Finchley Man and Van Privacy Policy
This Privacy Policy explains how Finchley Man and Van collects, uses, stores and protects personal data relating to our customers and prospective customers. It also explains your rights under the UK General Data Protection Regulation and the Data Protection Act 2018.
This Privacy Policy applies to all Finchley Man and Van customers and enquiries within our service area, including anyone who visits our website, contacts us, or uses our removal and transport services.
Who we are and scope of this policy
Finchley Man and Van is a man and van and removal services provider. We act as the data controller for the personal data we process in connection with the provision of our services. This means we determine how and why your personal data is used and we are responsible for ensuring it is handled in accordance with data protection law.
This policy covers personal data that we collect directly from you, personal data that you provide about other individuals, and personal data we receive from third parties in connection with our services.
Types of personal data we collect
The personal data we collect will depend on how you interact with us and the services you request. It may include:
Identification and contact details such as your name, postal address, service and delivery addresses, and general contact details necessary to arrange and carry out our services.
Service details such as the type of service requested, property access information you choose to provide, collection and delivery locations, preferred dates and times, and any instructions about the items to be moved.
Communication records such as information contained in enquiries, quotations, booking confirmations, complaints, feedback, and any other correspondence you send to us.
Payment and transaction information such as records of services purchased, amounts charged, dates of transactions, and basic payment status information. Detailed payment card data is normally processed directly by our payment service providers and is not stored by us.
Technical and usage information where applicable, such as basic data generated when you visit our website, including device and browser information and general usage information. We may also use cookies or similar technologies where permitted and in line with our cookie practices.
Third party data such as contact details or addresses of other individuals involved in a move, where you provide this information in order for us to deliver services. You should ensure that those individuals are aware that you have shared their details with us for this purpose.
How we collect personal data
We collect personal data in several ways, including:
Directly from you when you request a quote, make a booking, communicate with us by any channel, or provide information to our staff during the course of a job.
Through our website when you fill in forms, submit a request, or otherwise interact with online tools we may offer.
From third parties where relevant and lawful. This may include referrals from comparison sites, letting agents, or business partners that you have engaged and authorised to share your details with us for booking or enquiry purposes.
Lawful bases for processing your data
We rely on a number of lawful bases under GDPR to process your personal data, depending on the context:
Performance of a contract. We process your personal data when it is necessary to enter into or perform a contract with you. This includes providing quotes, confirming bookings, planning and carrying out removals or deliveries, and handling payments.
Legitimate interests. We may process personal data where it is necessary for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. This can include managing our business operations, improving our services, responding to enquiries, preventing fraud and misuse of our services, and defending legal claims.
Legal obligations. We process personal data where we are required to do so to comply with legal and regulatory requirements, such as keeping certain financial and transaction records for tax and accounting purposes.
Consent. In limited cases, we may rely on your consent, for example for certain types of direct marketing communications that are not covered by legitimate interest. Where we rely on consent, you are free to withdraw it at any time.
How we use your personal data
We use personal data for the following purposes:
To provide quotations, respond to your enquiries, and manage bookings.
To plan and carry out removal and delivery services safely and efficiently, including contacting you about access arrangements and timing.
To process payments, manage invoices, and maintain accurate financial records.
To communicate with you about the services you have requested, including confirmations, updates, and post-service follow up where necessary.
To manage our business operations, including quality control, staff training, and service improvement.
To handle queries, feedback, and complaints and to resolve disputes.
To comply with legal and regulatory requirements and to assist with law enforcement or regulatory enquiries where we are legally required to do so.
To protect our rights, property, and safety, and that of our customers, staff, and the public, including the detection and prevention of fraud and other unlawful activity.
Data sharing and processors
We do not sell your personal data. We may share personal data with carefully selected third parties where necessary for the purposes described above.
Service providers acting as data processors who provide services on our behalf, such as payment processing, secure data storage, accounting support, customer management systems, and information technology services. These providers are only permitted to use your personal data in accordance with our instructions and must protect it in line with data protection law.
Professional advisers such as accountants, insurers, or legal advisers, where necessary for business administration, insurance or to establish, exercise or defend legal claims.
Public authorities, regulators, and law enforcement agencies where we are legally required to share personal data or where sharing is necessary to protect the vital interests or safety of individuals.
In the event of a business sale, merger, or restructuring, we may share personal data with potential buyers or partners, subject to appropriate confidentiality protections, and only to the extent necessary for the transaction.
International transfers
Where we use service providers or systems that involve the transfer of personal data outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place, such as adequacy decisions or standard contractual clauses, to protect your data to standards equivalent to those required under UK data protection law.
Data retention
We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including meeting any legal, accounting, or reporting requirements.
In general, contact and service records relating to bookings and completed jobs are kept for a period that allows us to respond to queries, deal with disputes, and comply with tax and accounting obligations. After the applicable retention period, personal data will be securely deleted or anonymised so that it can no longer be linked to you.
The exact retention period can vary depending on the type of data, the circumstances of your interaction with us, and any legal requirements that apply.
Your data protection rights
You have a number of rights under data protection law in relation to your personal data. These rights are subject to certain conditions and legal exemptions.
Right of access. You can request confirmation that we process your personal data and obtain a copy of that data, along with information about how we use it.
Right to rectification. You can ask us to correct inaccurate or incomplete personal data we hold about you.
Right to erasure. In certain circumstances, you can request that we delete your personal data, for example where it is no longer needed for the purpose for which it was collected and there is no legal reason for us to continue to hold it.
Right to restriction of processing. You can ask us to restrict the processing of your data in specific situations, such as where you contest its accuracy or object to our use of it.
Right to data portability. Where processing is based on consent or on a contract and carried out by automated means, you may have the right to receive your personal data in a structured, commonly used, and machine readable format and to transmit it to another controller.
Right to object. You can object to processing based on our legitimate interests, including certain forms of direct marketing. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests or where processing is required for legal claims.
Right to withdraw consent. Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.
You also have the right to raise concerns or lodge a complaint with the relevant data protection supervisory authority if you believe your rights have been infringed. 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 personal data against unauthorised access, accidental loss, destruction, or damage. These measures include limiting access to personal data to those who have a legitimate business need, using secure systems for storage and transmission where appropriate, and requiring our staff and service providers to handle data in accordance with applicable laws and this policy.
Updates to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or the services we offer. Any changes will take effect when the updated policy is made available. You should review this page periodically to ensure that you are aware of the current version that applies to your use of our services.
