details such as telephone number and email address.
Address details for pick-up, delivery, billing, and service planning.
Booking information including moving date, item descriptions, service preferences, and access requirements.
Payment and invoicing information such as payment status, billing records, and transaction references.
Communication records including emails, messages, call notes, and complaint correspondence.
Service-related information such as photographs or notes that help us assess access, item size, packing needs, or transport conditions.
Technical data where applicable, such as basic website usage or device information if you interact with our online services.

We do not intentionally collect special category data unless it is necessary and you have provided it voluntarily, or it is otherwise permitted by law. If such information is incidentally included in communications, we will handle it carefully and only for the purpose for which it was provided.

3. How We Use Your Data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to schedule and manage removals and van services;
to contact you about your booking or service changes;
to prepare invoices, process payments, and maintain financial records;
to manage customer service issues, disputes, and complaints;
to improve the efficiency, safety, and quality of our services;
to comply with legal obligations, including tax and accounting requirements;
to protect our business against fraud, misuse, or unlawful activity.

We will only use your personal data for the purpose for which it was collected, unless we reasonably consider that another compatible purpose is appropriate and lawful.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for every processing activity. Depending on the situation, we rely on one or more of the following bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes handling bookings, providing moving services, and managing related communications and payments.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include responding to customer enquiries, maintaining service records, preventing misuse, and improving operational performance.

Legal Obligation

We process certain information to meet legal requirements, such as keeping accounting records, complying with tax rules, and responding to lawful requests from authorities where appropriate.

Consent

In limited cases, we may rely on your consent, for example where optional marketing or similar communications require it. If consent is used, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. Data Sharing and Processors

We may share personal data with trusted third parties who process data on our behalf as processors. These parties are only allowed to use the data in accordance with our instructions and applicable data protection law. Examples may include:

IT and cloud service providers that store or support our records and communications;
accounting or bookkeeping processors that help manage invoices and financial records;
payment service providers that process transactions securely;
customer administration tools used to organise bookings and service notes;
professional advisers such as legal or insurance advisers where necessary;
public authorities where disclosure is required by law or necessary to protect rights, safety, or property.

We do not sell your personal data. Where a third party acts as an independent controller rather than a processor, they will be responsible for their own privacy practices.

6. International Transfers

Where service providers store or access data outside the United Kingdom, we will ensure appropriate safeguards are in place. This may include adequacy regulations, approved contractual clauses, or other lawful transfer mechanisms designed to protect your personal data to an equivalent standard.

7. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, insurance, or reporting requirements. Retention periods may vary depending on the type of information and the reason for processing.

Booking and service records are usually retained for a reasonable period after completion to handle queries, disputes, or future service references.
Financial and tax records are retained for the period required by law.
Complaint and communication records may be retained longer where needed to resolve issues or defend legal claims.
Inactive or unnecessary data is securely deleted or anonymised when no longer required.

When data is no longer needed, we take appropriate steps to remove it securely from our systems and backups where feasible.

8. How We Protect Your Data

We use reasonable technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. These may include access controls, secure storage, password protection, limited staff access, and careful handling of paper or electronic records. While no system is completely risk-free, we work to reduce risk and maintain appropriate safeguards.

9. Your Rights

You have a number of rights under data protection law. These rights may apply depending on the circumstances and legal conditions. They 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 data.
Right to erasure – to request deletion of your data in certain situations.
Right to restriction – to ask us to limit how we use your data in specific cases.
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 where legally applicable.
Right to withdraw consent – where processing is based on consent.

To exercise your rights, you may make a request using the usual communication channels you already use with us. We may need to verify your identity before responding. We will respond within the time limits required by law unless an extension is permitted.

10. Marketing Preferences

If we send marketing communications, we will do so only where lawful to do so. You can object to direct marketing at any time. If you opt out, we will stop using your data for that purpose.

11. Children’s Data

Our services are intended for adults who arrange removals or transport services. We do not knowingly collect personal data from children except where it is necessary in connection with a household move and only to the extent required to provide the service lawfully and safely.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. The latest version will apply to all customers in the Man And A Van Harrow service area from the date it becomes effective.

13. Complaints

If you have concerns about how we handle your personal data, you may raise them with us so that we can review and address the matter. You also have the right to lodge a complaint with the UK supervisory authority if you believe your data protection rights have been infringed.

By using Man And A Van Harrow services, you acknowledge that you have read and understood this Privacy Policy and that it applies to your personal data as a customer in our service area.