Privacy Policy - Man With Van Enfield

This Privacy Policy explains how Man With Van Enfield collects, uses, stores, shares, and protects personal data. It applies to all Man With Van Enfield customers in the Enfield area, including individuals and businesses that enquire about, book, or receive removal, delivery, transport, and related moving services. We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With Van Enfield is a service provider operating in the Enfield area. For the purposes of data protection law, we act as a data controller when we decide how and why your personal data is used. In some situations, we may also act as a data processor where we handle data on behalf of another organisation, for example where a business customer instructs us to transport goods for its own client.

2. Personal Data We Collect

We only collect personal data that is necessary for providing our services, managing our business, and meeting our legal obligations. Depending on your interaction with us, we may collect the following categories of data:

Identity data such as your name and title.
Contact data such as your address, email address, and telephone number.
Service details such as property access information, collection and delivery addresses, moving dates, item descriptions, and special instructions.
Billing and payment data such as invoice details, payment status, and transaction references. We do not store full card details unless required by secure payment systems.
Correspondence data such as messages, enquiries, complaints, and feedback.
Technical data where applicable, such as basic website or device information if you contact us through digital channels.
Operational data such as records of completed services, quotes, and booking history.

We do not intentionally collect special category data unless you provide it voluntarily and it is strictly necessary for a service request, for example where access or health-related information is needed to ensure a safe move. When such information is provided, we treat it with additional care and only use it where permitted by law.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotations and confirm bookings.
To plan and carry out removal and transport services.
To communicate with you about your service, including updates and changes.
To issue invoices, process payments, and maintain financial records.
To respond to enquiries, complaints, and requests.
To improve service quality, safety, and customer experience.
To comply with legal, tax, and regulatory obligations.
To protect our business, customers, staff, and property from fraud, misuse, or unlawful activity.

We will always ensure that our use of your information is relevant and proportionate to the service being delivered.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. Depending on the circumstances, Man With Van Enfield relies on one or more of the following bases:

Contract

We process your data where it is necessary to enter into or perform a contract with you. This includes providing quotes, scheduling services, carrying out the move, and managing related payments.

Legal Obligation

We may process and retain information to comply with tax law, accounting requirements, insurance obligations, and other legal duties.

Legitimate Interests

We may use personal data where it is necessary for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. Examples include service administration, record keeping, security, quality control, and handling disputes.

Consent

In limited cases, we may ask for your consent, for example where optional marketing communication is sent or where we need to process particularly sensitive information that is not otherwise covered by another lawful basis. You may withdraw consent at any time.

5. Sharing Your Data

We may share personal data with trusted third parties when necessary for service delivery or legal compliance. These third parties may include:

Payment service providers who process transactions securely.
Accountants and tax advisers who assist with financial administration.
IT and cloud service providers who store or support business systems.
Subcontractors or drivers involved in carrying out your booking.
Insurers and claims handlers where an incident, dispute, or claim arises.
Legal or regulatory authorities where disclosure is required by law.

All processors and service providers are required to handle your data securely and only in accordance with our instructions. We do not sell personal data.

6. Data Processors

Where we use third-party processors, they are carefully selected and bound by contractual obligations. These processors may assist with payment handling, storage, communication tools, invoicing, scheduling, or other operational functions. They are only permitted to process your data for the specific services they provide to us and must implement appropriate technical and organisational security measures.

Man With Van Enfield reviews processor arrangements to help ensure compliance with data protection standards and to protect against unauthorised access, loss, or misuse of personal information.

7. Retention of Personal Data

We keep personal data only for as long as necessary for the purpose it was collected, including to meet legal, accounting, and reporting requirements. Retention periods may vary depending on the nature of the data and the service provided.

Quote and enquiry records may be kept for a reasonable period to manage follow-up, disputes, and service history.
Booking and invoice records are generally kept for the period required by tax and accounting law.
Correspondence and complaint records may be retained for as long as needed to resolve issues and protect legal rights.
Insurance-related records may be kept longer where necessary for potential claims or legal proceedings.

When data is no longer required, it is securely deleted, anonymised, or otherwise disposed of in a safe manner.

8. Data Security

We use appropriate technical and organisational measures to protect your personal data from unauthorised access, accidental loss, destruction, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and restricted system access. While no system can be guaranteed to be completely secure, we take reasonable steps to reduce risks and maintain a strong standard of protection.

9. International Transfers

If any service provider processes data outside the United Kingdom, we will ensure that suitable safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms. Any transfer will only occur where a proper level of protection is maintained.

10. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. These rights may apply depending on the lawful basis for processing and the circumstances of your request.

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 data.
Right to erasure ??? in some cases, you can ask us to delete your data.
Right to restriction ??? you can request that we limit how we use your data in certain situations.
Right to object ??? you can object to processing based on legitimate interests or direct marketing.
Right to data portability ??? where applicable, you can request that we provide your data in a structured, commonly used format.
Right to withdraw consent ??? if we rely on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will review your request and respond within the time limits required by law. In some cases, we may need to retain certain data where there is a legal reason to do so.

11. Complaints

If you have concerns about how your personal data is handled, you have the right to raise a complaint with the relevant supervisory authority. In the UK, this is the Information Commissioner???s Office (ICO). We encourage you to contact us first so that we can address your concerns directly and fairly.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, business operations, or service practices. The latest version will apply from the date it is published or otherwise communicated. We recommend reviewing it periodically to stay informed about how your data is protected.

In summary, Man With Van Enfield handles personal data responsibly, only collects what is necessary, and keeps it for no longer than needed. This policy applies to all Man With Van Enfield customers in the area and is designed to ensure that your information is processed lawfully, securely, and transparently.