Man and a Van Enfield Privacy Policy
This Privacy Policy explains how Man and a Van Enfield collects, uses, stores, and protects your personal data when you use our services in the Enfield area. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018. This Privacy Policy applies to all Man and a Van Enfield customers and enquiries in the Enfield area, whether you contact us by phone, online, or in person.
Who We Are and Scope of This Policy
Man and a Van Enfield is a local transport and removals service operating in and around the Enfield area. For the purposes of data protection law, Man and a Van Enfield is the data controller in respect of the personal data that we collect and process about you in connection with providing our services. This Privacy Policy covers all customers, prospective customers, and individuals acting on behalf of businesses who use, or show interest in, our services within the Enfield area.
What Personal Data We Collect
We may collect and process different types of personal data depending on how you interact with us and the services you request. This can include the following categories of information:
Identification and contact details such as your name, address, and general contact details you provide to arrange a quotation, booking, or service.
Service and booking details such as collection and delivery addresses, property access information that you choose to share, dates and times of moves or deliveries, inventory details where relevant, and any instructions or notes you provide for the job.
Communication records such as details contained in enquiries, messages, or calls, including information you share when asking for a quotation, requesting changes to a booking, or raising a concern.
Payment and transaction information such as records of payments made, amounts charged, dates of transactions, and related financial records. We do not store full payment card numbers where a third party payment processor is used, but we may receive confirmation of payment status and limited reference details.
Technical or usage information where relevant, including basic information generated when you use our website or online forms, such as the date, time, and method of contact. This information may be used to support the operation and security of our website and booking process.
Sensitive information is not routinely collected or required for our services. We ask that you do not provide special category data such as health information unless it is strictly necessary and directly related to safe service delivery, for example, information about mobility issues affecting access on the day of the move.
How and Why We Use Your Personal Data
We use your personal data only where we have a lawful basis under data protection law. The main purposes for which we process your data include:
To provide quotations and respond to enquiries. We use your contact and service details to prepare quotes, answer your questions, and contact you about potential bookings.
To perform and manage our contract with you. Once you book a service, we use your personal data to organise and complete the job, including planning routes, allocating staff and vehicles, and managing any follow-up communication.
To manage payments and accounts. We process transaction data to record and reconcile payments, issue invoices or receipts, manage refunds where applicable, and maintain accurate financial records.
To improve and manage our services. We may use information about completed jobs and customer feedback to review performance, train staff, and improve our services and processes.
To handle enquiries, complaints, and disputes. If you raise a concern or dispute, we may use relevant personal data to investigate and resolve the issue and to keep appropriate records.
To meet legal and regulatory obligations. We may need to retain and disclose certain records to comply with tax, accounting, and other legal requirements or to respond to lawful requests from public authorities.
Lawful Bases for Processing
We rely on a number of lawful bases under UK GDPR to process your personal data, depending on the context:
Contract. We process personal data where it is necessary to enter into or perform a contract with you, such as providing quotations, managing bookings, delivering removal and transport services, and processing payments.
Legitimate interests. We process certain data on the basis of our legitimate interests, provided your rights and freedoms are not overridden. This includes using your data to improve operational efficiency, manage business records, train staff, and handle general customer correspondence or enquiries when you have not yet entered into a contract with us.
Legal obligation. We process data where it is necessary to comply with legal obligations, such as tax, accounting, and record-keeping requirements or obligations to regulatory bodies and law enforcement when required.
Consent. In limited cases, we may rely on your consent, for example, where we wish to send you non-essential marketing communications. Where we rely on consent, you can withdraw it at any time.
Sharing Your Personal Data and Use of Processors
We do not sell your personal data. We may share your data with third parties only where this is necessary, lawful, and subject to appropriate safeguards. These third parties can include:
Service providers and data processors who support our operations, such as providers of payment processing services, booking or scheduling tools, customer management systems, or secure data storage and backup. These processors act on our instructions, must keep your data secure, and are not allowed to use it for their own purposes.
Professional advisers including accountants or legal advisers who may need access to certain records to provide services to us, subject to duty of confidentiality.
Courts, authorities, or law enforcement agencies when we are legally required to share information or when it is necessary to protect our rights or respond to claims.
If any processors are located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your data in accordance with data protection law, such as standard contractual clauses or equivalent measures.
Data Retention and Storage
We keep your personal data only for as long as is reasonably necessary to fulfil the purposes for which it was collected, including to satisfy any legal, accounting, or reporting requirements. In practice, this means:
Enquiry and quotation records are normally kept for a period that allows us to follow up on your request and manage repeat enquiries.
Booking and service records, including related contact details and financial records, are kept for the duration of the contract and then retained for a further period in line with legal obligations and limitation periods for bringing claims.
Financial and transaction records are kept for the period required by tax and accounting rules.
After the relevant retention period expires, personal data will be securely deleted or anonymised so that it can no longer be linked back to you.
How We Protect Your Data
We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, or disclosure. These measures include limiting access to personal data to staff and processors who need it to perform their duties, using secure storage and transfer methods where appropriate, and reviewing our practices to address ongoing security and data protection requirements.
Your Data Protection Rights
Under UK GDPR, you have a number of rights in relation to the personal data that we hold about you. Subject to certain conditions and exemptions, these rights include:
Right of access. You have the right to request confirmation that we process your personal data and to obtain a copy of that data, along with information about how it is used.
Right to rectification. You have the right to request correction of inaccurate or incomplete personal data that we hold about you.
Right to erasure. In some circumstances, you have the right to request that we delete your personal data, for example, where the data is no longer needed for the original purpose and there is no legal reason for us to continue processing it.
Right to restriction of processing. You may request that we restrict the processing of your personal data in certain situations, such as while we are verifying its accuracy or considering an objection you have raised.
Right to object. You may object to our processing of your personal data where we rely on legitimate interests as the legal basis, and we will stop processing unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms or the processing is required for legal claims.
Right to data portability. In some cases, you have the right to receive personal data that you have provided to us in a structured, commonly used, and machine-readable format and to transmit that data to another controller, where technically feasible.
Right to withdraw consent. Where we rely on your consent to process your data, you may withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing before consent was withdrawn.
If you wish to exercise any of these rights, or if you have questions or concerns about how we handle your personal data, you can contact us using the contact details that we provide on our main customer materials or website.
Complaints and Further Information
If you believe that your data protection rights have been infringed, you have the right to lodge a complaint with the UK supervisory authority, the Information Commissioner. We encourage you to contact us first so that we can try to resolve your concerns directly.
We may update this Privacy Policy from time to time to reflect changes in law, regulations, or our services. Any changes will apply from the date they are published. We recommend that you review this Privacy Policy periodically to stay informed about how we handle your personal data.
