Privacy Policy - Man And Van Harrow

This Privacy Policy explains how Man And Van Harrow collects, uses, stores, shares, and protects personal data when providing removals, transport, and related services. It applies to all Man And Van Harrow customers in the area, including individuals and businesses who request quotes, make bookings, receive services, or communicate with us in relation to our work.

We are committed to handling personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We aim to collect only the information we need, use it fairly and lawfully, keep it secure, and retain it only for as long as necessary.

1. Information We Collect

We may collect and process different types of personal data depending on how you interact with us. This may include:

Identity details: name, title, and, where relevant, business name.
Contact details: address, email address, and telephone number.
Service details: information about the move, collection, delivery location, property access, inventory items, dates, and time preferences.
Payment and transaction information: payment status, billing details, and records of charges paid or due.
Communication records: enquiries, emails, call notes, complaints, feedback, and correspondence.
Website and device data: if you use a website or online form connected to our services, we may collect technical data such as IP address, browser type, and usage patterns.
Special instructions: any information you provide to help us complete a move safely or effectively, such as access requirements or fragile item notes.

We do not intentionally collect more information than is necessary for our legitimate business purposes. If you choose to provide additional information, we will only use it where there is a valid legal basis.

2. How We Use Your Data

We use personal data for the following purposes:

to provide quotations and assess service requirements;
to manage bookings and carry out removals or transport services;
to communicate with you before, during, and after a job;
to process payments, invoices, and refunds where applicable;
to maintain business records and service history;
to respond to complaints, claims, or queries;
to improve our services, operations, and customer experience;
to comply with legal, tax, accounting, and regulatory obligations;
to protect our business, staff, property, and customers from fraud or misuse.

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

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each type of processing. Man And Van Harrow relies on the following legal bases:

Performance of a Contract

We process personal data when it is necessary to provide a quote, make a booking, carry out a service, or manage a contract with you. For example, we need your address and service instructions to complete a removal properly.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This includes managing customer relationships, maintaining records, improving services, preventing fraud, and handling operational planning.

Legal Obligation

We may process and keep certain information to comply with legal requirements such as tax rules, accounting obligations, insurance matters, and record-keeping duties.

Consent

In limited situations, we may rely on your consent, for example where consent is needed for optional communications or other specific processing activities. If we rely on consent, you may withdraw it at any time.

Important: Where we rely on legitimate interests or consent, we will assess the impact on your privacy and ensure that your rights are respected.

4. Data Sharing and Processors

We may share personal data with trusted third parties who help us operate our business. These parties act as data processors or, in some cases, separate controllers. We require them to handle data securely and only in accordance with our instructions or their own legal obligations.

Examples of processors or service providers may include:

Payment processors that handle transactions securely;
IT and cloud service providers that store or support business systems;
Accounting and bookkeeping services that assist with financial records;
Communication providers that help manage email, phone, or messaging systems;
Insurance or claims handlers where necessary to manage incidents or protect our interests;
Professional advisers such as legal or tax advisers.

We may also disclose data where required by law, court order, regulatory authority, or to prevent harm, fraud, or illegal activity.

We do not sell your personal data. Any sharing is limited to what is necessary for the relevant purpose.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including meeting legal, accounting, and reporting obligations.

Retention periods may vary depending on the type of data and the reason for processing. In general:

Quotation and booking data may be retained for a reasonable period to manage service history and disputes.
Transaction and invoice records are usually retained for tax and accounting purposes.
Correspondence and complaint records may be kept to respond to claims or operational issues.
Technical and security logs may be retained for a limited period to protect systems and investigate incidents.

When personal data is no longer required, we will securely delete, anonymise, or archive it as appropriate. Where records must be kept to comply with the law, they will be retained only for the relevant statutory period.

6. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, disclosure, or destruction. These measures may include restricted access, secure storage, password protection, and staff awareness procedures.

While no system can be guaranteed completely secure, we take data protection seriously and continually review our practices to reduce risks. If a data incident occurs, we will assess the situation and take action in line with applicable law.

7. Your Rights Under GDPR

As a data subject, you have several rights in relation to your personal data. These rights may be subject to certain conditions or exceptions:

Right of access: you can request a copy of the personal data we hold about you.
Right to rectification: you can ask us to correct inaccurate or incomplete information.
Right to erasure: in some cases, you can ask us to delete your personal data.
Right to restrict processing: you may ask us to limit how we use your data in certain circumstances.
Right to object: you may object to processing based on legitimate interests or direct marketing.
Right to data portability: you may request that certain data be provided to you or another organisation in a structured format.
Right to withdraw consent: where we rely on consent, you can withdraw it at any time.

We will respond to valid requests within the time limits set by law. To protect your privacy, we may need to verify your identity before acting on a request.

8. Children’s Data

Our services are not directed at children, and we do not intentionally collect personal data from children unless it is provided by an adult customer as part of a service arrangement. If we become aware that we have collected data from a child without appropriate authority, we will take reasonable steps to address it.

9. International Transfers

If any of our processors store or access data outside the United Kingdom, we will take steps to ensure appropriate safeguards are in place. These may include approved contractual protections or other lawful transfer mechanisms required under data protection law.

10. 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 changes will take effect when published or otherwise communicated to you. We encourage customers to review this policy periodically to stay informed.

11. Summary of Our Commitment

Man And Van Harrow is committed to protecting the privacy of every customer in the area. We collect only the data needed to provide reliable moving and transport services, process it on a lawful basis, share it carefully with trusted processors, and retain it only as long as necessary. You remain in control of your personal data and may exercise your rights under GDPR where applicable.

This Privacy Policy applies to all Man And Van Harrow customers in area.