Privacy Policy - Man With A Van Harrow

Last updated: July 2026

This Privacy Policy explains how Man With A Van Harrow collects, uses, shares, stores, and protects personal data in connection with our moving, delivery, and related services. It applies to all Man With A Van Harrow customers in the Harrow area, including anyone who enquires about, books, receives, or pays for our services.

We are committed to handling personal data in a lawful, fair, and transparent manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We only collect what we need to provide our services, manage our business, and meet legal obligations.

1. Who this policy applies to

This policy applies to:

customers who request quotations or make bookings;
people receiving removal, transport, or van services;
payment contacts and account holders;
property owners, tenants, or authorised representatives involved in a move;
individuals whose data is provided to us as part of a booking, such as an alternative contact or delivery recipient.

Where you provide us with another person’s information, you should ensure that you have the authority to do so and, where necessary, inform them of this Privacy Policy.

2. Personal data we collect

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

Information you provide directly

Identity details: name, title, and, where relevant, business name.
Contact details: phone number, email address, and service address.
Booking details: move date, collection and delivery addresses, property access details, item descriptions, and service preferences.
Payment information: payment status, billing details, and limited transaction information.
Communications: emails, messages, notes from calls, complaints, and feedback.
Special instructions: information needed to carry out the service safely, such as access restrictions or fragile items.

Information we collect automatically or indirectly

Usage data: records of service enquiries, quotations, and bookings.
Technical data: IP address or device-related information if you interact with our online systems.
Operational data: job records, route notes, delivery times, and service history.
Third-party data: information from payment providers, subcontractors, or logistics partners where needed to fulfil a service.

We do not deliberately collect more personal data than is necessary for the purposes described in this policy.

3. How we use personal data

We use personal data for the following purposes:

to provide quotations and confirm bookings;
to plan, perform, and manage moving and transport services;
to communicate about schedules, access requirements, and service updates;
to process payments, refunds, and invoices;
to handle complaints, claims, and customer support;
to maintain records, improve operations, and train staff;
to detect and prevent fraud, misuse, or security incidents;
to comply with legal, tax, accounting, insurance, and regulatory obligations.

We may also use anonymised or aggregated information for internal analysis. This information does not identify individuals.

4. Lawful basis for processing

Under data protection law, we must have a lawful basis for each processing activity. Depending on the context, we rely on one or more of the following:

Performance of a contract

We process personal data when it is necessary to provide a quotation, accept a booking, carry out the moving service, process payment, or manage related customer support.

Legitimate interests

We may process data where it is reasonably necessary for our legitimate business interests, provided those interests are not overridden by your rights. This includes managing our operations, improving service quality, keeping records, and protecting our business from fraud or misuse.

Legal obligation

We may process and retain data where required by law, including for tax, accounting, insurance, health and safety, and record-keeping obligations.

Consent

In limited circumstances, we may rely on consent, for example for certain optional communications. Where consent is used, you can withdraw it at any time. Withdrawal does not affect processing carried out before consent was withdrawn.

5. Sharing data and processors

We do not sell your personal data. However, we may share data with trusted third parties where necessary to deliver our services or manage our business. These parties act as processors or independent controllers depending on the context.

Processors we may use

Payment service providers who process card or electronic payments on our behalf.
IT and hosting providers that support our systems, data storage, and security.
Communication providers used for email, telephone, messaging, or booking notifications.
Accounting and invoicing providers who help us manage business records and financial reporting.
Customer management or scheduling tools used to organise jobs and service records.
Subcontracted movers or logistics partners where support is needed to complete a booking.
Professional advisers such as insurers, legal advisers, or auditors, where necessary.

We require processors to handle data securely, use it only for the agreed purpose, and comply with data protection law. Where data is transferred outside the UK, we take appropriate safeguards to protect it.

6. Data retention

We keep personal data only for as long as necessary for the purpose it was collected, unless a longer period is required by law. Retention periods depend on the nature of the data and why it was collected.

Quotation and booking records: retained for a reasonable period to manage services, disputes, and follow-up enquiries.
Financial and tax records: retained for the period required by accounting and tax law.
Complaint and claim records: retained as long as needed to resolve issues and defend legal claims.
Communication records: retained for customer service, quality control, and operational purposes.

When data is no longer required, it is securely deleted, anonymised, or archived in accordance with our retention practices.

7. Data security

We use appropriate technical and organisational measures to protect personal data against accidental loss, unlawful access, misuse, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of our processes.

However, no system is completely secure. While we work hard to protect personal data, we cannot guarantee absolute security.

8. Your rights

Under data protection law, you may have the following rights, subject to certain conditions and exemptions:

Right of access: request a copy of the personal data we hold about you.
Right to rectification: ask us to correct inaccurate or incomplete data.
Right to erasure: request deletion of your data in certain circumstances.
Right to restriction: ask us to limit the way we use your data.
Right to object: object to processing based on legitimate interests or direct marketing.
Right to data portability: request transfer of data you provided to us in a structured format, where applicable.
Right to withdraw consent: if we rely on consent, you may withdraw it 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 acting on a request.

9. Children’s data

Our services are intended for adults and businesses. We do not knowingly collect personal data from children except where it is incidental and necessary for a specific service arrangement. If we become aware that we have collected data from a child without proper authority, we will take appropriate steps to delete it.

10. Complaints

If you are unhappy with how we handle your personal data, you can raise a concern so we can review and address it. You also have the right to lodge a complaint with the UK data protection supervisory authority if you believe your data protection rights have been infringed.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data processing practices. Any updated version will apply from the date it is published. We encourage customers in the Harrow area to review this policy periodically to stay informed.

Summary: Man With A Van Harrow explains what data it collects, why it processes it, who it shares it with, how long it keeps it, and the rights customers in Harrow have under GDPR.