Privacy Policy - Islington Man And Van

This Privacy Policy explains how Islington Man And Van collects, uses, stores, shares, and protects personal data. It applies to all Islington Man And Van customers in the area, including anyone who requests a quote, makes a booking, receives a service, or communicates with us in connection with our removal, delivery, and man and van services. We are committed to handling personal data in a lawful, fair, transparent, and secure way in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, Islington Man And Van acts as the data controller for the personal data described in this Privacy Policy. This means we decide how and why your personal data is used. We only process personal information where we have a valid legal reason to do so and only for the purposes explained below.

2. Personal Data We Collect

We may collect the following categories of information when you enquire about, book, or use our services:

Identity details such as your name and, where relevant, business name.
Contact details including address, email address, and phone number.
Service information such as pickup and delivery addresses, access details, moving dates, property type, item descriptions, and special handling instructions.
Booking and transaction data including quotes, invoices, payment status, and service history.
Communication records such as emails, messages, call notes, and complaint information.
Technical data if you interact with our digital systems, such as IP address, browser type, and device information.
Legal and compliance data where we need to verify identity, prevent fraud, or meet statutory obligations.

We do not intentionally collect special category data unless you choose to provide it and it is necessary for a specific service request. If we ever need to process such data, we will do so only with a valid lawful basis and appropriate safeguards.

3. How We Use Your Personal Data

We use personal data for the following purposes:

to provide quotes and assess service requirements;
to manage bookings and deliver moving or transport services;
to communicate with you about your booking, changes, or service updates;
to process payments and maintain business records;
to deal with complaints, disputes, or claims;
to improve our services, planning, and customer experience;
to comply with legal, regulatory, tax, and accounting obligations;
to protect our business, customers, staff, and property from fraud or misuse.

We only use personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for another compatible purpose and the law permits this.

4. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process personal data. Depending on the situation, we rely on one or more of the following:

Contract

We process your data when it is necessary to enter into or perform a contract with you. This includes preparing quotes, confirming bookings, carrying out moves, and processing payments.

Legal Obligation

We may process data to comply with legal duties, such as tax recordkeeping, accounting requirements, and responding to lawful requests from authorities.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. Examples include managing customer enquiries, improving our services, preventing fraud, and maintaining business records. We always consider whether our interests justify the use of your information.

Consent

In limited cases, we may rely on your consent, for example where it is required for specific optional communications or the processing of any unusual information you voluntarily provide. Where consent is used, you can withdraw it at any time.

5. Data Sharing and Processors

We may share personal data with trusted third parties who act as processors on our behalf or, in some cases, as independent controllers. These parties are only given the information they need to perform their services and are required to protect it appropriately.

Examples of processors may include:

IT and hosting providers that store or support our business systems;
payment service providers that process card or electronic payments;
accounting and bookkeeping providers that assist with records and tax compliance;
customer communication tools used for scheduling, messaging, or record management;
professional advisers such as lawyers, insurers, or auditors where necessary;
subcontractors or operational partners involved in delivering a service you have requested.

We may also disclose personal data if required to do so by law, court order, or to protect our legal rights, staff, customers, or property.

6. International Transfers

Where personal data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place. These may include adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms approved under data protection law.

7. Data Retention

We only keep personal data for as long as necessary for the purposes for which it was collected. Retention periods vary depending on the type of information and the reason for processing.

Quotation and booking records are kept for a period needed to manage the customer relationship and resolve any follow-up queries.
Financial and accounting records are retained for the period required by tax and accounting laws.
Communication and service records may be retained for a reasonable period to handle disputes, complaints, and service quality issues.
Technical and security logs are retained only as long as necessary for operational and security purposes.

When personal data is no longer needed, we will delete, anonymise, or securely destroy it. We regularly review retained data to ensure it is not kept longer than necessary.

8. Security of Your Information

We use appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, alteration, disclosure, or destruction. These measures may include access restrictions, secure storage, staff confidentiality obligations, and internal review of data handling practices. While no system can be guaranteed completely secure, we take data protection seriously and work to reduce risk where possible.

9. Your Rights

Under data protection law, you may have the following rights in relation to your personal data:

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 information;
Right to erasure – to request deletion of your data in certain circumstances;
Right to restrict processing – to ask us to limit how we use your data in specific situations;
Right to data portability – to receive certain data in a structured, commonly used format;
Right to object – to object to processing based on legitimate interests or direct marketing;
Right to withdraw consent – where we rely on consent, you can withdraw it at any time;
Right to complain – to raise concerns with the Information Commissioner’s Office (ICO).

These rights are not absolute and may be subject to legal limitations. If you exercise a right, we may need to verify your identity before responding.

10. Cookies and Similar Technologies

If we use websites or online tools, they may use cookies or similar technologies to help us understand usage, improve functionality, and support security. Where required, we will seek appropriate consent before placing non-essential cookies. You can manage cookie settings through your browser controls.

11. Children’s Data

Our services are intended for adults and business customers arranging removals or transport services. We do not knowingly collect personal data from children except where it is incidentally included in service-related communication and only when necessary for the booking or delivery of our services.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or operational needs. Any updates will take effect when published in the relevant form. We encourage you to review this policy periodically so you remain informed about how we process personal data.

13. Summary of Our Commitment

Islington Man And Van is committed to handling customer information responsibly, lawfully, and transparently. We only collect the data needed to provide our services, rely on lawful bases for processing, retain records for appropriate periods, use trusted processors, and respect your rights under data protection law. If you are a customer in the area, this policy applies to you whenever you interact with us in connection with our services.