Privacy Policy - Man With A Van Pentonville

This Privacy Policy explains how Man With A Van Pentonville collects, uses, stores, shares, and protects personal data when providing moving, transport, and related services. It applies to all Man With A Van Pentonville customers in the area, including individuals, households, landlords, tenants, and business customers who enquire about, book, or receive our services.

We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable privacy laws. We aim to process data fairly, lawfully, and transparently, and to keep it only for as long as necessary for the purposes described in this policy.

1. Who We Are

Man With A Van Pentonville provides local and regional moving services, including item transport, loading and unloading support, and related customer service. For the purposes of data protection law, we act as the data controller for the personal data we collect and use in connection with these services.

This means we decide why and how your personal data is processed, and we are responsible for ensuring that processing complies with applicable legal requirements.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

Identity details such as your name, title, and, where relevant, business or trading name.
Contact details such as address, email address, telephone number, and delivery or collection location.
Booking and service information including move dates, property access notes, inventory details, service preferences, and special handling instructions.
Payment information such as payment method, billing details, transaction reference, and invoice records. We do not intentionally store full card details unless required by a secure payment provider.
Communications including messages, quotes, service requests, feedback, complaints, and records of calls or correspondence where applicable.
Technical and usage data if you interact with us online, such as device identifiers, IP address, browser type, and cookies or similar technologies, where used.
Access and safety details where necessary for completing a move, such as parking restrictions, building access requirements, or information relating to fragile, heavy, or sensitive items.

We generally do not seek to collect special category data. However, if such information is disclosed to us incidentally, for example in access notes or communications, we will only process it where permitted by law and where necessary to provide our service or meet legal obligations.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotes, manage bookings, and deliver moving services.
To communicate with you about your booking, arrival times, service changes, and completion details.
To process payments, issue invoices, and maintain accounting records.
To respond to enquiries, complaints, or requests.
To plan safe and efficient moves, including route planning and access arrangements.
To meet legal, regulatory, tax, and insurance obligations.
To maintain records, prevent fraud, and improve our services and customer experience.

We only use your personal data for the purposes for which it was collected, unless we reasonably believe that we need to use it for another compatible purpose or where the law permits or requires us to do so.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the circumstances, we rely on one or more of the following lawful bases:

Performance of a Contract

We process your data when it is necessary to enter into or perform a contract with you. This includes providing a quote, confirming a booking, carrying out a move, and managing payment or post-service administration.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. Examples include improving our services, handling customer enquiries, protecting our business from fraud, maintaining records, and managing service quality.

Legal Obligation

We process data where required to comply with legal obligations, such as tax, accounting, consumer protection, or insurance-related requirements.

Consent

In limited situations, we may rely on your consent, for example for certain optional communications or specific cookie settings. Where consent is used, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. Sharing Your Personal Data

We do not sell your personal data. We may share it only where necessary and appropriate for the purposes described in this policy. Recipients may include:

Service providers and processors who support our operations, such as payment processing, booking administration, secure data storage, email services, and IT support.
Professional advisers including accountants, insurers, legal advisers, or claims handlers where needed.
Regulators, tax authorities, or law enforcement where disclosure is required by law or necessary to protect rights, safety, or security.
Third parties involved in your move such as landlords, building managers, or other persons only where necessary to complete the service and with appropriate care.

Where we use third parties to process personal data on our behalf, they act as processors and are only permitted to process data according to our instructions and applicable law.

6. Processors We May Use

Typical processors may include secure cloud hosting providers, scheduling tools, communication platforms, payment service providers, accounting software, and document storage systems. These providers may store or process data on our behalf to help us operate efficiently.

We require processors to implement appropriate technical and organisational measures to protect personal data. We also take steps to ensure they process information only for defined purposes, keep it confidential, and delete or return it when no longer needed.

7. International Transfers

Where personal data is transferred outside the UK, we will only do so where appropriate safeguards are in place, such as adequacy regulations or standard contractual clauses, to ensure your data remains protected to a standard consistent with UK GDPR requirements.

8. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements. Retention periods may vary depending on the type of data and the reason for processing.

As a general approach:

Booking and service records are usually kept for a reasonable period after completion for administration and dispute handling.
Financial and tax records are retained for the period required by law.
Communication records may be kept for as long as needed to manage enquiries, complaints, or service history.
Data collected on the basis of consent is kept only until consent is withdrawn or the data is no longer needed.

When personal data is no longer required, we will securely delete, anonymise, or archive it in line with our retention practices.

9. Security of Your Data

We take data security seriously and use appropriate safeguards to help protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful selection of processors.

While no system can be guaranteed completely secure, we review our practices regularly and seek to reduce risks where possible.

10. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

Right of access – to request a copy of the personal data we hold about you.
Right to rectification – to request correction of inaccurate or incomplete data.
Right to erasure – to request deletion of your data in certain circumstances.
Right to restriction – to request that we limit processing in certain situations.
Right to object – to object to processing based on legitimate interests, including direct marketing where applicable.
Right to data portability – to receive certain data in a structured, commonly used format where the law allows.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

Please note that some rights may be limited where we need to retain or process data to comply with legal obligations, establish or defend legal claims, or otherwise meet lawful requirements.

11. Children’s Data

Our services are directed to adults and businesses. We do not knowingly collect personal data from children. If we become aware that we have collected such data inadvertently, we will take reasonable steps to delete it as soon as practicable.

12. 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 protection practices. Any updated version will apply from the date it is made available. We encourage customers to review this policy periodically to stay informed about how we protect personal data.

13. Summary of Key Points

Man With A Van Pentonville collects only the data needed to provide and manage moving services.
We rely on lawful bases such as contract, legitimate interests, legal obligation, and consent.
We share data only when necessary with trusted processors and service partners.
We keep data only as long as needed and in line with legal retention duties.
You have rights over your personal data, including access, correction, deletion, objection, and portability.

This Privacy Policy applies to all customers of Man With A Van Pentonville in the area and is intended to provide clear, transparent information about how we manage personal data responsibly and lawfully.