Privacy Policy - Man With Van Cockfosters

This Privacy Policy explains how Man With Van Cockfosters collects, uses, stores, shares, and protects personal data when providing moving, delivery, loading, unloading, and related transport services. It applies to all Man With Van Cockfosters customers in the area, including individuals, households, landlords, tenants, and business clients who use our services.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We aim to respect your privacy and to only process the information we need in order to deliver our services properly and safely.

1. Information We Collect

We may collect personal data directly from you, from a person acting on your behalf, or from records created during the provision of our services. The type of information we collect depends on the service requested and the way you interact with us.

Types of personal data may include:

Identity details such as your name and title
Contact details such as your address, email address, and telephone number
Service details including collection and delivery addresses, moving dates, access notes, inventory information, and special handling requests
Payment and billing information where needed to process transactions, invoices, deposits, or refunds
Communication records such as emails, call notes, message history, or booking confirmations
Property and access information such as parking arrangements, building entry details, and loading restrictions
Claims and incident information if damage, loss, or a complaint arises during or after a move
Technical information if you contact us through digital channels, such as basic device or usage data where applicable

We do not seek to collect unnecessary personal data. If you choose not to provide information required for a booking or service, we may not be able to complete the requested work.

2. How We Use Personal Data

We use personal data only for legitimate service-related purposes. This may include:

Managing enquiries, quotations, and bookings
Planning and carrying out removals, deliveries, and related transport services
Confirming addresses, access requirements, and service instructions
Processing payments, issuing invoices, and maintaining financial records
Communicating with you about schedules, changes, delays, or service updates
Handling customer support, complaints, disputes, and insurance-related matters
Meeting legal, tax, accounting, and regulatory obligations
Protecting our business, staff, and customers from fraud, misuse, or unlawful activity
Improving service quality, training, operational planning, and record keeping

We will not use your personal data for purposes that are incompatible with the reason it was collected unless we have a lawful basis to do so.

3. Lawful Basis for Processing

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

Contract – to provide a quotation, manage a booking, carry out the move, and fulfil our service obligations
Legal obligation – to comply with tax, accounting, insurance, and other statutory requirements
Legitimate interests – to operate and improve our services, manage business records, prevent fraud, and respond to customer enquiries, provided these interests do not override your rights and freedoms
Consent – where we need your permission for optional activities and you have the right to withdraw consent at any time

When we rely on legitimate interests, we assess the impact on your privacy and balance those interests against your rights. Where consent is the appropriate basis, we will ask clearly and separately for it.

4. Sharing Your Data and Processors

We may share personal data with trusted third parties only where necessary and proportionate. These third parties may act as data processors or independent controllers depending on the service provided.

Examples of processors and recipients may include:

Payment providers who handle card or online payment transactions
Accounting and bookkeeping services supporting invoicing, tax, and financial administration
IT and data storage providers used for secure record keeping, business systems, and communications
Insurance providers or claims handlers where a claim or incident must be assessed
Subcontractors or operational partners assisting with delivery or relocation tasks when needed
Legal, regulatory, or law enforcement bodies when disclosure is required by law or necessary to defend legal rights

We require our processors to handle personal data securely, to use it only on our instructions where applicable, and to implement appropriate technical and organisational safeguards. We do not sell your personal data.

Where personal data is transferred outside the UK, we will only do so where appropriate safeguards are in place and where the transfer complies with applicable data protection law.

5. Data Retention

We keep personal data only for as long as necessary to satisfy the purpose for which it was collected, including for legal, accounting, insurance, or dispute resolution needs. Retention periods may vary depending on the type of record and the legal obligations that apply.

As a general approach:

Booking and service records are usually retained for a period needed for administration and customer support
Financial and tax records are retained for the period required by law
Complaint, incident, and claims records may be kept for longer where necessary to manage legal matters
Inactive or unnecessary records are deleted or securely anonymised when no longer needed

We aim to ensure that data is not held longer than required. Where records are no longer needed, we will take reasonable steps to securely delete or anonymise them.

6. Data Security

We take reasonable steps to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure. Security measures may include access controls, secure storage, staff confidentiality obligations, and limited access to records on a need-to-know basis.

However, no system can be guaranteed completely secure. If a personal data breach occurs and we are legally required to do so, we will notify the relevant authorities and affected individuals in accordance with applicable law.

7. Your Rights

As a data subject, you have rights under data protection law. These rights may not always apply in every situation, but we will consider each request carefully.

Your rights may include:

The right to be informed about how we use your personal data
The right of access to request a copy of the personal data we hold about you
The right to rectification if your data is inaccurate or incomplete
The right to erasure in certain circumstances, also known as the right to be forgotten
The right to restrict processing in certain situations
The right to object to processing based on legitimate interests or direct marketing
The right to data portability for data processed by automated means and based on consent or contract, where applicable
The right to withdraw consent at any time where we rely on consent
The right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data has been handled unlawfully

If you make a rights request, we may need to verify your identity before responding. We will respond within the time limits required by law unless an exception applies.

8. Children’s Data

Our services are not directed at children as a primary audience. We do not knowingly seek to collect personal data from children except where it is necessary for a household move or similar service and provided by an adult client or lawful representative.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our internal practices. Any updated version will apply from the date it is issued. We encourage customers to review the policy periodically so they remain informed about how their data is handled.

10. Summary of Our Commitment

Man With Van Cockfosters is committed to using personal data responsibly, securely, and only when necessary. We collect only the information needed to provide our services, rely on appropriate lawful bases, keep data only as long as required, and use trusted processors under proper safeguards. We also respect your rights and will work to ensure your personal data is treated with care, fairness, and transparency.

This Privacy Policy applies to all Man With Van Cockfosters customers in the area.