Privacy Policy - Man With Van Cricklewood

This Privacy Policy explains how Man With Van Cricklewood collects, uses, stores, shares, and protects personal data when providing services to customers in the Cricklewood area. It applies to all customers, prospective customers, and anyone who contacts us or uses our services within our operating area. We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Man With Van Cricklewood provides moving, transport, collection, and delivery services for residential and business customers in Cricklewood and nearby locations. For the purposes of data protection law, we act as the data controller for the personal data we collect and process in connection with our services.

This policy applies to all individuals whose personal data we process in the course of providing services in the area, including people who request a quote, make a booking, receive a service, or interact with us in relation to an enquiry, complaint, or payment.

2. Personal Data We Collect

We only collect personal data that is necessary for providing our services, operating our business, and meeting our legal obligations. The information we may collect includes:

Identity details, such as your name, title, and any business name.
Contact details, such as telephone number, email address, and service address.
Booking and service information, including move dates, collection and delivery addresses, property access details, and items to be moved.
Payment information, such as transaction records, payment status, and billing information.
Communication records, including emails, call notes, messages, and complaint correspondence.
Service preferences, such as special handling requirements, parking restrictions, or access instructions.
Technical data, where relevant, such as device or browser information if you interact with us electronically.

We do not intentionally collect special category data unless it is provided by you and is genuinely necessary for the service, for example, where access or health-related considerations affect the moving process. If such data is provided, we will handle it with additional care and only where a lawful basis applies.

3. How We Use Personal Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To manage bookings and deliver moving or transport services.
To communicate about service times, updates, or changes.
To process payments, invoices, and refunds where applicable.
To deal with complaints, disputes, or claims.
To comply with legal, tax, accounting, and regulatory obligations.
To improve our services, operations, and customer experience.
To maintain business records and protect against fraud or misuse.

We will only use your information for the purpose for which it was collected, unless we reasonably consider that we need to use it for another compatible purpose. If we need to use your data for an unrelated purpose, we will explain the legal basis before doing so.

4. Lawful Basis for Processing

We process personal data only where there is a lawful basis under the UK GDPR. Depending on the context, we may rely on one or more of the following grounds:

Performance of a contract

We process your data to provide quotes, manage bookings, carry out services, and fulfil our obligations to you under a contract or in preparation for entering into one.

Legal obligation

We may need to process and retain information to meet tax, accounting, insurance, or other legal requirements.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided that these interests are not overridden by your rights and freedoms. This may include service administration, record keeping, customer support, fraud prevention, and business improvement.

Consent

In limited situations, we may rely on your consent, especially for optional communications or specific uses of data. Where consent is used, you may withdraw it at any time.

Special category data, if processed, will only be handled where an additional condition under the UK GDPR applies, such as explicit consent or necessity for legal claims or substantial public interest. We do not routinely process such data.

5. How We Share Data

We may share personal data with carefully selected third parties who help us operate our services. These may include:

Payment processors for handling card or other electronic payments.
Accountants and bookkeepers for financial administration and compliance.
IT and system providers for email, storage, scheduling, and business management tools.
Subcontractors or logistics partners where they are involved in delivering the service.
Insurers and legal advisers where required for claims, disputes, or risk management.
Public authorities where we are legally required to disclose information.

We require processors and third parties to protect personal data and to use it only for the purposes we specify. We do not sell your personal data.

6. Processors

Where we use third-party service providers to process personal data on our behalf, they act as processors. They may only process your data according to our instructions and must apply appropriate security measures.

Typical processor functions may include:

Email hosting and secure communications.
Cloud storage and document management.
Invoicing, bookkeeping, and accounting systems.
Scheduling, route planning, and job management platforms.
Data backup and cybersecurity services.

We take reasonable steps to ensure processors are trustworthy, compliant, and able to safeguard your information.

7. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected, including to meet legal, accounting, or insurance requirements. Retention periods may vary depending on the type of information and the context in which it is used.

In general:

Quotation and enquiry records may be kept for a limited period to manage follow-up and service administration.
Booking, invoice, and payment records are retained for the period required by tax and financial laws.
Complaint, claim, and dispute records may be retained for as long as needed to resolve the matter and defend legal rights.
Technical or operational data is retained only as long as necessary for security, troubleshooting, and business purposes.

When data is no longer needed, we will delete it securely or anonymise it so it can no longer identify you.

8. Data Security

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

Although we take reasonable steps to secure information, no system can be guaranteed to be completely secure. If a personal data breach occurs and we are required to notify you or a regulator, we will do so in accordance with applicable law.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may be subject to legal limits and exemptions, but we will always assess your request carefully. Your rights include:

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 circumstances.
Right to restriction – to ask us to limit how we use your data in certain cases.
Right to data portability – to receive certain data in a structured, commonly used format.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to withdraw consent – where we rely on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond in accordance with applicable legal timeframes. We may need to verify your identity before acting on a request.

10. International Transfers

In some cases, personal data may be stored or processed by service providers outside the UK. If this happens, we will take appropriate steps to ensure that your information receives a similar level of protection, including the use of approved safeguards where required by law.

11. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is necessary in connection with a household move or where provided by an adult customer. If we become aware that we have collected data improperly, we will take reasonable steps to delete it.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices. Any updated version will apply from the date it is published. We encourage customers in the Cricklewood area to review this policy periodically to stay informed about how we protect personal data.

13. Summary of Key Points

This policy applies to all Man With Van Cricklewood customers in the area. We collect only the personal data needed to provide moving and transport services, rely on lawful bases such as contract, legal obligation, legitimate interests, and consent, retain data only as long as necessary, use vetted processors, and respect your data protection rights.

We are committed to handling your information responsibly, securely, and lawfully.