Finchley Man and Van Privacy Policy

This Privacy Policy explains how Finchley Man and Van collects, uses, stores, and protects personal data when providing man and van and related services. It applies to all Finchley Man and Van customers and prospective customers in the Finchley area, including individuals, households, and businesses that request or receive our services.

We are committed to protecting your privacy and handling your personal data in a lawful, fair, and transparent manner in accordance with applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018.

Data Controller

Finchley Man and Van is the data controller for the personal data processed in connection with our services. This means we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing complies with data protection law.

Personal Data We Collect

We collect and process different types of personal data depending on how you interact with us and the services you request. This may include the following categories of data.

Identification and contact details such as name, postal address, service address, billing address, and general contact details you provide to us when making an enquiry or booking a service.

Service and booking information such as details of the services you request, dates and times of bookings, pick up and drop off locations, property access details that you choose to share, and information about items to be moved where it could reasonably identify you or your household.

Communication data such as information contained in enquiries, messages, and any other communications you send to us via phone, text message, or other communication channels, along with any notes we make in relation to your enquiry or service.

Payment and transaction information such as the amount paid, payment method type, payment status, and invoices or receipts we issue. We do not store or process full payment card details if you pay through a third party payment provider. In those cases, the payment provider is responsible for processing your card details.

Technical and usage data such as basic technical information that may be collected when you visit our website, including your approximate location derived from your device, type of device, browser type, and how you navigate our site. This may involve the use of cookies or similar technologies if enabled in your browser settings.

Feedback and reviews including any feedback, comments, testimonials, or reviews you provide about our services, whether directly to us or through third party platforms where we have access to that information.

How We Collect Your Data

We may collect personal data about you in the following ways.

Directly from you when you contact us to request a quote, make a booking, ask a question, or otherwise communicate with us.

During the provision of services when our team attends your premises, transports items, or interacts with you on the day of the move or related service.

From third parties such as comparison or referral platforms that pass your enquiry to us, payment service providers that confirm payment status, or review platforms that share feedback you have submitted.

Automatically when you visit our website where certain technical or usage information may be collected through cookies or similar technologies, subject to your browser or device settings.

Lawful Basis for Processing

We process your personal data only where we have a lawful basis under data protection law. Depending on the context, the lawful basis will usually be one or more of the following.

Contract. We process personal data that is necessary to enter into and perform a contract with you. This includes providing quotes, managing bookings, delivering services, handling payments, and communicating with you about your move or other service.

Legal obligation. We may process personal data where necessary to comply with legal obligations, such as accounting, tax, and record keeping requirements, or to respond to lawful requests from regulatory or law enforcement bodies.

Legitimate interests. We may process personal data where it is necessary for our legitimate business interests and those interests are not overridden by your rights and interests. Legitimate interests include managing and improving our services, handling customer enquiries, preventing fraud, ensuring the security of our operations, and defending our legal rights.

Consent. In limited cases, we may rely on your consent, for example if you ask us to retain your details for future contact beyond what is necessary for our services. Where we rely on consent, you have the right to withdraw it at any time.

How We Use Your Personal Data

We may use your personal data for the following purposes.

To provide and manage services including assessing your request, preparing quotes, planning and delivering moves, and carrying out related man and van services.

To manage our relationship with you including confirming bookings, sending service updates, responding to your enquiries, and providing customer support.

To process payments and maintain financial records including issuing invoices and receipts, confirming payment, and keeping accounting records as required by law.

To improve our services including analysing feedback, monitoring service quality, and training staff to deliver a reliable and safe service.

To ensure safety, security, and compliance including protecting our staff, customers, and property, preventing fraud, and complying with legal obligations and regulatory requirements.

To manage disputes and claims including establishing, exercising, or defending legal claims relating to our services.

Sharing Your Personal Data

We do not sell your personal data. We may share your data with trusted third parties where necessary for the purposes described in this Privacy Policy and in accordance with data protection law.

Service providers and processors. We may share your data with third party companies that provide services to us as data processors, such as booking or scheduling tools, payment processors, cloud storage providers, communication tools, and accountancy or administrative support. These providers are contractually required to keep your data secure, use it only in accordance with our instructions, and comply with applicable data protection laws.

Professional advisers. We may share data with professional advisers such as accountants, insurers, or legal advisers where necessary for obtaining professional advice, managing accounts, or handling legal matters.

Authorities and legal bodies. We may disclose personal data to law enforcement agencies, courts, regulators, or government bodies where required or permitted by law, or where this is necessary to protect our legal rights or the rights of others.

Business transfers. If we undergo a business reorganisation, merger, or sale, personal data may be transferred as part of that transaction, subject to appropriate safeguards and compliance with data protection law.

International Data Transfers

Where we use service providers or systems located outside the United Kingdom or the European Economic Area, your personal data may be transferred to countries that have different data protection laws. In such cases, we will ensure that appropriate safeguards are in place, such as standard contractual clauses approved by data protection authorities, or other mechanisms recognised under data protection law.

Data Retention

We keep your personal data only for as long as necessary for the purposes for which it was collected, including to provide services, comply with legal obligations, resolve disputes, and enforce our agreements.

Service and booking records are typically kept for a period necessary to fulfil your booking and then retained for a number of years to meet our legal, tax, and accounting obligations, as well as to manage any claims that may arise.

Communication records and enquiry details are retained for a period that allows us to manage your request, follow up on bookings or quotes, and maintain accurate records of our interactions with you.

Payment and transaction information is retained in line with applicable financial and tax record keeping requirements.

Technical data related to website usage and cookies is retained in accordance with our internal policies and applicable guidance, and for no longer than is necessary for analytics or security purposes.

When personal data is no longer required for these purposes, it will be securely deleted, anonymised, or otherwise removed from our systems.

Your Data Protection Rights

Under data protection law, you have a number of rights in relation to your personal data, subject to certain conditions and exemptions.

Right of access. You have the right to request confirmation of whether 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 personal data that is inaccurate or incomplete.

Right to erasure. In certain circumstances, you have the right to request that we delete your personal data, for example where it is no longer needed for the purposes for which it was collected, or where you withdraw consent and there is no other legal basis for processing.

Right to restriction. You have the right to request that we restrict the processing of your personal data in specific situations, such as where you contest the accuracy of the data or object to its processing.

Right to object. You have the right to object to processing that is based on our legitimate interests in certain circumstances, on grounds relating to your particular situation.

Right to data portability. Where processing is based on consent or contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used, machine readable format and to transmit it to another controller.

Right to withdraw consent. Where we rely on your consent to process personal data, you can withdraw that consent at any time. This will not affect the lawfulness of processing carried out before withdrawal.

You also have the right to lodge a complaint with the relevant supervisory authority if you believe we have not complied with data protection law. We encourage you to contact us first so that we can address any concerns.

Security of Your Personal Data

We take appropriate technical and organisational measures to protect your personal data from unauthorised access, accidental loss, destruction, or damage. These measures include controlled access to systems, staff training on data protection and confidentiality, and procedures for handling and responding to data protection incidents. While we strive to protect your data, no system can be completely secure, and you should take care when sharing personal information.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or how we process personal data. Any changes will take effect when the updated policy is made available. We recommend that you review this Privacy Policy periodically to stay informed about how we protect your personal data.