Privacy Policy

Man and Van Finchley Privacy Policy

This Privacy Policy explains how Man and Van Finchley collects, uses, stores and shares personal data relating to customers and prospective customers in our service 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 Man and Van Finchley customers in our local operating area and to anyone who contacts us to enquire about or arrange our services.

Who we are and scope of this policy

Man and Van Finchley is a removals and transport service operating in the Finchley area and surrounding locations. In relation to the personal data of our customers and prospective customers, Man and Van Finchley acts as a data controller. This means we decide how and why your personal data is processed and are responsible for ensuring that such processing is carried out in compliance with data protection law.

This Privacy Policy covers personal data we collect in the course of providing quotes, answering enquiries, delivering our man and van services, managing bookings, and handling payments and customer communications.

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. The categories of personal data we may collect include:

Identification and contact details such as your name, postal address, collection and delivery addresses, and general contact information you provide when making an enquiry or booking.

Booking and service details such as preferred dates and times for your move or transport, property access details where required for the service, and information about the items to be moved where that information is linked to you as a customer.

Communication records including the content of messages, correspondence, notes from phone calls and any feedback or complaints you send to us.

Payment and billing information such as payment method details processed for the purpose of taking payment, billing address information where provided, and records of payments and invoices. We do not retain full payment card details where third party secure payment processors are used.

Technical and usage information where applicable, such as basic technical data generated when you visit our website, including information needed to operate the site and keep it secure. We only collect such data to the extent it is necessary for the proper functioning, security and improvement of our services.

How we collect personal data

We collect personal data directly from you when you contact us by phone, online form or other communication method to request a quote, make a booking or ask a question about our services. We may also collect information when we supply our services at your property or another agreed location, and when you provide feedback or respond to follow-up communications.

In some cases we may receive limited personal data from third parties, for example if another person makes a booking on your behalf and provides your contact details and address information in order for us to perform the requested service.

Lawful bases for processing

We only process your personal data when we have a lawful basis to do so under the UK GDPR. Depending on the specific processing activity, we may rely on one or more of the following lawful bases:

Contract: We process personal data where it is necessary to take steps at your request before entering into a contract or to perform a contract for man and van services that we have with you. This includes handling enquiries, providing quotes, organising and delivering removals or transport services and processing payments.

Legal obligation: We may process personal data where necessary to comply with legal or regulatory requirements, such as record keeping, accounting, tax obligations, or responding to lawful requests from public authorities.

Legitimate interests: We may process personal data where it is necessary for our legitimate business interests and your interests and fundamental rights do not override those interests. This can include managing and improving our services, responding to feedback, ensuring the security of our operations, and pursuing or defending legal claims.

Consent: In limited circumstances, we may rely on your consent to process certain personal data, for example for specific types of optional marketing communications. Where we rely on consent, you have the right to withdraw it at any time.

How we use your personal data

We use the personal data we collect for the following purposes:

To provide quotes, manage enquiries and deliver our man and van services, including scheduling and planning moves or transport, communicating with you about arrangements, and ensuring we can safely access the relevant addresses.

To process payments, issue invoices and manage our accounts and records associated with the services you receive.

To communicate with you about your booking, including confirmation messages, service updates, and any changes or issues we need to discuss.

To handle feedback, queries and complaints, and to improve our services based on the information you provide.

To meet our legal and regulatory obligations, including maintaining appropriate business and financial records.

To protect our business, our staff and our customers, including for the detection and prevention of fraud or other unlawful activity, and to establish, exercise or defend legal claims where necessary.

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 to help us deliver our services. These may include:

IT and hosting providers who store data and provide technical services required for our systems to operate securely and reliably.

Payment processing services that securely handle payment transactions and related data as necessary for payment, refunds and chargebacks.

Professional advisers such as accountants or legal advisers where necessary for the management of our business and compliance with our legal obligations.

Each processor is only permitted to process your personal data according to our instructions and only for the purposes set out in this Privacy Policy. We require all processors to implement appropriate technical and organisational measures to protect your data.

Where required by law, we may share your personal data with regulators, law enforcement agencies or other authorities. We may also share personal data with third parties in connection with the establishment, exercise or defence of legal claims.

International transfers

Our primary data processing activities are intended to take place within the United Kingdom or the European Economic Area. If we need to transfer personal data to a country outside the UK or EEA that does not benefit from an adequacy decision, we will ensure that appropriate safeguards are in place, such as standard contractual clauses, to protect your data in accordance with data protection law.

Data retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including to satisfy any legal, accounting or reporting requirements. The specific retention periods depend on the nature of the data and the purpose of processing.

Customer contact and booking information is usually retained for a period that allows us to manage your booking, handle any follow up queries or issues and maintain accurate business records. Financial and transaction records are generally kept for a longer period in accordance with tax, accounting and statutory requirements.

Where we process personal data based solely on your consent, we will stop processing that data if you withdraw your consent, unless another lawful basis applies. At the end of the applicable retention period, we will either securely delete or anonymise your personal data so that it can no longer be linked to you.

Data security

We take appropriate technical and organisational measures to protect the personal data we hold from unauthorised access, accidental loss, destruction or damage. These measures include restricting access to personal data to those employees, contractors and processors who need it to perform their duties and who are subject to confidentiality obligations.

While we take reasonable steps to secure your personal data, no system is completely secure. You are also responsible for taking reasonable steps to protect your own information when communicating with us.

Your data protection rights

Under the UK GDPR, you have a number of rights in relation to the personal data we hold about you. These rights may be subject to certain conditions and legal exemptions but generally include the following:

The right of access: You have the right to request confirmation of whether we process your personal data and, if so, to receive a copy of that data and certain related information.

The right to rectification: You have the right to request that inaccurate personal data is corrected and that incomplete data is completed.

The right to erasure: You may, in certain circumstances, request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected or where you withdraw consent and no other lawful basis applies.

The right to restrict processing: You may request that we restrict the processing of your personal data in certain situations, for example while we verify the accuracy of the data or consider an objection you have raised.

The right to object: You have the right to object to our processing of your personal data where we rely on legitimate interests as the lawful basis. We will stop processing your data unless we can demonstrate compelling legitimate grounds which override your interests, rights and freedoms or the processing is for the establishment, exercise or defence of legal claims.

The right to data portability: Where processing is based on consent or on a contract and carried out by automated means, you may have the right to receive the personal data you have provided to us in a structured, commonly used and machine readable format and to have that data transmitted to another controller where technically feasible.

The 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. Withdrawal of consent does not affect the lawfulness of processing based on consent before it was withdrawn.

You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your rights have been infringed. We encourage you to contact us first so that we can address your concerns.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations or how we process personal data. Any changes will be effective from the date of publication of the revised Privacy Policy. We recommend that you review this notice periodically to stay informed about how we protect your personal data.