Privacy Policy - Haringey Man And Van

Last updated: This Privacy Policy explains how Haringey Man And Van collects, uses, stores, shares, and protects personal data when providing moving, delivery, and related services. It applies to all Haringey Man And Van customers in the Haringey area, including anyone who enquires about, books, receives, or supports our services.

1. Who We Are

Haringey Man And Van is a moving and transport service provider operating for customers in and around Haringey. In this Privacy Policy, the terms “we,” “us,” and “our” refer to Haringey Man And Van. We are responsible for deciding how and why your personal data is used in connection with our services.

2. Personal Data We Collect

We only collect personal data that is relevant and necessary to provide our services, manage our business, and meet legal obligations. The types of information we may collect include:

Identity details: name, title, and any information needed to identify you or confirm a booking.
Contact details: phone number, email address, and address information for collection, delivery, or billing purposes.
Service information: details about your move, items being transported, access requirements, dates, times, and special handling instructions.
Payment and billing data: transaction records, invoices, payment confirmations, and limited financial information necessary to process payments.
Communication records: emails, messages, notes from calls, complaints, feedback, and correspondence relating to bookings or service issues.
Technical data: basic information such as device, browser, or IP-related data if you interact with our digital systems or online forms, where applicable.
Legal and compliance data: records needed for insurance, tax, audit, fraud prevention, or regulatory compliance.

We do not intentionally collect special category personal data unless it is necessary and you choose to share it with us, for example where it is relevant to access arrangements or service delivery. If such information is provided, we will handle it with extra care and only where permitted by law.

3. How We Use Your Data

We use personal data to operate our services effectively and responsibly. This may include:

providing quotes, confirming bookings, and managing move schedules;
communicating with you about your service or responding to enquiries;
planning routes, handling access requirements, and completing deliveries safely;
issuing invoices, processing payments, and maintaining accounting records;
handling complaints, service updates, and customer support;
protecting against fraud, misuse, or unlawful activity;
meeting legal, tax, and insurance obligations;
improving our services, staff training, and operational efficiency.

We will only use your personal data for the purposes for which it was collected, unless we reasonably need to use it for a compatible purpose or another lawful reason.

4. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis to process your personal data. Depending on the context, we rely on one or more of the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes handling bookings, providing moving services, processing payments, and communicating about the service.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. Examples include improving our services, maintaining internal records, preventing fraud, and managing business operations.

Legal Obligation

We may use personal data where needed to comply with legal requirements, such as tax, accounting, insurance, or law enforcement obligations.

Consent

In limited situations, we may rely on your consent, for example for certain optional communications or where you voluntarily provide information that is not otherwise required. Where consent is used, you can withdraw it at any time.

5. Sharing Your Personal Data

We may share personal data with carefully selected third parties where necessary for service delivery, administration, or legal compliance. These recipients may include:

Processors and service providers who support our operations, such as booking systems, accounting tools, payment services, storage providers, and communication platforms;
Insurance providers where needed for claims, coverage, or incident handling;
Professional advisers such as accountants, auditors, or legal advisers;
Regulators, courts, or authorities where we are required to disclose information by law;
Subcontractors or crew members involved in carrying out the booked service.

When we use processors, they are only permitted to process your data on our instructions and must protect it appropriately. We do not sell your personal data.

6. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including any legal, accounting, insurance, or reporting requirements. Retention periods depend on the type of information and why it was collected.

In general:

booking and service records are kept for a reasonable period after completion to manage queries, disputes, and service history;
financial and tax records are retained for the period required by law;
correspondence and complaints may be kept longer where needed to resolve issues or defend legal claims;
where data is no longer needed, we securely delete, anonymise, or archive it.

We review retention periods regularly to ensure data is not kept for longer than necessary.

7. Security of Your Data

We use appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff awareness, and limited access on a need-to-know basis.

While we take security seriously, no system can be guaranteed completely secure. If a data incident occurs, we will respond in line with applicable legal obligations.

8. International Transfers

If any processor or service provider stores or accesses personal data outside the United Kingdom, we will take steps to ensure appropriate safeguards are in place. These safeguards may include approved contractual protections or other lawful transfer mechanisms designed to protect your rights.

9. Your Rights

Depending on the circumstances, you may have the following rights under data protection law:

Right of access: to request a copy of the personal data we hold about you;
Right to rectification: to ask us to correct inaccurate or incomplete data;
Right to erasure: to request deletion of your data in certain situations;
Right to restrict processing: to ask us to limit how we use your data in certain cases;
Right to object: to object to processing based on legitimate interests or direct marketing;
Right to data portability: to request transfer of certain data in a usable format where applicable;
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time;
Right to complain: to raise concerns with the relevant data protection authority if you believe your rights have been breached.

These rights are not absolute and may be subject to legal exceptions or conditions. We will respond to valid requests in accordance with applicable law.

10. Children’s Data

Our services are intended for adult customers and businesses arranging moving or transport services. We do not knowingly collect personal data from children for marketing or unrelated purposes. If information about a child is necessary for a service, it will only be processed where appropriate and lawful.

11. Cookies and Similar Technologies

If we use online systems that rely on cookies or similar technologies, they may be used for essential functionality, performance, or analytics. Where required by law, we will provide appropriate notice and obtain consent before using non-essential cookies. Any such use will be limited to what is necessary and proportionate.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data handling practices. The latest version will apply from the date it is published or otherwise communicated. We encourage customers in the Haringey area to review this policy periodically.

13. Contact and Further Information

If you have questions about this Privacy Policy, wish to exercise your rights, or want more information about how your data is handled, you should contact us using the details provided through our usual customer communication channels. We may need to verify your identity before responding to certain requests in order to protect your data.

Summary of commitment: Haringey Man And Van is committed to processing personal data lawfully, fairly, and transparently, keeping it secure, limiting retention, and respecting the rights of every customer in the Haringey area.