Privacy Policy - Man With Van Pentonville

Man With Van Pentonville is committed to protecting the privacy and personal data of all customers in our service area. This Privacy Policy explains how we collect, use, store, share, and protect personal information when we provide moving, removals, transport, and related services. It applies to all Man With Van Pentonville customers in the area, including individuals, households, landlords, tenants, and business clients who use our services.

1. Who We Are

For the purposes of data protection law, Man With Van Pentonville acts as the data controller for the personal data we process in connection with our services. This means we determine why and how your personal information is used. We are responsible for ensuring that your data is processed lawfully, fairly, and transparently.

This policy applies to all personal data collected during enquiries, bookings, quotations, service delivery, payment processing, aftercare, complaints handling, and any follow-up communications connected with our services.

2. Information We Collect

We may collect and process the following categories of personal data:

Identity information such as your name and, where relevant, company name.
Contact details such as address, telephone number, and email address.
Service details including pick-up and delivery addresses, move dates, property access information, inventory details, and instructions relating to the move.
Billing and payment information needed to process payments, issue invoices, or manage refunds.
Communication records including enquiries, quotes, service updates, complaints, feedback, and any correspondence you send to us.
Technical and usage data where applicable, such as limited information collected through our digital systems, including device or browser information, for security and operational purposes.
Special category data only where you voluntarily provide it and only when necessary, for example, access or health-related information relevant to the safe delivery of our services. We handle such information with extra care and only when permitted by law.

We do not intentionally collect more information than is needed for the service requested.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotations and respond to enquiries.
To arrange, confirm, and deliver moving and transport services.
To manage access, logistics, scheduling, and route planning.
To process payments, issue receipts or invoices, and handle refunds or disputes.
To communicate service updates, changes, and operational notices.
To deal with complaints, claims, and customer support requests.
To comply with legal, tax, accounting, and regulatory obligations.
To improve our services, record keeping, and internal business operations.
To protect against fraud, misuse, or security incidents.

We only use your information for legitimate business purposes and in ways that are compatible with the original purpose for which it was collected.

4. Lawful Basis for Processing

We process personal data only when we have a valid lawful basis under the UK GDPR and the Data Protection Act 2018. Depending on the circumstances, our lawful bases may include:

Contract

We process data when it is necessary to enter into or perform a contract with you. This includes providing quotes, managing bookings, and completing moving services.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. This may include customer service, business administration, quality control, service improvement, fraud prevention, and operational planning.

Legal Obligation

We may process and retain certain information to meet legal obligations, such as tax, accounting, insurance, or record-keeping requirements.

Consent

In limited cases, we may rely on your consent, for example where you voluntarily provide certain optional information. Where consent is used, you may withdraw it at any time, without affecting the lawfulness of processing carried out before withdrawal.

5. Retention of Personal Data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, or reporting requirements. Retention periods may vary depending on the type of information and the nature of the service provided.

Service and booking records are usually kept for a reasonable period to manage customer history, disputes, and operational needs.
Financial and tax records are retained for the period required by law.
Complaints or claims information may be kept longer where needed to resolve issues or defend legal claims.
Unnecessary or outdated data is securely deleted or anonymised when no longer required.

We apply retention limits and regularly review the information we hold.

6. Processors and Data Sharing

We may use third-party service providers, known as processors, to help us operate our business and deliver services. These processors may only process your personal data on our instructions and must keep it secure and confidential.

Examples of processors may include:

Payment service providers.
Accounting and invoicing systems.
Customer communication and email service providers.
IT support, hosting, and security providers.
Business administration and record-management systems.

We may also share personal data where required by law, by court order, or with insurers, legal advisers, or public authorities when necessary and lawful. We do not sell your personal data.

Where personal data is shared, we take reasonable steps to ensure it remains protected and is used only for the intended purpose.

7. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, staff confidentiality obligations, secure storage, and data minimisation practices.

While no system can be guaranteed completely secure, we work to maintain a level of security appropriate to the nature of the information processed.

8. Your Rights

Under data protection law, you have certain rights regarding your personal data. These rights may be subject to legal limits and exemptions, but we will always assess requests carefully and respond appropriately.

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 – you can request deletion of your data in certain circumstances.
Right to restriction – you can ask us to restrict processing in certain situations.
Right to object – you can object to processing based on legitimate interests.
Right to data portability – you can request transfer of certain information in a structured, commonly used format where applicable.
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time.

You also have the right to raise concerns with the relevant data protection authority if you believe your rights have been infringed. We encourage you to contact us first so we can try to resolve any issue promptly.

9. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children for marketing or service purposes. If information relating to a child is incidentally provided in the course of arranging a move, we will process it only where necessary and in accordance with data protection law.

10. International Transfers

Where any of our processors or systems involve the transfer of personal data outside the United Kingdom, we will ensure appropriate safeguards are in place so that your information remains protected in line with applicable legal requirements.

11. Changes to This Policy

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

12. Summary of Our Commitment

Man With Van Pentonville is committed to handling personal data responsibly, securely, and transparently. We collect only the information needed to provide our services, rely on clear lawful bases, retain data for appropriate periods, use trusted processors under contract, and respect your rights under data protection law.

This Privacy Policy applies to all Man With Van Pentonville customers in area and is designed to ensure that your personal data is treated with care and in compliance with the GDPR principles of lawfulness, fairness, transparency, minimisation, accuracy, storage limitation, integrity, and confidentiality.