Privacy Policy - Finchley Man And Van

Effective Date: This Privacy Policy applies to all Finchley Man And Van customers in the area and explains how we collect, use, store, share, and protect personal data in connection with our moving and transport 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 explains what data we collect, why we collect it, the legal basis we rely on, how long we keep it, who we share it with, and the rights you have over your data.

1. Who This Policy Applies To

This Privacy Policy applies to all customers, prospective customers, website users, and other individuals whose personal data we process in the course of providing or arranging moving, removals, transport, and related services in Finchley and the surrounding area. By using our services or engaging with us, you acknowledge that your data may be processed as described in this policy.

2. Personal Data We Collect

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

Identity data: name, title, and any relevant identification details.
Contact data: address, email address, telephone number, and moving location details.
Service data: information about your move, including property type, inventory, access details, parking restrictions, dates, times, and special handling instructions.
Payment data: billing details, payment status, and transaction records.
Communication data: messages, enquiries, complaints, and customer service correspondence.
Technical data: basic information such as IP address, browser type, device information, and usage data if you interact with our digital systems.
Other relevant information: any additional details you choose to provide that are necessary for us to deliver the requested service safely and effectively.

We do not intentionally collect more personal information than is required to provide our services, manage our relationship with you, and meet legal or operational obligations.

3. How We Collect Your Data

We may collect personal data directly from you when you:

request a quote or make an enquiry;
book or use our moving services;
communicate with us by phone, email, or other means;
submit feedback, complaints, or service-related requests;
make a payment or request a refund;
interact with our systems or digital tools, where applicable.

We may also receive information from third parties where necessary to provide services, such as property managers, landlords, agents, payment providers, or subcontracted service partners, provided they are authorised to share that information.

4. Lawful Basis for Processing

We only process personal data where we have a lawful basis under UK GDPR. The main lawful bases we rely on are:

Contract

We process data where it is necessary to enter into or perform a contract with you, including preparing quotes, arranging collections and deliveries, carrying out removals, and managing payments.

Legal Obligation

We may process and retain data where needed to comply with legal requirements, including tax, accounting, insurance, and record-keeping obligations.

Legitimate Interests

We may process data for our legitimate business interests, such as service improvement, internal administration, fraud prevention, customer support, and protecting our rights, provided those interests are not overridden by your rights and freedoms.

Consent

Where required, we will ask for your consent before processing certain information, such as for specific marketing communications. You may withdraw consent at any time where consent is the basis for processing.

Vital Interests

In rare circumstances, we may process information where necessary to protect someone’s life or physical safety.

5. How We Use Personal Data

We may use your personal data to:

respond to enquiries and provide quotes;
arrange, manage, and deliver moving services;
coordinate scheduling, access, and logistics;
process payments and issue invoices or receipts;
communicate service updates and important notices;
manage complaints, claims, and customer support issues;
meet legal, accounting, or insurance requirements;
maintain internal records and improve our operations;
protect against misuse, fraud, or unlawful activity.

We will only use your data for the purposes for which it was collected unless we reasonably consider that we need to use it for another compatible purpose.

6. Data Sharing and Processors

We may share personal data with carefully selected third parties who act as data processors or independent controllers, only where necessary and appropriate. These may include:

Payment processors: to handle transactions securely.
IT and hosting providers: to store and protect electronic records and systems.
Accounting and bookkeeping providers: to support financial administration and tax compliance.
Professional advisers: including legal or insurance advisers where required.
Subcontractors or service partners: assisting with removals, transport, or logistics under our instructions or their own service agreements.
Public authorities or regulators: where disclosure is required by law or necessary to establish, exercise, or defend legal claims.

Processors are only permitted to process personal data on our instructions and must implement appropriate technical and organisational measures to protect it. We seek to ensure that any processor we use provides sufficient guarantees regarding data security and compliance.

We do not sell your personal data.

7. International Transfers

If any of our processors or service providers store or access data outside the United Kingdom, we will take appropriate steps to protect it. This may include using standard contractual clauses, adequacy regulations, or other lawful safeguards recognised under data protection law.

8. Data Retention

We retain personal data only for as long as necessary for the purposes described in this policy, including to fulfil contractual obligations, comply with legal requirements, resolve disputes, and maintain business records.

Retention periods depend on the type of data and the reason we hold it. For example:

quotes and service enquiries may be kept for a limited period for administrative and follow-up purposes;
invoice, payment, and tax records may be kept for the period required by law;
complaints or claims may be retained until they are resolved and any related limitation period has expired.

When personal data is no longer required, it will be securely deleted, anonymised, or otherwise disposed of in accordance with our retention practices.

9. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, misuse, or disclosure. These measures may include access controls, secure storage, limited staff permissions, and regular review of internal procedures.

While we take reasonable steps to safeguard your data, no method of transmission or storage is entirely risk-free. You should also take care when sharing personal information with us and notify us promptly if you believe your information has been compromised.

10. Your Rights Under Data Protection Law

You have a number of rights regarding your personal data, subject to certain legal conditions and exemptions:

Right of access: you may request a copy of the personal data we hold about you.
Right to rectification: you may ask us to correct inaccurate or incomplete information.
Right to erasure: in certain circumstances, you may request that we delete your data.
Right to restriction: you may ask us to limit how we process your data.
Right to object: you may object to processing based on legitimate interests or direct marketing.
Right to data portability: you may request that we provide certain data in a structured, commonly used format.
Right to withdraw consent: where processing is based on consent, you may withdraw that consent at any time.

If you wish to exercise any of these rights, we will respond in accordance with applicable law. We may need to verify your identity before taking action on your request.

11. Complaints and Supervisory Authority

If you are concerned about how we handle your personal data, we encourage you to raise the issue with us first so we can try to resolve it. You also have the right to lodge a complaint with the relevant data protection supervisory authority in the UK.

We value privacy and aim to handle all concerns fairly and promptly.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data processing practices. Any revised version will apply from the date it is published or otherwise communicated. We encourage you to review this policy periodically to stay informed about how we protect your personal data.

13. Summary of Our Commitment

Finchley Man And Van is committed to processing personal data responsibly, securely, and only where necessary. We will always aim to collect the minimum amount of information needed to provide our services, keep it only for as long as required, and respect your privacy rights throughout the process.

Your privacy matters to us, and we are dedicated to maintaining trust through transparent and lawful data handling.