Man and a Van Highbury Privacy Policy
This Privacy Policy explains how Man and a Van Highbury collects, uses, stores and protects personal data belonging to its customers and prospective customers. It applies to all Man and a Van Highbury customers within the Highbury area and to anyone who contacts us to enquire about or use our services.
Who We Are and Scope of This Policy
Man and a Van Highbury is a removals and transport service operating in the Highbury area. For the purposes of the UK General Data Protection Regulation and the Data Protection Act 2018, we act as the data controller for the personal data we collect about our customers and prospective customers.
This Privacy Policy covers personal data processed in connection with booking our services, making enquiries, visiting our website, or otherwise interacting with us in the course of our business operations.
Types of Personal Data We Collect
We collect and process different types of personal data depending on how you interact with us. This may include:
Identification and contact details: name, address, service addresses, email address, and other contact details you choose to provide.
Service details: collection and delivery addresses, access information, property details relevant to the move, dates and times of service, and any instructions you provide to facilitate your move.
Booking and transaction details: records of your bookings, invoices, payment status, and information required for accounting and tax purposes. Payment methods may be processed via third-party payment processors. We do not store full payment card details when payments are handled by such third parties.
Communication records: records of emails, messages, telephone conversations notes, and any feedback or complaints you submit to us.
Technical data: when you visit our website, we may collect technical information such as IP address, browser type, device information, and information derived from cookies or similar technologies where permitted by law.
How We Collect Personal Data
We collect personal data directly from you when you contact us by phone, email, website contact form, or in person to request a quote, make a booking, or ask a question. We may also collect data when you engage with us on social media or respond to any marketing communications we lawfully send you.
In some cases, personal data may be provided to us by a third party who is arranging services on your behalf, such as a family member, employer, or letting agent. When this happens, we rely on the third party to confirm that you are aware your details are being shared with us.
Lawful Basis for Processing Your Data
We process your personal data on the following lawful bases under data protection law:
Contract: to take steps at your request before entering into a contract and to perform our contract with you. This includes providing quotes, confirming bookings, carrying out removals and related services, and managing payments and invoices.
Legal obligation: to comply with legal and regulatory requirements, including tax and accounting obligations and responding to lawful requests from public authorities.
Legitimate interests: to operate and improve our business, keep records of services provided, manage customer relationships, handle complaints, prevent fraud, and protect our rights. We ensure that our legitimate interests do not override your fundamental rights and freedoms.
Consent: in limited cases, we may rely on your consent, for example, for certain types of direct marketing communications where consent is required. Where we rely on consent, you can withdraw it at any time.
How We Use Your Personal Data
We use your personal data to:
Provide quotes, confirm bookings, plan and deliver removals and related services.
Communicate with you about your enquiry, booking, or any changes to our services.
Issue invoices, process payments via our chosen payment processors, and manage financial records.
Respond to your questions, feedback, or complaints and resolve any disputes.
Maintain accurate internal records of the services we provide for business management and audit purposes.
Improve our services by analysing aggregated and anonymised data where possible.
Send marketing communications about our services where we have a lawful basis to do so and you have not opted out.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with trusted third parties who act as data processors on our behalf. These include:
IT and hosting providers that support our website, email systems, and data storage.
Payment processing providers that handle card or online payments in a secure manner.
Professional advisers such as accountants or legal advisers, where this is necessary for our business operations and legal obligations.
These service providers are only permitted to process your personal data in accordance with our instructions and for the purposes set out in this Privacy Policy. They are required to keep your data secure and confidential.
We may also share personal data where required by law, for example with law enforcement or regulatory authorities, or in connection with legal proceedings or to protect our rights, property, or the safety of our staff and customers.
International Transfers
Our core operations are based in the United Kingdom. If any of our service providers transfer personal data outside the UK or European Economic Area, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent measures required under data protection law.
Data Retention
We only keep personal data for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, or reporting requirements.
Customer and booking records, including invoices and associated correspondence, are typically retained for up to seven years from the end of the relevant financial year to comply with tax and accounting obligations.
Enquiries that do not lead to a booking may be retained for a shorter period, generally up to two years, to help us respond to follow-up queries and manage our business records.
Marketing data is retained while you remain subscribed or until you object or withdraw consent, after which we will retain only minimal information required to keep a record of your preference.
How We Protect Your Data
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures include restricting access to personal data to staff and contractors who need it to perform their duties, using secure storage solutions, and applying safeguards appropriate to the sensitivity of the data.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to your personal data. These include:
Right of access: you can request confirmation of whether we process your personal data and obtain a copy of the information we hold about you.
Right to rectification: you can ask us to correct inaccurate or incomplete personal data.
Right to erasure: in certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected, or where you withdraw consent and there is no other legal basis for processing.
Right to restriction: you can ask us to restrict the processing of your personal data in certain situations, for example while we are investigating a complaint regarding accuracy.
Right to object: you can object to our processing of your personal data where we rely on legitimate interests, including profiling, or to direct marketing. We will stop processing unless we have compelling legitimate grounds that override your interests or we need to continue for legal claims.
Right to data portability: where processing is based on consent or contract and is carried out by automated means, you may request that we provide your personal data in a structured, commonly used, and machine-readable format, or request that it be transferred to another controller, where technically feasible.
You also have the right to lodge a complaint about our handling of your personal data with the relevant supervisory authority. We encourage you to contact us first so we can try to resolve any concerns directly.
Children
Our services are aimed at adults. We do not knowingly collect personal data from children. If we become aware that we have collected personal data from a child without appropriate consent, we will take steps to delete that information.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or the services we offer. Any significant changes will be communicated by updating the version published on our website and, where appropriate, by informing you directly. You should review this Privacy Policy periodically to stay informed about how we protect your personal data.
