Privacy Policy - Man With Van Farringdon

This Privacy Policy explains how Man With Van Farringdon collects, uses, stores, shares, and protects personal data when providing moving, delivery, and related transport services. It applies to all Man With Van Farringdon customers in the area, including anyone who requests a quote, makes a booking, communicates with us, or uses our services. We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Farringdon is a local service provider offering van hire with driver, moving support, furniture transport, collection and delivery services, and related logistical assistance. In the course of these services, we may process personal information about customers, potential customers, recipients of deliveries, and other individuals connected to a booking. This policy explains what data we collect and why we use it.

2. Personal Data We Collect

We only collect personal data that is relevant to providing our services, managing bookings, meeting legal obligations, and improving customer experience. Depending on your interaction with us, we may collect the following categories of information:

Identity information: name, title, and any details you provide when making an enquiry or booking.
Contact information: address, email address, telephone number, and delivery or collection details.
Booking and service information: move date, service location, access requirements, inventory details, special handling instructions, and service preferences.
Payment and transaction information: payment status, billing details, and records of services purchased. We do not store more payment data than is necessary for administration and accounting purposes.
Communication records: emails, phone call notes, messages, complaint details, and any correspondence related to your enquiry or booking.
Technical and usage data: basic information about how you interact with our online services, where applicable, such as device type, browser type, and general usage patterns.
Special instructions: any additional information you choose to share that is necessary to complete a move or delivery safely and efficiently.

We do not intentionally collect special category data unless you voluntarily provide it and it is necessary for the service. If you do provide such data, we will process it only where there is a lawful basis to do so and where appropriate safeguards are in place.

3. How We Use Your Data

We use personal data for the following purposes:

to provide quotes and manage bookings;
to plan, deliver, and complete moving or transport services;
to contact you about schedules, access, service changes, or service-related issues;
to process payments and keep accurate business records;
to handle complaints, queries, and feedback;
to maintain security, prevent fraud, and protect our business and customers;
to comply with legal, regulatory, accounting, and tax requirements;
to improve our services, operations, and customer communications.

We will only use your personal data for the purposes for which it was collected unless we reasonably believe another purpose is compatible with the original purpose and permitted by law.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each use of personal data. Man With Van Farringdon relies on the following lawful bases where appropriate:

Contract: when processing is necessary to provide a quote, make a booking, carry out a move, or fulfil our obligations to you.
Legal obligation: when we must retain or disclose information to comply with tax, accounting, insurance, transport, or other legal requirements.
Legitimate interests: where processing is necessary for our legitimate business interests and your interests and rights do not override those interests. This may include managing business operations, improving services, preventing fraud, and maintaining internal records.
Consent: where we rely on your clear permission, for example for certain optional communications or specific processing activities. You can withdraw consent at any time where consent is the lawful basis.

We will identify the appropriate lawful basis based on the nature of the interaction and the type of data involved.

5. Data Sharing and Processors

We may share personal data only where necessary and only with trusted third parties acting as processors or, in some cases, independent controllers. These parties are required to handle data securely and in accordance with applicable data protection law.

Examples of processors may include:

IT and hosting providers: for storing, securing, and maintaining business systems;
Communication service providers: for managing emails, messages, and phone-related administration;
Accounting and invoicing providers: for financial administration, record-keeping, and tax compliance;
Payment processors: for handling payments securely;
Operational support providers: where needed to assist with scheduling, logistics, or business management;
Professional advisers: such as legal, insurance, or financial advisers when necessary.

Where we use processors, we take reasonable steps to ensure they process personal data only on our instructions, keep it secure, and do not use it for their own purposes. We may also disclose data where required by law, court order, or lawful request from a public authority.

6. International Transfers

If any service provider stores or processes data outside the United Kingdom, we will ensure appropriate safeguards are in place to protect your information. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent lawful mechanisms where required.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, insurance, and operational requirements. Retention periods vary depending on the type of data and the reason for processing.

Booking and service records: retained for as long as needed to manage the service and resolve post-service issues.
Financial records: retained for the period required by tax and accounting law.
Correspondence and complaints: retained for a reasonable period to evidence communications and support dispute resolution.
Technical logs: retained for a limited period for security and operational purposes.

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

8. Data Security

We take appropriate technical and organisational measures to protect personal data against accidental loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our practices. While no system can be guaranteed completely secure, we work to maintain safeguards that are proportionate to the nature of the data we process.

9. Your Rights

Under UK data protection law, you have several rights regarding your personal data. Subject to certain conditions and exemptions, you may have the right to:

access the personal data we hold about you;
rectify inaccurate or incomplete information;
erase your data in certain circumstances;
restrict how we use your data in certain situations;
object to processing based on legitimate interests or direct marketing;
data portability for data you provided to us where processing is based on consent or contract and carried out by automated means;
withdraw consent where processing relies on consent.

You also have the right to lodge a complaint with the relevant data protection authority if you believe your data protection rights have been infringed. We encourage you to raise concerns with us first so we can try to resolve them promptly.

10. Automated Decision-Making

We do not use personal data for decisions based solely on automated processing that produce legal or similarly significant effects on individuals. If this changes, we will update this policy and provide the information required by law.

11. Children’s Data

Our services are intended for adults arranging transport or moving services. We do not knowingly collect personal data from children except where it is incidentally included in service-related communications and only to the extent necessary to complete the service safely and appropriately.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data handling practices. Any updates will take effect when published in the revised version. We recommend reviewing this policy periodically to stay informed about how we protect your information.

13. Summary of Our Commitment

Man With Van Farringdon is committed to respecting your privacy and handling personal data responsibly. We collect only the information necessary to provide and manage our services, rely on appropriate lawful bases, limit retention to what is required, use trusted processors, and uphold your rights under data protection law. This policy applies to all Man With Van Farringdon customers in area and is designed to ensure your personal information is treated with care, confidentiality, and legal compliance.