Privacy Policy - Man And Van Finsbury

This Privacy Policy explains how Man And Van Finsbury collects, uses, stores, shares, and protects personal data when providing moving, delivery, loading, unloading, packing, storage-related assistance, and associated customer services. It applies to all Man And Van Finsbury customers in the Finsbury area, including individuals, households, landlords, tenants, and businesses who request or receive our services. We are committed to handling personal data in a lawful, fair, transparent, and secure manner in accordance with applicable data protection laws, including the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Man And Van Finsbury operates as a service provider offering local and regional moving and transport assistance. In the course of delivering our services, we may act as a data controller for the personal data we determine the purposes and means of processing. This Privacy Policy describes how we use personal data obtained directly from customers, prospective customers, suppliers, website or communication channels where relevant, and from third parties involved in arranging or managing a booking.

2. Personal Data We Collect

We only collect personal data that is necessary and relevant to provide services effectively, manage bookings, maintain records, and meet legal obligations. The categories of personal data we may collect include:

Identity information: name, title, and, where needed, business name.
Contact details: address, email address, telephone number, and service location details.
Booking and service details: move dates, pickup and delivery addresses, property access information, inventory notes, special handling instructions, and service preferences.
Payment and invoicing information: billing name, billing address, transaction reference, and payment status. We do not store full card details if payment is processed through a secure third-party provider.
Communication records: emails, messages, call notes, quotes, complaints, and service feedback.
Technical and usage data: limited information such as device or browser details if collected through digital systems used to manage service enquiries or bookings.
Special instructions and access needs: details that may be necessary to complete a move safely and efficiently, such as parking arrangements, lift access, or fragile item notes.

We do not intentionally collect sensitive personal data unless it is strictly necessary and you choose to provide it, or unless it is required for a specific service arrangement and permitted by law. If such information is provided, we will process it only with appropriate safeguards and only where lawful.

3. How We Use Personal Data

We use personal data for the following purposes:

to provide quotations and confirm bookings;
to plan and deliver moving and van services;
to communicate with customers about service arrangements, delays, or changes;
to process payments, invoices, and refunds where applicable;
to handle customer enquiries, complaints, and after-service support;
to maintain internal business records and service history;
to comply with legal, regulatory, insurance, and accounting obligations;
to prevent fraud, misuse, or unlawful activity;
to improve our operations, service quality, and customer experience.

We only use personal data for the purposes for which it was collected, unless we reasonably determine that another compatible purpose applies or we are required or permitted by law to do otherwise.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each type of processing. Depending on the circumstances, 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 the services you book with us.
Legal obligation: to comply with tax, accounting, record-keeping, insurance, or other statutory requirements.
Legitimate interests: to manage and improve our business, respond to enquiries, prevent fraud, ensure service security, and maintain customer and operational records, where these interests are not overridden by your rights and freedoms.
Consent: where required by law for particular processing activities, such as certain optional communications or the handling of specific data types.

Where we rely on consent, you may withdraw it at any time. This will not affect the lawfulness of processing carried out before withdrawal.

5. Sharing Personal Data and Processors

We may share personal data with trusted third parties when necessary to run our business and deliver services. These third parties may act as processors or independent controllers depending on their role. Processors are only allowed to act on our instructions and must protect your data appropriately.

Examples of processors and service providers may include:

payment processing providers;
accounting and bookkeeping services;
IT hosting, security, and communications providers;
customer management or booking systems;
professional advisers such as legal or insurance advisers;
subcontracted drivers or removal operatives where required to complete a booking;
regulatory, tax, law enforcement, or public authorities where disclosure is required by law.

We require processors to handle personal data securely, to use it only for the specified purpose, and to implement appropriate technical and organisational measures. We do not sell personal data. We also do not share personal data with unrelated third parties for their own marketing purposes without a lawful basis.

6. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting, contractual, and insurance obligations. Retention periods depend on the type of information and the nature of the service provided.

As a general approach:

booking and service records may be kept for the duration of the customer relationship and for a reasonable period afterwards;
invoices, payment records, and tax-related data are retained for the period required by law;
communications and complaint records are kept as needed to manage service issues and defend legal claims;
where data is no longer required, it is securely deleted, anonymised, or otherwise disposed of safely.

We review retention needs regularly to ensure we do not keep personal data longer than necessary.

7. Data Security

We take reasonable and appropriate measures to protect personal data from unauthorised access, accidental loss, destruction, alteration, or disclosure. These measures may include access controls, secure storage, data minimisation, staff awareness, and use of reputable third-party systems. While no method of transmission or storage is completely secure, we work to maintain a level of security appropriate to the risks involved.

8. Your Rights

As a data subject, you have rights under data protection law. Subject to legal conditions and exceptions, these rights may include:

Right of access: to request confirmation of whether we process your data and to obtain a copy.
Right to rectification: to correct inaccurate or incomplete data.
Right to erasure: to request deletion of your data in certain circumstances.
Right to restriction: to ask us to limit processing in certain situations.
Right to data portability: to receive certain data in a structured, commonly used format where applicable.
Right to object: to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent: where processing is based on consent.
Right to complain: to a data protection supervisory authority if you believe your rights have been infringed.

If you wish to exercise any of these rights, we may need to verify your identity before responding. We will respond within the time limits required by law.

9. Automated Decision-Making

We do not make decisions about customers based solely on automated processing that produce legal or similarly significant effects. If this position changes in future, we will update this policy and provide the required information.

10. Children’s Data

Our services are generally intended for adults. We do not knowingly collect children’s personal data except where it is incidentally included in booking or service records provided by an adult customer and only where necessary for the service. In such cases, we process that information with care and only for the relevant business purpose.

11. International Transfers

If any of our service providers store or process data outside the UK, we will ensure that appropriate safeguards are in place so that personal data continues to receive a comparable level of protection. Such safeguards may include adequacy regulations, standard contractual clauses, or equivalent lawful transfer mechanisms.

12. Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data processing practices. Any revised version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how we handle personal data.

By using our services, you acknowledge that you have read and understood this Privacy Policy. This policy is intended to ensure transparency, accountability, and respectful handling of personal data for all Man And Van Finsbury customers in the area.