Highbury Man and Van Privacy Policy
This Privacy Policy explains how Highbury Man and Van collects, uses, stores and protects personal data relating to its customers and prospective customers in the Highbury and surrounding area. It is intended to comply with the UK General Data Protection Regulation and the Data Protection Act 2018. By engaging our services, you acknowledge that you have read and understood this Privacy Policy.
Scope of this Privacy Policy
This Privacy Policy applies to all Highbury Man and Van customers and prospective customers within our service area, including people who contact us for quotations, make bookings, or otherwise interact with us in relation to our man and van services. It applies whether you contact us online, by message, or in person.
Data Controller
Highbury Man and Van is the data controller in respect of the personal data we collect and process for the purposes described in this Privacy Policy. As data controller, we determine the purposes and means of processing your personal data and are responsible for ensuring that such processing complies with applicable data protection laws.
Types of Personal Data We Collect
We collect and process personal data that is necessary to provide our services, manage our relationship with you, and operate our business. The types of personal data we may collect include the following categories.
Identification and contact details, such as your full name, contact address, collection and delivery addresses, and any other address details you provide for the performance of our services.
Communication details, including any information that you provide when you contact us to request a quotation, make a booking, ask a question, or provide feedback or a complaint.
Booking and service information, such as dates and times of moves, details of items to be moved, access information for properties, and any instructions related to the service.
Payment-related information, to the extent necessary to process your payments and manage invoices and receipts. We do not store full payment card details when we use third party payment processors, but we may receive confirmation that a payment has been made or is pending.
Technical and usage data, where applicable, such as general information about how you interact with our online content or platforms. This may include the date and time of your messages or form submissions and similar usage logs, but we do not attempt to identify you from this data unless necessary for security, fraud prevention or legal reasons.
How We Collect Your Personal Data
We may collect your personal data in a variety of ways, including when you contact us directly to request information, a quotation, or a booking. This may occur through forms, messaging services, or in person.
We may obtain personal data when you confirm or amend a booking, provide instructions regarding access or special requirements, or correspond with us about any aspect of our services.
We may also receive personal data from third parties where they are authorised to act on your behalf, for example where a business, letting agent, or relative arranges services for you. In such cases, we will treat this information in accordance with this Privacy Policy.
Lawful Basis for Processing
We process your personal data only where we have a valid lawful basis under data protection laws. Depending on the context, this may include the following lawful bases.
Performance of a contract. We process your personal data where it is necessary to provide our services, manage bookings, communicate with you about your move, take payment, and handle any issues arising from the service contract between you and Highbury Man and Van.
Compliance with legal obligations. We may process your personal data where this is necessary to comply with legal obligations, such as tax, accounting, or record-keeping requirements, and to respond to requests from law enforcement authorities where required by law.
Legitimate interests. We may process your personal data where it is necessary for our legitimate business interests, provided these interests are not overridden by your rights and freedoms. Legitimate interests may include managing and developing our services, preventing fraud and misuse, protecting our staff and property, and defending legal claims.
Consent. In limited circumstances we may rely on your consent, for example where we wish to send you marketing communications that are not covered by legitimate interests. Where we rely on consent, you have the right to withdraw it at any time.
How We Use Your Personal Data
We use the personal data we collect for the purposes set out in this Privacy Policy, including to provide quotations, plan and deliver man and van services, manage customer relationships, and respond to enquiries, feedback, or complaints.
We may use your personal data to improve our services, for example by reviewing customer requests, outcomes, and any issues that arise, and to maintain accurate internal records for operational and accounting purposes.
Where permitted by law, we may use your personal data to contact you with information about services that are similar to those you have already purchased or enquired about. You can ask us to stop sending such communications at any time.
Data Sharing and Processors
We do not sell your personal data. We may share your personal data with third parties where this is necessary for the purposes described in this Privacy Policy and where we have an appropriate lawful basis. These third parties may act as data processors or, in some cases, as separate controllers.
We may use third party service providers to help us operate and manage our business, including providers of payment processing services, accounting or invoicing tools, messaging or communication platforms, vehicle routing or scheduling tools, and secure data storage or backup services.
Where we use third party processors, we require them to process personal data only on our documented instructions, to keep it secure, and to comply with applicable data protection laws. These processors are not permitted to use your personal data for their own independent purposes.
We may also share personal data where required to comply with legal obligations, to protect your vital interests or those of another person, or to establish, exercise, or defend legal claims. In some circumstances we may be required to share personal data with law enforcement or regulatory authorities.
International Transfers
Where any of our service providers or their servers are located outside the United Kingdom, personal data may be transferred to and processed in other countries. In such cases, we will ensure that appropriate safeguards are in place to protect your personal data, such as the use of standard contractual clauses or other legally recognised transfer mechanisms.
Data Retention
We retain personal data only for as long as is necessary for the purposes for which it was collected, including to provide our services, manage our relationship with you, comply with legal obligations, and resolve disputes. The specific retention period may depend on the type of data and the context in which it was collected.
In general, booking and invoicing records will be kept for a period that aligns with tax and accounting requirements. Communication records may be retained for a reasonable period to enable us to respond to queries, handle complaints, and maintain an accurate record of our interactions with you.
When personal data is no longer required for the purposes for which it was collected and we have no legal or regulatory obligation to retain it, we will take steps to delete it or anonymise it so that it can no longer be linked to you.
Data Security
We take appropriate technical and organisational measures to protect personal data from unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, and restricted access to personal data based on role and necessity.
While we take reasonable steps to protect your personal data, no method of transmission or storage is completely secure. You should take care when sharing personal data with us and notify us promptly if you believe that your personal data has been compromised in connection with our services.
Your Data Protection Rights
Under data protection laws, you have a number of rights in relation to your personal data. These rights may be subject to certain conditions and exemptions.
You have the right of access to obtain confirmation as to whether we process your personal data and to request a copy of the personal data we hold about you. You also have the right to request that we rectify any inaccurate or incomplete personal data.
You may, in certain circumstances, request that we erase your personal data or restrict the processing of your personal data. You may also object to processing that is based on legitimate interests, particularly where it relates to direct marketing.
Where we process personal data based on your consent, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.
You may also have the right to data portability in relation to certain personal data that you have provided to us, allowing you to receive it in a structured, commonly used, and machine readable format and to transmit it to another controller.
Complaints
If you have any concerns about how we handle your personal data, we encourage you to contact us so that we can try to resolve the issue. You also have the right to lodge a complaint with the relevant data protection supervisory authority if you believe that your data protection rights have been infringed.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, our services, or in applicable data protection laws. Any changes will be effective when we publish the updated Privacy Policy. We recommend that you review this Privacy Policy periodically to stay informed about how we process your personal data.
