Man with Van Harrow Privacy Policy

This Privacy Policy explains how Man with Van Harrow collects, uses, stores and protects personal data about customers and prospective customers in the Harrow area. It also explains the legal bases under the UK General Data Protection Regulation and how you can exercise your data protection rights.

This Privacy Policy applies to all services provided by Man with Van Harrow to customers and prospective customers in the Harrow area, whether you contact us by phone, through online forms, or by any other means.

Who we are and scope of this policy

Man with Van Harrow provides transport, removal and related services to customers in the Harrow area. For the purposes of data protection law, Man with Van Harrow is the data controller for the personal data described in this Privacy Policy. This means we determine how and why your personal data is processed when you use our services in the Harrow area.

Personal data we collect

We only collect personal data that is necessary to provide our services, manage our business and comply with legal obligations. The types of data we may collect include:

Identification and contact details: full name, address, pickup and delivery addresses, contact preferences, and other similar information you choose to provide to arrange or manage a booking.

Booking and service details: dates and times of bookings, details about the type of service required, property access information you provide, job notes and instructions related to your move or transport requirements.

Communication records: information contained in messages or calls you send to us, including enquiries, complaints or feedback, as well as any responses we provide.

Payment-related information: details necessary to process your payment such as payment status, amount and method used. We do not store full bank card details, but payment processors may handle these details securely on our behalf.

Technical and usage data: to the extent applicable, device information, approximate location data, and service usage information when you visit our website or interact with our online content, such as pages visited and time spent on them.

How we collect your data

We collect personal data in several ways:

Directly from you when you make an enquiry, request a quote, confirm a booking, communicate with us by phone or electronic message, or provide feedback.

Automatically when you visit our website, where technical and usage data may be collected through standard technologies such as cookies or similar tools used to operate and improve our website.

From third parties where necessary, for example payment processors that confirm payment status, or platforms where you may have submitted a service request that is then passed to us.

Lawful bases for processing your data

We process your personal data only when we have a lawful basis under the UK GDPR. Depending on the context, we rely on one or more of the following lawful bases:

Contract: to take steps at your request before entering into a contract and to perform a contract with you. This includes providing quotes, managing bookings, supplying removal and transport services, and handling payment and invoicing.

Legitimate interests: to pursue our legitimate business interests, provided that these are not overridden by your rights and interests. This may include managing and improving our services, responding to enquiries and complaints, keeping records for quality and training purposes, and protecting our business and customers from fraud or misuse.

Legal obligation: to comply with legal and regulatory requirements, such as record keeping for tax and accounting purposes or responding to lawful requests from public authorities.

Consent: in limited cases where consent is required by law, for example for certain types of direct marketing. Where we rely on consent, you can withdraw it at any time.

How we use your personal data

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

To provide and manage our services: handling enquiries, preparing quotes, confirming and delivering bookings, coordinating drivers and vehicles, and communicating with you about your move or transport job.

To manage our relationship with you: sending service-related messages, responding to your questions or complaints, obtaining feedback and managing any disputes.

To process payments and accounting: recording payments received, issuing invoices or receipts, and maintaining financial and tax records as required by law.

To improve our services and website: monitoring usage patterns, assessing service quality, training staff and enhancing our processes and customer experience.

To protect our business and comply with the law: preventing misuse, detecting potential fraud, and complying with legal, regulatory and insurance requirements.

Data processors and third parties

We may share your personal data with selected third parties who act as data processors on our behalf. These processors only process your data under our instructions and are required to keep it secure and confidential. They may include:

Payment processing providers that securely process card payments or other electronic payments.

IT, hosting or communications providers that support our website, booking systems, email services and data storage.

Professional advisers such as accountants or legal advisers where necessary to manage our business and comply with legal obligations.

We may also disclose your personal data to other third parties where required by law, for example to law enforcement authorities or regulatory bodies, or where it is necessary to establish, exercise or defend legal claims.

We do not sell your personal data to third parties.

International data transfers

If any of our service providers process personal data outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect your data in accordance with data protection laws. These safeguards may include standard contractual clauses or equivalent measures approved by relevant authorities.

Data retention periods

We keep your personal data only for as long as necessary for the purposes set out in this Privacy Policy and to comply with legal, accounting or reporting requirements.

Booking and service records, including basic contact details, are generally retained for a period that allows us to manage our relationship with you, handle any complaints or queries, and meet tax and accounting obligations. This is typically several years from the end of the tax year in which the service was provided, in line with statutory requirements.

Communication records and enquiry information that does not lead to a booking may be kept for a shorter period, sufficient for us to respond and to understand demand for our services.

When personal data is no longer needed, we will either delete it securely or anonymise it so that it can no longer be linked to you.

Your data protection rights

Under data protection law, you have a number of rights in relation to your personal data. These rights apply to all Man with Van Harrow customers and prospective customers in the Harrow area, subject to certain conditions and exemptions in the law.

Right of access: you can request confirmation of whether we process your personal data and ask for a copy of that data, along with information about how we use it.

Right to rectification: you can ask us to correct or complete any inaccurate or incomplete personal data 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 and we have no legal obligation to retain it.

Right to restriction of processing: you can ask us to restrict the use of your personal data in certain situations, for example while we review a concern you have raised about its accuracy.

Right to data portability: in some cases you can request that we provide your personal data in a structured, commonly used and machine-readable format, or ask us to transmit it to another controller where technically feasible.

Right to object: you can object at any time to our processing of your personal data where we rely on legitimate interests as the lawful basis, including any direct marketing activities.

Right to withdraw consent: where we rely on your consent to process personal data, you can withdraw that consent at any time. This will not affect the lawfulness of processing carried out before withdrawal.

Security of your personal data

We take appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, misuse, alteration or disclosure. These measures include limiting access to personal data to employees and processors who need it to perform their duties, using secure systems, and reviewing our security practices on a regular basis.

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 handle personal data. Any changes will be effective when the updated policy is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your data.

Contact and complaints

If you have any questions about this Privacy Policy or how we handle your personal data, or if you wish to exercise any of your data protection rights, you can contact us using the details provided on our main contact channels.

You also have the right to lodge a complaint with the relevant supervisory authority for data protection if you are concerned about how your personal data is being used. We would, however, appreciate the opportunity to address your concerns directly in the first instance.