Privacy Policy
Man and a Van Harrow Privacy Policy
This Privacy Policy explains how Man and a Van Harrow collects, uses, stores and shares personal data relating to customers and prospective customers in the Harrow area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all services provided by Man and a Van Harrow, whether you contact us online, by phone, or in person, and it applies to all Man and a Van Harrow customers in the local service area.
Who We Are and Scope of This Policy
Man and a Van Harrow is a local transport and moving service provider. For the purposes of data protection law, Man and a Van Harrow is the data controller for the personal data described in this Privacy Policy. This means we decide how and why your personal data is processed when you engage our services or make an enquiry.
This Privacy Policy covers personal data relating to individuals who book our services, request a quotation, make an enquiry, or otherwise interact with us as customers or prospective customers within the Harrow area.
Personal Data We Collect
We collect and process different categories of personal data depending on how you interact with us. This may include:
Identification and contact details: name, postal address, collection and delivery addresses, email address, and contact details for you or another person you nominate regarding the move.
Booking and service information: details about your move or transport request, such as property access details, parking information, inventory or description of goods to be transported, preferred dates and times, and any special instructions you provide.
Communication records: information contained in messages, enquiries, feedback, or complaints you send to us, as well as notes of conversations where relevant to your booking or our services.
Payment and transaction data: information relating to payments you make to us for services, such as transaction amounts, dates and partial payment reference details. We do not store full payment card numbers or full bank account details if payments are processed through third party payment providers.
Technical and usage information: limited technical data generated when you visit our online pages, such as your approximate location, device type, and basic browsing actions, to the extent needed to provide and protect our services.
How We Collect Your Data
We collect personal data directly from you when you contact us, request a quotation, make a booking, or provide information in relation to a service. This can be done by phone, through online forms, or in person.
We may also receive personal data indirectly when another person books services on your behalf and provides your details as a contact or recipient of the service.
Lawful Bases for Processing
We only process your personal data where we have a lawful basis under the UK GDPR. Depending on the context, the relevant lawful bases are:
Contract: We process your data where it is necessary to enter into or perform a contract with you, for example when you request a quotation, make a booking, or ask us to carry out transport or moving services.
Legal obligation: We process certain data where necessary to comply with legal and regulatory obligations, such as record-keeping, tax requirements, and responding to lawful requests from authorities.
Legitimate interests: We process data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This includes managing our relationship with you, improving our services, ensuring the security of our vehicles and staff, preventing fraud, and handling complaints or claims.
Consent: In limited cases, we may rely on your consent to process your personal data, for example for certain types of marketing. When we rely on consent, you may withdraw it at any time by contacting us, and this will not affect the lawfulness of processing before the withdrawal.
How We Use Your Personal Data
We use your personal data for the following purposes:
To provide quotations, confirm bookings, and deliver our man and van services, including planning routes and logistics for your move or transport request.
To communicate with you about your enquiries, quotations, bookings, changes to services, or any issues that may arise before, during, or after your service.
To manage payments, invoices, and accounting records in connection with the services we provide to you.
To manage our business operations, including vehicle scheduling, staff allocation, and service quality monitoring.
To respond to and resolve complaints, disputes, or claims, and to maintain records that may be needed to protect our legal rights.
To send you limited information about similar services you have previously purchased, where permitted by law, and always with the option to opt out.
Data Retention
We keep your personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy and to comply with applicable legal and regulatory requirements.
In general, we retain booking and transaction records for up to seven years after the end of the relevant financial year to meet accounting and tax obligations. Communication records and service notes may be kept for a similar period where required for legal, regulatory, or insurance purposes.
Where personal data is no longer required for the purposes for which it was collected and no longer needs to be kept to meet legal obligations or to manage potential disputes, it will be securely deleted or anonymised.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with trusted third parties where necessary for the purposes described in this Privacy Policy and where there is a lawful basis to do so.
Service providers and data processors: We may use third party providers to assist with payment processing, bookkeeping, customer management, communications, website hosting, and IT support. These third parties act as data processors and may only process your personal data on our instructions and for our purposes, subject to appropriate contractual and security obligations.
Professional advisers and insurers: We may share data with legal advisers, accountants, or insurers where necessary for legitimate business interests, for example handling claims, audits, or legal matters.
Authorities and law enforcement: We may disclose personal data where required to comply with legal obligations, court orders, or lawful requests, or to protect our rights, property, or safety and that of our customers or others.
Where we use data processors located outside the UK or European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data, in line with data protection law.
Security of Your Personal Data
We take reasonable technical and organisational measures to protect your personal data from accidental loss, unauthorised access, use, alteration, or disclosure. These measures include access controls, secure storage methods, and limiting access to personal data to staff and processors who need it for their role and are subject to confidentiality obligations.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all Man and a Van Harrow customers within our service area, subject to certain legal limitations and exemptions.
Right of access: You have the right to request a copy of the personal data we hold about you and information about how we process it.
Right to rectification: You have the right to ask us to correct or complete inaccurate or incomplete personal data.
Right to erasure: In certain circumstances, you may ask us to delete your personal data, for example where it is no longer needed for the purposes for which it was collected and there is no lawful reason for us to continue processing it.
Right to restriction: You may request that we restrict the processing of your personal data in certain situations, such as while we are verifying the accuracy of the data or assessing an objection you have raised.
Right to object: You may object to our processing of your personal data where we rely on legitimate interests as our lawful basis. We will stop processing unless we have compelling legitimate grounds which override your interests or we need to continue processing for legal claims. You also have an absolute right to object to direct marketing at any time.
Right to data portability: Where our processing is based on consent or contract and is carried out by automated means, you may have the right to receive your personal data in a structured, commonly used format and to transmit it to another controller where technically feasible.
Right to withdraw consent: Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time. This will not affect processing carried out before withdrawal.
How to Exercise Your Rights and Contact Us
If you wish to exercise any of your data protection rights or have questions about this Privacy Policy or how we handle your personal data, you can contact us using the normal contact channels you use for our services. We may need to verify your identity before responding to certain requests.
You also have the right to lodge a complaint with the UK Information Commissioner's Office if you are concerned about how we are handling your personal data. We would encourage you to contact us first so that we can try to resolve your concerns directly.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our data protection practices. Any updated version will apply from the date it is made available. We recommend that you review this Privacy Policy periodically to stay informed about how we process your personal data.
