Privacy Policy

This Privacy Policy explains how Man And Van Harlington collects, uses, stores, shares, and protects personal data. It applies to all Man And Van Harlington customers in the area, including prospective customers, booked customers, and anyone who contacts us about our services. We are committed to handling personal information in a lawful, fair, and transparent way in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Man And Van Harlington provides moving, collection, delivery, and related transport services. In the course of delivering these services, we may process personal data about individuals, business customers, household representatives, and third parties connected to a booking. We act as a data controller when we decide why and how your personal data is used for our services.

2. Information We Collect

We only collect personal data that is necessary for providing and managing our services. Depending on your interactions with us, this may include:

Identity details such as your name and title;
Contact details such as address and email address;
Booking information including move date, collection and delivery locations, service requirements, and property access details;
Payment information such as transaction details and billing records;
Communication records including enquiries, instructions, complaints, and notes about service changes;
Service and operational data such as route planning details, item descriptions, and delivery confirmations;
Technical information if you communicate with us electronically, including basic device or usage information where relevant;
Special category data only where strictly necessary and only if you choose to provide it, for example if access arrangements require us to consider health or mobility needs.

We do not seek to collect unnecessary information. If you provide data relating to another person, you should ensure you have the right to do so and, where appropriate, their knowledge and permission.

3. How We Use Personal Data

We use personal data to manage enquiries, arrange bookings, perform services, process payments, keep records, and meet legal obligations. We may also use your information to communicate with you about your service, such as confirming arrangements, clarifying instructions, or resolving issues.

Typical purposes include:

Providing quotations and handling enquiries;
Planning, scheduling, and completing moves or deliveries;
Managing customer accounts and service records;
Processing payments and preventing fraud;
Maintaining quality, training, and operational oversight;
Handling complaints, claims, and disputes;
Complying with legal, accounting, and tax requirements;
Improving our services and internal processes.

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

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each processing activity. We rely on the following bases:

Contract – where processing is necessary to provide a quotation, arrange a booking, or carry out our services;
Legal obligation – where we must keep records or share information to comply with tax, accounting, insurance, or other legal requirements;
Legitimate interests – where we need to operate, secure, and improve our business, provided that those interests do not override your rights and freedoms;
Consent – where we ask for your permission, for example in relation to certain optional communications or where special category data is involved and no other lawful basis applies.

Important: where we rely on consent, you can withdraw it at any time. This will not affect the lawfulness of processing carried out before withdrawal.

5. Sharing and Processors

We may share personal data with trusted third parties where necessary to deliver our services, operate our business, or comply with the law. These parties may act as processors or independent controllers depending on the circumstances.

Examples of processors and recipients may include:

Payment processors who handle card or electronic transactions;
IT and hosting providers who support our systems, storage, and security;
Communication service providers used for booking confirmations or service messages;
Accountants and professional advisers for financial, legal, or compliance purposes;
Insurance providers or claims handlers where a claim or incident must be assessed;
Regulators, law enforcement, or public authorities where disclosure is required by law;
Subcontractors or operational partners assisting with delivery-related tasks.

Where a processor is used, we ensure appropriate contractual safeguards are in place so that personal data is processed only on our instructions, kept secure, and not used for unrelated purposes.

We do not sell personal data. If data is transferred outside the UK, we will ensure appropriate protections are in place in line with applicable data protection law.

6. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, including to satisfy legal, accounting, insurance, and reporting requirements. Retention periods vary depending on the type of record and the reason for processing.

In general, we may retain booking, payment, and service records for a reasonable period after completion of a job so that we can handle queries, resolve disputes, maintain proper accounts, and meet legal obligations. Where data is no longer required, it is securely deleted, anonymised, or destroyed.

We review retention regularly to ensure we are not keeping information longer than needed. If a legal claim or regulatory matter requires us to retain records for longer, we may do so until that matter is resolved.

7. Data Security

We take reasonable technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful selection of service providers.

Although no system can be guaranteed to be completely secure, we work to reduce risks and to respond appropriately if an issue arises.

8. Your Rights Under GDPR

You have a number of rights regarding your personal data. These rights are subject to certain legal conditions and exemptions.

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 your data in certain circumstances;
Right to restriction – to ask us to limit how we use your data in certain situations;
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;
Right to complain – to the relevant data protection authority if you believe your rights have been infringed.

We will respond to requests in line with legal requirements and may ask for information to verify your identity before acting on a request.

9. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is necessary in the context of a booking or service arrangement made by an adult. If we become aware that we have collected data inappropriately, we will take reasonable steps to delete it.

10. Changes to This Policy

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

11. Summary of Key Commitments

We collect only the data needed to provide and manage our services;
We process data using lawful bases such as contract, legal obligation, legitimate interests, and consent;
We keep data only as long as necessary;
We use vetted processors and appropriate safeguards;
We respect your GDPR rights and handle requests fairly and lawfully;
This policy applies to all Man And Van Harlington customers in area.

By using our services, making an enquiry, or otherwise interacting with Man And Van Harlington, you acknowledge that your personal data may be processed as described in this Privacy Policy.