Privacy Policy - Man With A Van Tufnell Park

This Privacy Policy explains how Man With A Van Tufnell Park collects, uses, stores, shares, and protects personal data when providing moving, transport, and related services. It applies to all Man With A Van Tufnell Park customers in the area, including individuals and businesses who enquire about, book, or use our services. We are committed to handling personal information in a lawful, fair, and transparent way in line with the UK GDPR and the Data Protection Act 2018.

1. Who this policy applies to

This policy applies to anyone who uses or interacts with our services in Tufnell Park and the surrounding local area. It covers customers, prospective customers, recipients of deliveries, and anyone whose personal information is supplied to us in connection with a move, collection, delivery, or related service.

2. Information we collect

We collect only the information necessary to provide our services safely and effectively. Depending on your interaction with us, this may include:

Identity details such as your name and, where relevant, business name.
Contact details such as telephone number, email address, and service address.
Booking and service details such as move date, collection and delivery locations, inventory notes, access information, and special handling requirements.
Payment information such as billing details and transaction records. We do not intentionally store full card details unless this is required for a payment process handled by a secure payment provider.
Communication records such as messages, enquiries, complaints, and service updates.
Operational information such as vehicle allocation, route planning, photographs taken for proof of condition or delivery, and notes needed to complete the job.
Technical data if you interact with our digital systems, such as IP address, device information, and usage data, where applicable.

We do not seek to collect special category data unless you voluntarily provide it and it is necessary for a specific service need, such as access requirements or safeguarding concerns. Where such data is provided, we handle it with extra care and only where a lawful basis applies.

3. How we use your data

We use personal data for the following purposes:

To respond to enquiries and provide quotes.
To manage bookings and perform moving or transport services.
To communicate with you about scheduling, access, delays, or service updates.
To process payments, invoices, and refunds where applicable.
To maintain accurate business records and resolve disputes.
To meet legal, accounting, and insurance obligations.
To improve the quality, safety, and efficiency of our services.

We only use personal data in ways that are compatible with the purpose for which it was collected, unless we have a lawful reason to use it differently.

4. Lawful basis for processing

Under data protection law, we must have a lawful basis for processing personal data. We rely on the following bases:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes managing quotes, confirming bookings, completing removals, and handling payment-related administration.

Legal obligation

We may process data where necessary to comply with legal duties, including tax, accounting, insurance, or record-keeping requirements.

Legitimate interests

We may use personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include handling customer service matters, improving operations, preventing fraud, and maintaining service records.

Consent

In limited situations, we may rely on your consent, for example where you choose to receive certain optional communications or where we need to process sensitive information you have voluntarily supplied for a specific purpose. You can withdraw consent at any time where consent is the basis for processing.

5. How long we keep your information

We keep personal data only for as long as necessary for the purpose for which it was collected, or for as long as required by law. Retention periods depend on the type of information and the reason it is held.

Enquiry records are generally kept for a reasonable period after the enquiry, unless they develop into a booking or ongoing business relationship.
Booking and service records are retained for the duration of the service and afterwards for an appropriate period to deal with queries, claims, or disputes.
Financial and accounting records are kept for the period required by law and tax rules.
Insurance and incident records may be retained longer where needed to defend or manage claims.

When personal data is no longer needed, it is securely deleted, anonymised, or destroyed in line with our retention practices.

6. Processors and sharing of data

We may share personal data with trusted third parties who act as processors on our behalf. These processors only handle data according to our instructions and are required to keep it secure and confidential. Typical processors may include:

Payment providers that process card or transfer payments securely.
IT and cloud service providers that store emails, records, or booking information.
Accounting software providers that help manage invoices and financial records.
Communication tools used for message delivery, scheduling, or service notifications.

We may also disclose data where necessary to professional advisers, insurers, or public authorities if required by law or to establish, exercise, or defend legal claims.

Man With A Van Tufnell Park does not sell your personal data. Where data is transferred outside the UK, we ensure appropriate safeguards are in place to protect it.

7. Data security

We take reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse, or alteration. These measures may include secure storage, restricted access, password protection, staff awareness, and regular review of data handling procedures. While no system can be guaranteed to be completely secure, we work to reduce risks and respond promptly to any suspected data incident.

8. Your rights

Under data protection law, you have several rights in relation to your personal data. These rights may be subject to certain limits, but we will always assess and respond to requests in accordance with the law.

Right of access - you can ask for a copy of the personal data we hold about you.
Right to rectification - you can ask us to correct inaccurate or incomplete data.
Right to erasure - you can ask us to delete your personal data in certain circumstances.
Right to restrict processing - you can ask us to limit how we use your data in some situations.
Right to object - you can object to processing based on legitimate interests.
Right to data portability - you can ask for certain data to be provided in a structured, commonly used format.
Right to withdraw consent - where we rely on consent, you may withdraw it at any time.

If you believe your rights have been infringed, you also have the right to raise a concern with the UK Information Commissioner’s Office.

9. Automated decision-making

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

10. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updates will apply from the date they are published. We encourage customers to review the policy periodically so they remain informed about how their data is used.

11. Summary of our commitment

Man With A Van Tufnell Park is committed to treating personal data with respect and care. We collect only what we need, use it for clear and lawful purposes, keep it only as long as necessary, share it only with trusted processors or where required by law, and support your rights under data protection law. This policy applies to all customers in the Tufnell Park area and is designed to provide clear, fair, and lawful privacy information for our services.