Privacy Policy - Pinner Man And Van

This Privacy Policy explains how Pinner Man And Van collects, uses, stores, shares, and protects personal data in connection with its moving, delivery, and transport services. It applies to all Pinner Man And Van customers in the area, including individuals, households, and business clients who request quotes, book services, or otherwise interact with us. We are committed to handling personal data in a lawful, fair, transparent, and secure manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Pinner Man And Van provides man and van, removals, collection, delivery, and related transport services. In providing these services, we act as a data controller for the personal data we collect and use about our customers, prospective customers, suppliers, and other individuals whose data we process.

This policy is intended to help you understand what data we collect, why we collect it, how long we keep it, who may process it on our behalf, and what rights you have over your personal information.

2. Personal Data We Collect

We collect only the personal data that is necessary for the purposes described in this policy. The types of information we may collect include:

Identity data: name, title, and, where relevant, company or organisation name.
Contact data: email address, phone number, and service address or collection/delivery address.
Booking and service data: details about the move or transport request, preferred dates, inventory lists, access information, special handling requirements, and service notes.
Payment and transaction data: payment status, invoices, receipts, and limited payment-related information necessary to manage billing and accounting.
Communication data: records of enquiries, messages, complaints, feedback, and service-related correspondence.
Technical data: basic information such as IP address, device type, and browser details if collected through digital communications or booking systems.
Usage data: information about how you interact with our services, quotations, or communications, where applicable.

We do not intentionally collect special category data unless it is provided by you and is strictly necessary for service delivery, such as information about access needs or medical considerations relevant to a move. Where such data is provided, we handle it with additional care and only when a lawful basis exists.

3. How We Use Your Data

We use personal data for the following purposes:

to provide quotations and assess service requirements;
to arrange, manage, and complete removals, deliveries, and related services;
to contact you about scheduling, access, delays, or service changes;
to issue invoices, process payments, and maintain financial records;
to respond to enquiries, complaints, and requests;
to maintain business records and improve service quality;
to meet legal, tax, accounting, and insurance obligations;
to protect our business, staff, customers, and property from fraud, misuse, or other unlawful activity.

We will only use your personal data for the purposes for which it was collected, unless we reasonably determine that we need to use it for another compatible purpose and the law allows that use.

4. Lawful Basis for Processing

We process personal data only where a lawful basis under UK GDPR applies. Depending on the context, we rely on one or more of the following:

Contract

We process data where it is necessary to enter into or perform a contract with you, such as providing a quote, arranging a move, or completing a delivery.

Legal Obligation

We process certain data to comply with legal obligations, including tax, accounting, record-keeping, health and safety, and insurance requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided your interests and fundamental rights do not override those interests. This may include managing bookings, improving operations, keeping service records, preventing fraud, and handling business administration.

Consent

Where consent is required, we will ask for it clearly and separately. You may withdraw consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

Vital Interests

In rare situations, we may process personal data to protect someone’s vital interests, such as in an emergency involving health or safety.

5. Sharing Your Data and Processors

We may share your data only when necessary and with appropriate safeguards. Some third parties process personal data on our behalf as processors. These may include:

payment providers who assist with payment processing;
accounting or bookkeeping providers who support financial administration;
IT, cloud storage, and communication providers who store or manage business data;
business administration or scheduling tools used to manage quotes, bookings, and records;
professional advisers such as insurers, legal advisers, or accountants where necessary;
public authorities where we are legally required to disclose information.

All processors are required to protect personal data, act only on our instructions, and use appropriate technical and organisational security measures. We do not sell personal data.

6. International Transfers

Where any service provider stores or accesses data outside the UK, we will ensure appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or equivalent legal protections, as required by law.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, or reporting requirements. Retention periods depend on the type of information and the context in which it was collected. In general:

quotation and enquiry records may be kept for a limited period to manage follow-up and business administration;
booking, invoice, and transaction records are usually retained for tax and accounting purposes;
complaint and communication records may be retained while needed to resolve issues or defend legal claims;
where data is no longer required, it is securely deleted or anonymised.

When determining retention, we consider legal requirements, the nature of the service, the possibility of disputes, and the need to demonstrate compliance. We do not keep data longer than necessary.

8. Data Security

We take appropriate technical and organisational measures to protect personal data from accidental loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and careful management of digital and paper records. While no system can be guaranteed completely secure, we continuously review our safeguards and update them where reasonably possible.

9. Your Rights

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

Right of access: to obtain confirmation of whether we process your data and to request a copy.
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 restriction: to request limited processing in certain 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, where applicable.
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

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

10. Children’s Data

Our services are directed to adults and businesses. We do not knowingly collect personal data from children unless it is necessary in the course of providing a service and is supplied by an adult customer. If we become aware that we have collected data unlawfully, we will take reasonable steps to delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our services, or the way we process personal data. Any updated version will apply from the date it is published or otherwise communicated. We encourage customers to review this policy periodically so they remain informed about how their data is handled.

12. Summary of Our Commitment

Pinner Man And Van is committed to protecting the privacy of every customer in the area. We collect only the data needed to provide our services, use it for clear and lawful purposes, retain it for no longer than necessary, and require processors to handle it securely. We also respect your rights and will respond to valid requests in line with data protection law.