Privacy Policy
Man with Van Highgate Privacy Policy
This Privacy Policy explains how Man with Van Highgate collects, uses, stores and protects personal data relating to our customers and prospective customers. It applies to all Man with Van Highgate customers and service users in our operating area who contact us, request a quote, make a booking or otherwise interact with our services.
We are committed to protecting your privacy and handling your personal data in a lawful, fair and transparent manner in accordance with the General Data Protection Regulation and applicable UK data protection laws.
Data Controller
For the purposes of data protection law, Man with Van Highgate is the data controller in relation to the personal data that we collect and process about you when you use our services. This means we decide how and why your personal data is processed.
Personal Data We Collect
We collect and process different types of personal data depending on how you interact with us and which services you use. This may include the following categories of data.
Identification and contact details, such as your name, postal address, service address, billing address and any correspondence address you provide to us. We also collect any contact details you supply so that we can communicate with you about enquiries and bookings.
Service and booking details, such as details of the property you are moving from and to, access information, dates and times of moves, inventory or description of items to be transported, special handling instructions and any relevant notes that you choose to provide.
Payment and transaction data, such as information about the services you have purchased from us, the amounts charged, payment status, invoices and receipts. We do not store full payment card details; where card payments are taken, this is done via secure third party payment processors.
Communication data, such as information included in emails, messages, phone calls or other forms of communication with us, including any feedback, complaints or queries you submit.
Technical and usage data, where applicable, such as basic information about how you access our website or online content, including device and browser type and general usage patterns. We do not seek to identify you directly from this information unless it is necessary for security, fraud prevention or to comply with our legal obligations.
Lawful Basis for Processing
We process your personal data only when we have a lawful basis to do so under data protection law. Depending on the circumstances, we rely on the following lawful bases.
Performance of a contract. We process your personal data when it is necessary to take steps at your request before entering into a contract with you or to perform a contract for removal, transport or related services. This includes handling enquiries, providing quotations, managing bookings, delivering services and communicating with you about them.
Legitimate interests. We may process personal data where it is necessary for our legitimate business interests, provided that your interests and fundamental rights do not override those interests. This can include managing our day to day operations, improving our services, handling queries and complaints, and ensuring the security of our systems and vehicles.
Legal obligations. We process certain data when this is necessary to comply with our legal and regulatory obligations, for example for tax and accounting purposes, record keeping or responding to lawful requests from public authorities.
Consent. In limited cases, we may rely on your consent, for example for certain types of marketing communications. Where processing is based on consent, you can withdraw your consent at any time by contacting us, and we will stop processing your data for that purpose.
How We Use Your Personal Data
We use your personal data for the following purposes.
To provide quotations, manage bookings and deliver our man and van, removal and related services to you in our operating area.
To manage customer relationships, including handling enquiries, updates, rescheduling, cancellations, complaints and after service support.
To process payments, issue invoices and receipts, manage accounts and carry out internal administration.
To improve and develop our services by analysing how customers use them, evaluating feedback and assessing the quality of our operations.
To maintain the safety and security of our staff, vehicles, equipment and customers property, including fraud prevention and misuse detection.
To comply with legal obligations, resolve disputes and enforce our contractual terms.
Data Sharing and Processors
We do not sell your personal data. We may share your data with trusted third parties where necessary for the purposes described in this Privacy Policy and where permitted under data protection law.
We may use third party service providers acting as processors who provide services to us such as payment processing, accounting and bookkeeping, information technology support, data storage and customer management tools. These providers process personal data only on our documented instructions, are subject to strict confidentiality obligations and are required to implement appropriate technical and organisational measures to protect your data.
We may also share limited personal data with professional advisers such as accountants, auditors or legal advisers where this is necessary to obtain professional services or comply with legal or regulatory requirements.
In some cases, we may be required to disclose your personal data to public authorities, law enforcement bodies or regulators, where we are under a legal obligation to do so or where disclosure is necessary to protect our rights, property or safety, or that of our customers or others.
International Transfers
Where any of our service providers or systems involve the transfer of personal data outside the United Kingdom or the European Economic Area, we will ensure that an adequate level of protection is in place. This may involve relying on adequacy regulations, using standard contractual clauses approved by relevant authorities, or implementing other appropriate safeguards to protect your information.
Data Retention
We keep your personal data only for as long as is necessary for the purposes for which it was collected, including to meet our legal, accounting and reporting obligations.
In general, basic customer and transaction records associated with the services we provide will be retained for a period determined by applicable tax and accounting laws after the end of the relevant financial period. Service related information such as job details, quotes and associated communications may be stored for a period that allows us to handle repeat business, queries or disputes that may arise.
Where we no longer need your personal data for the purposes for which it was collected and there is no legal requirement to keep it, we will securely delete or anonymise it.
Data Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing and against accidental loss, destruction or damage. These measures include limiting access to personal data to those staff and service providers who need it to perform their roles, using secure systems for storing and transmitting data where possible and reviewing our safeguards on a regular basis.
Your Data Protection Rights
Under data protection law, you have a number of rights in relation to the personal data that we hold about you. These rights apply to all Man with Van Highgate customers in our operating area, subject to certain limitations and conditions.
Right of access. You have the right to request confirmation as to whether we process your personal data and to request a copy of that data, together with certain information about how we use it.
Right to rectification. You have the right to ask us to correct inaccurate personal data and to complete incomplete information that we hold about you.
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 have withdrawn consent and there is no other legal basis for processing.
Right to restriction of processing. You may ask us to restrict the processing of your personal data in specific situations, such as where you contest the accuracy of the data or object to our processing.
Right to object. You have the right to object to processing based on our legitimate interests, including any direct marketing activities. We will stop processing your personal data for these purposes unless we can demonstrate compelling legitimate grounds to continue.
Right to data portability. In certain cases, you have the right to receive the personal data that you have provided to us in a structured, commonly used and machine readable format and to ask us to transmit it to another controller where this is technically feasible.
Where processing is based on your consent, you also have the right to withdraw that consent at any time. This will not affect the lawfulness of processing carried out before withdrawal.
Children
Our services are not directed at children and we do not knowingly collect personal data from individuals under the age of 18. If we become aware that we have collected such data without appropriate consent or legal basis, we will delete it.
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 provide. Any updated version will apply from the date it is published. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.
