Privacy Policy - Man And Van Hornsey

This Privacy Policy explains how Man And Van Hornsey collects, uses, stores, shares, and protects personal data. It applies to all Man And Van Hornsey customers in the Hornsey area, including individuals who enquire about, book, receive, or otherwise use our man and van services. We are committed to handling personal data fairly, lawfully, and transparently in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man And Van Hornsey provides removal, transport, delivery, and related moving services. In the course of providing these services, we may act as a data controller for the personal information we collect and use. This means we decide how and why your personal data is processed for our business operations, customer service, and legal obligations.

2. Personal Data We Collect

We only collect personal data that is relevant and necessary for service delivery, administration, and compliance. The types of data we may collect include:

Identity details such as your name and title.
Contact details such as phone number, email address, and service address.
Booking information including requested service dates, locations, item descriptions, and job notes.
Payment and billing information necessary to process invoices, quotes, and payments.
Communication records such as enquiries, messages, complaints, and service updates.
Service access details where needed to complete a collection or delivery safely and efficiently.
Technical data if you interact with our digital systems, such as device or browser information.

We do not intentionally collect more information than is needed. We also do not seek to collect special category data unless it is strictly necessary and you have provided it voluntarily, or we are required to process it for a lawful reason.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotes and confirm bookings.
To arrange, deliver, and manage moving or transport services.
To communicate about your booking, changes, delays, or service requirements.
To process payments, issue invoices, and manage accounts.
To keep records of services provided and customer interactions.
To deal with complaints, disputes, refunds, or insurance-related matters.
To meet our legal, tax, accounting, and regulatory obligations.
To improve our services, scheduling, and customer experience.

Where possible, we use personal data in a way that is limited, proportionate, and relevant to the service requested.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Depending on the situation, Man And Van Hornsey may rely on one or more of the following:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing quotes, scheduling services, completing moves, and managing payment arrangements.

Legal Obligation

We may process data to comply with legal and regulatory requirements, including tax, accounting, fraud prevention, and record-keeping duties.

Legitimate Interests

We may use personal data for our legitimate business interests, provided your rights and freedoms do not override those interests. This can include responding to enquiries, maintaining business records, improving operational efficiency, and preventing misuse of our services. When relying on this basis, we always consider whether the processing is necessary and whether it is fair.

Consent

In limited cases, we may ask for your consent, for example if we need to use your data for a purpose that is not covered by another lawful basis. Where consent is used, you can withdraw it at any time.

5. Sharing Your Data with Processors

We may share personal data with trusted third parties who process information on our behalf. These parties act as processors and are only allowed to use your data under our instructions and for specified purposes. Examples may include:

Payment processors that handle card or electronic payments.
Accounting and bookkeeping providers that help manage invoices and financial records.
IT and system support providers that maintain secure storage, communications, or business software.
Scheduling or administration tools used to manage bookings and customer records.
Professional advisers such as legal or insurance advisers when necessary.

We require our processors to take appropriate technical and organisational measures to protect personal data and to comply with data protection law. We do not sell your personal data.

6. Data Retention

We keep personal data only for as long as necessary for the purpose 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. In general:

Booking and service records may be kept for a reasonable period to manage customer relations and business administration.
Financial and tax records may be retained for the period required by law.
Communication records may be retained to handle queries, disputes, or service follow-up.
Information no longer needed is securely deleted, anonymised, or archived where appropriate.

We apply a data minimisation approach and regularly review information to ensure it is not kept longer than necessary.

7. Data Security

We take appropriate measures to protect your personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures may include restricted access, secure storage, password protection, and procedural controls. While no method of transmission or storage is completely risk-free, we work to maintain a level of security that is appropriate to the nature of the data we process.

8. Your Rights

As a customer, you have a number of rights under GDPR in relation to your personal data. These include:

Right of access – you may request a copy of the personal data we hold about you.
Right to rectification – you may ask us to correct inaccurate or incomplete data.
Right to erasure – in certain cases, you may request deletion of your data.
Right to restrict processing – you may ask us to limit how we use your data in specific circumstances.
Right to object – you may object to processing based on legitimate interests.
Right to data portability – you may request that certain data be provided to you or another organisation in a structured 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 with the UK Information Commissioner’s Office if you believe your data protection rights have been breached.

9. International Transfers

Where personal data is transferred outside the UK, we take steps to ensure that appropriate safeguards are in place. These safeguards may include contractual protections or other lawful mechanisms designed to preserve the security and privacy of your information.

10. Children’s Data

Our services are intended for adults and business or household customers arranging moving-related services. We do not knowingly collect personal data from children unless it is necessary to provide a service and is supplied by a parent, guardian, or authorised adult.

11. 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 updated version will apply from the date it is published. We encourage customers to review it periodically so they remain informed about how their personal data is processed.

12. Summary of Our Commitment

We are committed to treating all personal data with care, respect, and transparency. Man And Van Hornsey processes only the information needed to provide services, comply with the law, and support legitimate business operations. We aim to protect your privacy through clear practices, secure handling, responsible retention, and respect for your rights. This policy applies to all Man And Van Hornsey customers in the area and is designed to ensure that your data is handled lawfully and fairly at every stage.