Privacy Policy - Harrow Man And Van

This Privacy Policy explains how Harrow Man And Van collects, uses, stores, shares, and protects personal data when providing removals, van hire, and related services. It applies to all Harrow Man And Van customers in the area, including prospective customers, current customers, and anyone who contacts us to request a quote or service. We are committed to handling personal information in a lawful, fair, transparent, and secure manner in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Harrow Man And Van is a removals and transport service provider operating in Harrow and surrounding local areas. For the purposes of data protection law, we act as the data controller for the personal data we collect directly from you in connection with our services, quotations, bookings, and customer communications.

2. Personal Data We Collect

We only collect information that is relevant and necessary for delivering our services, managing bookings, improving customer experience, and meeting legal obligations. The types of personal data we may collect include:

Identity details such as your name and title
Contact details such as your phone number and email address
Address details including collection and delivery locations
Booking information such as preferred dates, property type, access details, and service requirements
Payment information such as invoice details, payment status, and transaction records
Communication records including messages, emails, call notes, and service-related correspondence
Service history including previous bookings, quotes, and complaints
Technical data where applicable, such as basic website or device information used to improve our services

We do not seek to collect special category data unless it is strictly necessary and you have provided it voluntarily or we are legally required to process it. If such data is ever shared with us, we will only process it where permitted by law and with appropriate safeguards.

3. How We Use Your Data

We use personal data only for legitimate business and legal purposes connected with our services. This may include:

Providing quotes and confirming bookings
Planning and delivering removal or transport services
Communicating with you about your booking or service updates
Issuing invoices and processing payments
Responding to queries, feedback, or complaints
Maintaining service records and internal administration
Meeting legal, tax, insurance, or accounting obligations
Preventing fraud, misuse, or unlawful activity
Improving our operations, scheduling, and customer service

We will not use your personal data for purposes that are incompatible with the reasons it was collected unless we have a valid legal basis to do so.

4. Lawful Basis for Processing

Under GDPR, we must have a lawful basis for processing your data. Depending on the situation, Harrow Man And Van relies on one or more of the following lawful bases:

Contract

We process your personal data when it is necessary to enter into or perform a contract with you. For example, we need your name, address, and contact details to provide a quotation, confirm a booking, and complete a move.

Legal Obligation

We may need to process and retain certain records to comply with legal and regulatory obligations, including accounting, tax, insurance, or dispute-resolution requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided your rights and freedoms do not override those interests. This includes managing bookings efficiently, keeping business records, improving service quality, handling enquiries, and protecting our operations from fraud or misuse. We always consider whether this processing is proportionate and necessary.

Consent

In limited cases, we may rely on your consent, for example where you choose to receive certain optional communications. Where consent is used, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

5. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, insurance, and operational requirements. Retention periods may vary depending on the type of record and the reason it is held.

Quotation and booking records may be retained for a reasonable period for customer service, administration, and dispute handling
Invoice and payment records may be retained for the period required by tax and accounting law
Correspondence and complaint records may be retained to support service improvement and legal defence purposes
Website or technical logs may be retained for security, diagnostic, and performance purposes

When personal data is no longer needed, we will delete, anonymise, or securely destroy it. If data must be kept longer due to a legal claim, regulatory requirement, or ongoing dispute, we will restrict its use to that purpose only.

6. Data Sharing and Processors

We may share personal data with carefully selected third parties who act as processors or independent controllers, but only where necessary and lawful. These third parties help us run our business and deliver services effectively. Examples may include:

Payment processors for handling payments and refunds
Accounting or bookkeeping providers for financial record management
IT and data storage providers for secure system hosting and backup
Communication tools used for emails, messages, scheduling, or service updates
Professional advisers such as legal, tax, or insurance advisers where necessary
Regulators, authorities, or law enforcement where disclosure is required by law

Where we use processors, we ensure they are bound by appropriate contractual obligations to protect your data, act only on our instructions, and implement suitable technical and organisational security measures. We do not sell your personal data.

7. International Transfers

If any personal data is transferred outside the United Kingdom, we will make sure that appropriate safeguards are in place to protect it. These safeguards may include adequacy regulations, standard contractual clauses, or equivalent lawful transfer mechanisms. We will only make such transfers where necessary and permitted by law.

8. Data Security

We take the security of your information seriously and use reasonable technical and organisational measures to protect it against loss, misuse, unauthorised access, disclosure, or alteration. These measures may include access restrictions, secure storage, staff confidentiality obligations, and regular review of our data handling procedures.

While we work to protect your data, no system can be guaranteed to be completely secure. If a personal data breach occurs that is likely to result in a risk to your rights and freedoms, we will respond in accordance with legal requirements.

9. Your Rights Under GDPR

You have a number of rights in relation to your personal data. Subject to legal limits and exemptions, these may include:

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 cases
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

You also have the right to lodge a complaint with the UK Information Commissioner’s Office if you believe your data has been handled unlawfully. We encourage you to raise any concerns with us first so we can try to resolve the issue promptly and fairly.

10. How We Respond to Requests

When you exercise your rights, we may need to verify your identity to protect your personal information. We will respond within the timeframe required by law, usually within one month, unless the request is complex or numerous. In that case, we may extend the response period as permitted by GDPR and will inform you where appropriate.

11. Children’s Data

Our services are intended for adults arranging transport, removals, or related services. We do not knowingly collect personal data from children unless it is incidental to a booking or service request and is necessary for the service to proceed lawfully. If we become aware that data has been collected inappropriately, we will take steps to delete it where required.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our business practices, or the services we provide. Any updated version will apply from the date it is published or communicated, as appropriate. We recommend reviewing this policy periodically to stay informed about how we handle your information.

13. Summary of Our Commitment

Harrow Man And Van is committed to respecting your privacy and protecting your personal data. We collect only what we need, use it for clear and lawful purposes, keep it only for as long as necessary, and share it only with trusted processors or when required by law. Your rights matter to us, and we will always aim to handle your information with care, transparency, and accountability.