Privacy Policy - Finchley Man And Van

Last updated: This Privacy Policy explains how Finchley Man And Van collects, uses, stores, and protects personal data relating to all customers in the Finchley area and surrounding local service area. It applies to everyone who uses our moving, transport, and related services, whether they book a single item move, a full house move, or any other service we provide.

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. We only collect the data we need to provide our services, comply with legal obligations, and manage our business effectively.

1. Who this policy applies to

This Privacy Policy applies to all Finchley Man And Van customers in the area, including prospective customers who request a quote, make an enquiry, or otherwise interact with us before booking. It also applies to individuals whose personal data we receive in connection with a booking, such as household members, business representatives, building managers, and recipients of deliveries where relevant to the service.

2. Personal data we collect

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

Identity information: name, title, and where necessary business or organisation name.
Contact information: address, email address, phone number, and moving or collection/delivery addresses.
Booking details: service type, dates, times, property access information, item descriptions, and special handling requirements.
Payment and transaction information: payment status, invoices, and records of transactions, though full card details are not ordinarily stored by us if payment is handled securely by a third-party provider.
Communication records: messages, call notes, complaints, service updates, and feedback.
Operational information: route details, vehicle allocation, staff assignments, and service notes necessary to complete the move.
Technical information: limited device and usage information if you interact with any digital service or form we use, such as IP address and time of access, where applicable.

We do not intentionally collect special category data unless you voluntarily provide it and it is strictly necessary for the service, for example if you inform us of accessibility needs. Where this happens, we will handle it with additional care and only for the purpose for which it was provided.

3. How we use your data

We use personal data for the following purposes:

to provide quotes and assess service requirements;
to arrange, deliver, and manage moving and transportation services;
to communicate with you about your booking, timings, access, and any changes;
to process payments, issue invoices, and maintain accounting records;
to handle complaints, queries, and service improvements;
to comply with legal, tax, insurance, and regulatory obligations;
to protect our business, staff, customers, and property;
to prevent fraud, misuse, or unlawful activity.

We only use your information for the purposes described above or for compatible purposes that would reasonably be expected in the context of our services.

4. Lawful basis for processing

Under data protection law, we must have a lawful basis to process personal data. Depending on the context, Finchley Man And Van relies on the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes providing a quote at your request, confirming a booking, carrying out the move, handling payment, and communicating service updates.

Legal obligation

We process certain data to meet legal obligations, such as accounting, tax, insurance, and record-keeping requirements.

Legitimate interests

We may process data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This can include managing bookings, maintaining service records, improving operations, protecting against fraud, and responding to complaints.

Consent

In limited circumstances, we may rely on your consent, for example where you choose to provide optional information that is not required for the service. If consent is used, you may withdraw it at any time, without affecting the lawfulness of processing before withdrawal.

5. Data sharing and processors

We do not sell your personal data. We may share it only where necessary and proportionate for the purposes described in this policy.

We may use processors, meaning third parties that process personal data on our behalf under our instructions. These may include:

payment processing providers;
accounting or bookkeeping services;
email, messaging, and communication service providers;
IT hosting, cloud storage, and data backup providers;
customer management or booking administration tools;
professional advisers, such as lawyers, insurers, or auditors, where necessary.

Where processors are used, we take steps to ensure they only process data on our instructions, implement appropriate security measures, and comply with data protection requirements.

We may also disclose personal data where required by law, by a regulator, or in connection with legal claims, fraud prevention, or the protection of rights and property.

6. International transfers

If any processor stores or accesses data outside the United Kingdom, we will ensure appropriate safeguards are in place, such as standard contractual clauses or equivalent lawful transfer mechanisms. We aim to keep data within secure environments and only transfer it where necessary for business operations.

7. Data retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, and insurance requirements. Retention periods may vary depending on the type of data and the nature of the service.

Booking and service records: retained for a period necessary to manage the service relationship and address follow-up issues.
Financial and tax records: retained for the period required by law.
Communication and complaint records: retained for as long as reasonably needed to resolve matters and defend legitimate claims.
Technical and administrative records: retained for limited periods consistent with operational needs and security.

When data is no longer needed, we will securely delete, anonymise, or archive it in accordance with our retention practices.

8. Data security

We use appropriate technical and organisational measures to protect personal data from unauthorised access, loss, alteration, or disclosure. These measures may include access controls, secure storage, staff training, password protection, and limiting access to those who need the information to perform their duties.

Although no system can be guaranteed completely secure, we take reasonable steps to protect your information and regularly review our security arrangements.

9. Your rights

Under data protection law, you have the following rights in relation to your personal data, subject to certain conditions and exemptions:

Right of access: to request a copy of the data we hold about you.
Right to rectification: to request correction of inaccurate or incomplete data.
Right to erasure: to request deletion of your data where it is no longer needed or where another lawful basis applies.
Right to restriction: to ask us to limit processing in certain circumstances.
Right to object: to object to processing based on legitimate interests or direct marketing, where applicable.
Right to data portability: to receive certain information in a structured, commonly used format.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we will respond within the time limits required by law and may need to verify your identity before acting on your request.

10. Children’s data

Our services are intended for adults and business users arranging removals or transport. We do not knowingly collect personal data directly from children unless it is incidentally included in service-related information and is necessary for carrying out a customer request.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data processing practices. Any updated version will apply from the date it is published or otherwise made available.

12. Contact and complaints

If you have questions about how we handle personal data, you may contact us using the usual service communication channels provided at the time of booking. You also have the right to raise concerns with the Information Commissioner’s Office if you believe your data protection rights have been breached.

We encourage you to contact us first so that we can try to resolve any concerns quickly and fairly.