Privacy Policy - Man And Van Enfield

This Privacy Policy explains how Man And Van Enfield collects, uses, stores, shares, and protects personal data in connection with the services we provide. It applies to all Man And Van Enfield customers in the area, including individuals who request quotes, make bookings, receive removals or van services, or otherwise interact with us in relation to our services.

We are committed to handling personal information in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is designed to help you understand what information we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have over your data.

1. Information We Collect

We may collect and process personal data that you provide to us directly, data generated during the delivery of our services, and limited data obtained from lawful third-party sources. The information we collect may include:

Identity details such as your name, and where relevant, the name of your business or organisation.
Contact details such as telephone number, email address, and service address.
Service details such as booking date, moving requirements, property access information, inventory details, and delivery instructions.
Payment and billing information necessary to process transactions, issue invoices, or record payment status.
Communication records including messages, call notes, complaint details, and correspondence relating to your booking or enquiry.
Technical information such as basic website usage data if you visit digital services associated with us, including device or browser details where applicable.
Special category data only where you voluntarily provide it and only if it is necessary to deliver a requested service or comply with legal obligations. We will limit such processing to what is strictly required.

We aim to collect only the data needed to provide our services effectively and safely. If you choose not to provide certain information, this may affect our ability to complete your booking or respond to your request.

2. How We Use Your Data

We use personal data for the following purposes:

to respond to enquiries and provide quotations;
to manage bookings and deliver moving, transport, or van services;
to plan routes, schedules, staffing, and operational requirements;
to communicate with you about your service, including changes, confirmations, or follow-up matters;
to process payments, issue receipts, and maintain financial records;
to handle complaints, disputes, or claims;
to comply with legal, accounting, insurance, or regulatory obligations;
to protect our business, staff, and customers from fraud, misuse, or security incidents;
to improve our services, processes, and customer experience.

We do not use your personal data for purposes that are incompatible with the reasons it was collected unless we have a lawful basis to do so.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the circumstances, we rely on the following bases:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes providing quotations, confirming bookings, carrying out the service, and handling related communications.

Legal Obligation

We may process data when required to comply with legal duties, such as tax, accounting, record-keeping, insurance, or other regulatory obligations.

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 managing operations, preventing fraud, improving service quality, and retaining limited records for business administration.

Consent

Where we rely on consent, we will make this clear at the time of collection. You may withdraw consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

4. Data Sharing and Processors

We may share personal data with trusted third parties who support the delivery of our services. These third parties act as data processors or independent controllers, depending on the context. We only share information where necessary and require appropriate safeguards.

Examples of processors and service providers may include:

Payment processors that handle secure card or electronic payments;
Accounting and invoicing providers that help manage financial records;
IT, cloud storage, and system support providers that maintain secure data infrastructure;
Customer communications tools used for booking confirmations or service updates;
Professional advisers such as accountants, insurers, or legal advisers when needed;
Public authorities where disclosure is required by law or necessary to protect rights, safety, or property.

All processors are required to process personal data only on our instructions, use it only for the agreed purpose, and apply appropriate technical and organisational security measures. If personal data is transferred outside the UK, we will ensure suitable legal protections are in place.

5. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, insurance, or operational requirements. Retention periods depend 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 records and follow-up enquiries.
Invoice, payment, and tax records are retained for the period required by law.
Correspondence and complaint records may be kept for as long as needed to resolve disputes and maintain business records.
Technical and security logs are retained for a limited period unless needed for investigation or legal compliance.

When personal data is no longer required, we will securely delete, anonymise, or destroy it in line with our retention practices.

6. Data Security

We take appropriate measures to protect personal information against accidental loss, unauthorised access, misuse, alteration, or disclosure. These measures may include restricted access, secure storage, password controls, staff confidentiality obligations, and the use of trusted systems and providers.

Although we work to protect your data, no method of transmission or storage is completely secure. If a data breach occurs that affects your rights or freedoms, we will follow applicable legal requirements, including notifying the relevant authority and affected individuals where necessary.

7. Your Rights

Under data protection law, you have rights in relation to your personal data. These rights may apply in different circumstances and are subject to legal limitations. They 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 data in certain situations;
Right to restriction – to request that we limit how we use your data in certain cases;
Right to data portability – to receive certain data in a structured, commonly used format where applicable;
Right to object – to object to processing based on legitimate interests or direct marketing;
Right to withdraw consent – where processing is based on consent, you may withdraw it at any time;
Right to lodge a complaint – to raise concerns with the UK Information Commissioner’s Office if you believe your data has been handled unlawfully.

To exercise these rights, you may need to provide enough information for us to verify your identity and locate the relevant records. We may not be able to comply fully where data must be retained for legal or legitimate business purposes.

8. Children’s Data

Our services are generally intended for adults arranging transport or moving services. We do not knowingly collect children’s personal data unless it is incidentally provided as part of a service request or required for lawful and practical service delivery. Where this occurs, we will only process it as necessary and in accordance with applicable law.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or service arrangements. Any revised version will apply from the date it is made available. We encourage you to review this policy periodically to stay informed about how we protect your information.

10. Scope of This Policy

This Privacy Policy applies to all customers of Man And Van Enfield in the area and to any personal data processed in connection with our services. By using our services, requesting a quote, making a booking, or communicating with us, you acknowledge that your information will be handled in accordance with this policy and applicable data protection laws.

Last updated: This policy is intended to provide a clear and lawful explanation of our data practices and is designed to support transparency, accountability, and trust in the services we provide.